HomeMy WebLinkAbout12786 ORD - 09/03/1975jkh:9 -2 -75; lst
AN ORDINANCE
AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT
WITH JIM WELLS COUNTY FOR THE CONDUCT AND ADMINISTRA-
TION OF AN ELDERLY NUTRITION PROGRAM IN CONNECTION
WITH A GRANT FROM THE OFFICE OF THE GOVERNOR'S
COMMITTEE ON AGING UNDER TITLE VII OF THE FEDERAL
OLDER AMERICANS ACT OF 1965, AS AMENDED, ALL AS MORE
FULLY SET FORTH IN THE CONTRACT, IN SUBSTANTIALLY THE
FORM ATTACHED HERETO, MARKED EXHIBIT "A ", AND MADE A
PART HEREOF FOR ALL PERTINENT PURPOSES; AUTHORIZING THE
EXECUTION OF SUCH OTHER DOCUMENTS AS MAY BE NECESSARY
TO IMPLEMENT THE PROGRAM; AND DECLARING AN EMERGENCY.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CORPUS CHRISTI, r--
TEXAS:
SECTION 1. That the City Manager be and he is hereby authorized
to execute a contract with Jim Vells County for the conduct and administration
of an elderly nutrition program in connection with a grant from the Office
of-the Governor's Committee on Aging under Title VII of the Federal Older
Americans Act of 1965, as amended, all as more fully set forth in the
contract, in substantially the form attached hereto, marked Exhibit "A ",
and made a part hereof for all pertinent purposes.
SECTION 2. That the City Manager be and he is hereby authorized
to execute such other documents as may be necessary to implement the program.
SECTION 3. The necessity to authorize immediate execution of
the aforesaid contract and to execute such other documents as may be necessary
in order to conduct and administer an elderly nutrition program, as aforesaid,
creates a public emergency and an imperative public necessity requiring
the suspension of the Charter rule that no ordinance or resolution shall,be
passed finally on the date of its introduction but that such ordinance or i
resolution shall be read at three several meetings of the City Council,'°
and the Mayor having declared such emergency and necessity to exist,'and `
having requested the suspension of the Charter rule and that this ordinance
be passed finally on the date of its introduction and take effect and be in
r
full force and effect from and after its passage, IT IS ACCORDINGLY SO
ORDAINED, this the�day of September, 1975.
ATTEST: -
-L-a-ty ry YOREra iem `
A JP OVED: THE CITY OF C PUS CHRISTI, TEXAS
.SEPTEMBER, 1 975:
12'786
t orney
CONTRACT
TITLE VII
ELDERLY NUTRITION PROGRAM
THIS AGREEMENT entered into as of this day of ,
1975, by and between the City of Corpus Christi (herein called the
"Contractor ") and Jim Wells County (herein called the "Subcontractor "),
WITNESSETH THAT:
WHEREAS, the City of Corpus Christi desires to engage Jim Wells
County to render an Elderly Nutrition Program within Jim Wells County in
connection with a grant from the Office of the Governor's Committee on
Aging under Title VII of the Federal Older Americans Act of 1965, as
amended.
NOW, THEREFORE, the parties hereto do mutually agree as follows:
1. The City agrees to engage the Subcontractor and the Subcontractor
hereby agrees to perform the services hereinafter set forth in connection
with the Project as contracted with the Office of the Governor's Committee
on Aging.
2. The Subcontractor shall perform all the necessary services
provided under this Contract in connection with ,and within the boundaries
of Jim Wells County, and the City of San Diego, Texas.
3. a. The Subcontractor shall perform in a satisfactory and
proper manner, as determined by the City, all the
services as contained in Part C, Sections 21 -28, of
Policies and Procedures Manual for the Title VII Nutrition
Program, as revised, which is attached and made a part
of this contract as Exhibit "B ". In this connection the
Subcontractor may be referred to as the "Project" or as
the "Recipient of the Award."
b. The Subcontractor agrees that when fully operational the
Subcontractor will provide no less than 300 meals per
day in accordance with Part C, Section 22, of the Policies
and Procedures Manual for the Title VII Nutrition Program.
4. The Subcontractor represents that he has, or will secure at
his own expense, all personnel required in performing the services under
this Contract. The wages and fringe benefits of the required personnel
shall come under the Subcontractor's personnel policies and wage scales.
5. Work or services covered by this Contract may be further
subcontracted by the Subcontractor with the prior written approval of the
City. However, such action will not relieve the Subcontractor from any
of the provisions of this Contract nor shall it relieve the Subcontractor
of its financial responsibility under the terms of this Contract.
6. Procedures must be established by the Subcontractor for the
handling of monies collected to insure against loss, mishandling, or
theft. Subcontractor's staff who handle money under this Contract shall
be adequately bonded.
7. The services of the Subcontractor are to commence as soon as
practicable after the execution of this Contract and shall be undertaken
so as to assure their expeditious completion in the light of the purposes
of this Contract.
8. The Subcontractor shall designate a principal officer who
shall be responsible for monitoring the activities of the program and who
shall act on behalf of the Subcontractor in all administrative matters
relating to this Contract.
9. a. The City agrees to reimburse the Subcontractor a sum not
to exceed Thirty -Seven Thousand Two Hundred Forty -Five and
No /100 Dollars ($37,245.00) for the services which are
specified in Part C, Sections 21 through 28, of Policies
and Procedures Manual for the Title VII Nutrition Program,
as revised, which are attached and made a part of this
Contract.
b. Method of Payments. The City will pay the Subcontractor
the amount or amounts set forth in paragraph 9. a. above,
which shall constitute full and complete compensation for
the Subcontractor's services hereunder. Such sum will be
paid in monthly payments upon receipt of a reimbursement
voucher for payment from the Subcontractor specifying that
he has performed the work under this Contract in conformity
with the Contract and the Application for Nutrition Project
Award, attached hereto as Exhibit "A ", that he is entitled
to receive the amount requisitioned under the terms of the
Contract.
-2-
c. The term of this Contract is to begin on
and end on
d. The City will perform audits as required. The cost of any
such audits will be charged against the Subcontractor's
award. Expenditures disallowed as a result of audit will
be reimbursed by the Subcontractor to the Contractor.
10. Termination of Contract for Cause. If, through any cause,
Subcontractor shall fail to fulfill in timely and proper manner his obliga-
tions under this Contract, or if the Subcontractor shall violate any of the
covenants, agreements, or stipulations of this Contract, the Contractor shall
thereupon have the right to terminate this Contract by giving written
notice to the Subcontractor of such termination and specifying the effective
date thereof, at least thirty (30) days before the effective date of such
termination. In that event, all finished or unfinished documents, data,
studies, surveys, and reports prepared by the Subcontractor shall, at the
option of the Contractor, become its property, and the Subcontractor shall
be entitled to receive just and equitable compensation for any satisfactory
work completed on such documents and other materials.
11. Termination for Convenience of the City. The City may termi-
nate this Contract at any time by giving written notice to the Subcontractor
of such termination and specifying the effective date thereof at least
sixty (60) days before the effective date of such termination. In that
event, all finished or unfinished documents, data, studies, surveys, and
reports prepared by the Subcontractor shall,at the option of the City,
become its property, and the Subcontractor shall be entitled to receive just
and equitable compensation for any satisfactory work completed on such
documents and other materials.
12. Changes - The City may, from time to time, require changes in
the scope of services of the Subcontractor to be performed hereunder. Such
changes, including any increase or decrease in the amount of the Subcontractor
compensation, which are mutually agreed upon by and between the City and
Subcontractor, shall be incorporated in written amendments to this Contract.
-3-
13. Equal Employment Opportunity
a. The Subcontractor will not discriminate against any employee
or person seeking employment with regard to race, color,
religion, sex, national origin or age. The Subcontractor
shall take affirmative action to insure that applicants
are employed and that employees are treated during employ-
ment without regard to race, color, religion, sex, national
origin or age. Such actions shall include, but not be limited
to the following: Employment, upgrading, demotions, or
transfers, recruitment or recruitment advertising, layoffs or
terminations, rates of pay or other forms of compensation,
selection for training including apprenticeship; and partici-
pation in recreational and educational activities. The
Subcontractor agrees to post in a conspicuous place,
available to employees and applicants for employment,notices
to be provided setting forth the provision of this non-
discrimination clause.
b. The Subcontractor shall keep such records and submit
such reports concerning the racial and ethnic origin of
applicants for employment and employees as may be requested
by the City or as may be required by law.
c. The Subcontractor agrees to comply with such rules,
regulations or guidelines as the City may issue to imple-
ment these requirements.
14. Findings Confidential. Any reports, information, data,
etc., given to or prepared or assembled by the Subcontractor under this Con-
tract which the City requests to be kept as confidential shall not be made
available to any individual or organization by the Subcontractor without
prior approval of the City. City will make no requests that contravene
state or federal law concerning public records.
15. Officials Not to Benefit. No members of or delegates to the
Congress of the United States of America, and no Resident Commissioner shall
be admitted to any share or part thereof or to any benefit to arise herefrom.
16. Assignability. The Subcontractor shall not assign any interest
in this Contract and shall not transfer any interest in the same without the
prior written consent of the City.
-4-
17. Interest of Subcontractor. The Subcontractor covenants that
he presently has no interest and shall not acquire any interest, direct or
indirect, which would conflict in any manner or degree with the performance
of services required to be performed under this Contract. The Subcontractor
further covenants that in the performance of this Contract no person having
any such interest shall be employed.
IN WITNESS WHEREOF, the parties hereto have caused this Contract
to be signed by their duly authorized officers the day and year first written
above.
CITY OF CORPUS CHRISTI, TEXAS JIM WELLS COUNTY, TEXAS
"CITY" "SUBCONTRACTOR"
By. By
R. Marvin Townsend T. L. Harville
City Manager County Judge
ATTEST: APPROVED:
Bill Read, City Secretary Arnol o R. Garcia, County ttorney
AP OVED:
DAY OF o�., 1975:
City Atto y C/
Harold Zick, Director of Finance
A,- -
(STATE AGENCY)
APPLICATION FOR NUTRITION PROJECT AWARD
LJ,N D E R Ti T LE V! 10 = TH. E 0 LOE R ANI E 8, CAN S ACT
(FOR STATE AGENCY USE-)
Jim Wells County
200 Nf; Almond
Alice, Texas 78332
SAME
9. (FOR STATE AGENCY VSE)
;5. NAtME. _,;TLE. ADDRESS U, A- I
C, SIGN FG = APP-ICANT AGENCY:
W.L. Powell
County Auditor
200 N. Almond
Alice, Texas 78332
to b.
• v - ^!.S A`.0 ;: JI'fIGN S It is unyerseootl Pnd a�re:E by the uncle .i�nerl :hat. 1) :unds a ra •E Ctl as a result of this request an• .1 1; by the
Depd, of by 11d. ghtV
the a; p?rrvd. n;,J 4i lino; a. arded by the State A3eh CY may be lerm;,01ed a' , any lime for
-29
1.4 ;TE.-A 51je-0--g. 8
IT
County ft�l,
P V,-4 A
PROJECT:
JIM WELLS COUNTY NUTRITION PROGRAM
NE*Ili D CONTINUATION 13
REVISION
C7 O,PZCTOR (NANIE,TJTLE. DEPARTNIENTAND
?R aiz
FROM THROUGH
AMOUN
ADORE SS.S T REF_., C17y,S-ATE, ZIP COD=):
A. PROJECT
PERIOD
1 9/1/75 1 11/30/751
37,245J
I
iS
B. BUDGET
YEAR
7. TYPE OF ORGANIZATION:
N/A
r-1 PISLIC AGENCY
S z CU R: y %G.: AP. EA CO pE TELEPHONE " O.
I PRIVA7ENGN.?FGF;7 AGENCY
ii
A"?L-ANT AGENCY (NAME ANOACDR2SS-
a. PAYEE ISPECiFy—,O CHECKS SHOULD
aE
STREET, C.TY. S7AT E. ZIP CODE;--
SE pj:,: - NAME. TIT LE, ADDRESS).
Jim Wells County
200 Nf; Almond
Alice, Texas 78332
SAME
9. (FOR STATE AGENCY VSE)
;5. NAtME. _,;TLE. ADDRESS U, A- I
C, SIGN FG = APP-ICANT AGENCY:
W.L. Powell
County Auditor
200 N. Almond
Alice, Texas 78332
to b.
• v - ^!.S A`.0 ;: JI'fIGN S It is unyerseootl Pnd a�re:E by the uncle .i�nerl :hat. 1) :unds a ra •E Ctl as a result of this request an• .1 1; by the
Depd, of by 11d. ghtV
the a; p?rrvd. n;,J 4i lino; a. arded by the State A3eh CY may be lerm;,01ed a' , any lime for
-29
1.4 ;TE.-A 51je-0--g. 8
IT
County ft�l,
P V,-4 A
0*,U'V�il
FL "LOW(
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cr
9 ; It. ul�l
41
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122013
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5,J55
21 'gig
0
7,300
3, 1.36
(S-, /,;-r OHLY)
6314
1 X094
974
2,702
J T AN S
0
0
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1,500
600
12,103-
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7,�29
47,175
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A. 11, IND! 'C.QS-C
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EIMUC.T COSIS
— ------
DATE
R
A'- P ,01 r f Co! T S () 0 T AL L I FT 1 :S AM 7 MIM 01
L%7 175
,
011,101F:Gr coll'.'S(I.rml: cl-f-•sL'ItIF 01
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CUITOI; I INC. 111111N-: 1
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33:15
6750
436,
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"UD("L: FSCHEDULE
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PIIOCIIA?A ACTIv, rikS
INU
ILIIVICL:; Ui —I.-- I'l v I C I Y AUIVIT
IWAL (A i CL"
SUM CUL VIAW�1'011-
C�-%Cn—'ATE MAT ION
0, 1�)-ll 11 [ANON OUT11VACH ;MTRITION SHOPPING
Ol R 6 r 1: 11 n A L COUM;ELING EDUCATiON ASSISTAKCc ISTRA-I;C',
2-
1101
V-n n 6,5oo 6,5oo
TV Sets I Coo
II I 800 80
-,I.; X 7U a 40 cloys
z, 322 314
coo i 73Q
313
!- I I 1
1
:1
1.
oC Agcncy
D.t t c
rorm
:urrcmlwr,11LIDal eu1.I)ULL
I'uuunnr.rn(.(IVnJ(s - .
ertnl 'Vil I (I, ; url'Un74JG;CIIVici:St)YnlliVll9 ^��
(JU �lii llti•:t IIU;hI:;r(YI nt.V'InN tS -- - ^--� .-.--- -1= t�C.'
C. \',: ICq ^, (;;;I'c;:. (L IJf. i.iVl IIL'0 (I II IAi10!( (1UIIVACII (U'f CIIIInL CUUNS('LI (yC f.DUCATIO IJ
Ilt (�1 1•Il I'1 II,1 As'OJfALCC rtCCn CnI'IU`;
-- b 0. --- - -L —'- _-_ --- i - .._...._. ,G .. _.. _.._.._ . _..._. _ _ _•- I /1 __ _ !!Il -- _ I °I (101
TO 1;11
1 Scc,Sru Surp --- 13 Iiys x 22/do. - ' /orkshcps ' Conferercas, traeti no
s 2£36 ! 270,0
is OL!to11oP<, )
___-...__.,.a.._._.._..._._.•, ...7•TJ a,po�l.a =.TOl� air
L
D 1 or
Sc =:,Sar , 283 ?.23eD
✓13 230 208.0'
i)l7L,.11oiko $ %ti Etuti
OTA TPCL
-- =
5 .W
974 2x02..
"IJTP- rxon �-n.00xi
'JIM
100
.300
ius
200
1,200
3,778
100
I y
I 10)
400 600
1,000
600
200
Soo
500
200 200 '
.300
1,200
I y
I 10)
400 600
1,000
600
200
Soo
500
200 200 '
�� •�'ttl 4 "a.l. ; I;,wa t,r ::uriz �.rsc,,l li ;: ?�;anrl
Sp0 11��; O I
i
2
', 1 t
,. JC I
:I �\I. j'.Cpai
>�"
.,
_... ,�L'.; ; 9Y;
,�)II•
' t'!
•44
l .. i ' :.11.
.:1 �' •c'I.
'.1,'.I ,:,'l.
n
[fi(,:,'�•l:l l•
Itll'
l
._ ..
........_ -_.
... _
-
:I
•
;1
a u
1;1
a ?r;
I,)
;I; I r,r;,ru
ru'r • utn f.
. U7:
:QStl Ir•;r,
:u t
fftl fl, ?'
I'f'.U;:.rlq'Q
t:rr'ra,r.a
ia�i ° :'
:at;L:I1;•
1.050
200
t %:•OC�n:<t.':.:3r.•w)
1
n Sol i
1,050
P.
�nl�toni
1,200
100
Sp0 11��; O I
i
2
' LUCA.. PA.'!
j SOUi;CE r1;.:titii71
A.
r.
—�
• SUu -TOTAL �� I
1 ......... _� .•�•J. �i1� ..V :16�J U /•i•G�n $70VV /�iJo%Cj .TNO x'20 • •.1
;,62G
cr,„ 5�,. Ea:. 1,233
_c c 60/.:a, 3 mo
i •
TOTAL S 7
0
IN
o 3 D
Soo
0 s
Cos-, s
150,500,
I
15,000 i
300
JIM WELLS COUNTY ere ina fter
l N_�L_L�- of Subgra-ntee or Contractor)
c -a' A�ward") HERF-BY AG=,*ES THALT it will comipi- W4-.--
V.` OF t'e CiL"! Act of 1964 P-L- 88-352) and all
_47.1�.oscd by or pursuant to the Regulation of the De'�art='ent
Of H-__Izh,� _�d,,Cp 4 0-1
a ',Ielfare 0)
-0 45 CFP Part- 8 issued pursuen- -0
't7e, _' the end that, in accordance -with Title VT Of
--ne no Person in t1he uni.it-ed states
shall, on tie ground
color, or national origin, he excluded from participation in,
ta .Denefizs of, or be Otherwise subjected scrLm"in-tion.
r-.-d t '0 -
disc_
or act"VitY for cahich the Recin-ent of Award recei-ves
financi-al assistance fro�7, CITY of CORPUS CHRISTT. TE�a
('Y-EM-2 Of Stante-Agency)
2ede=-al
-fanc4al ass_�s_cance o"I _L�ne De-Partm-ant; and
TELAT iz. will -take any maeasuzes
to e-ffe=2ze th'is agreement
or st u _'_e thcreon is Provided or :Lm.oroved w th
'che a O� rzder=-' -n-nc-'al aSS4Stance ex_'-enc;ed to the Recipie:,. o
t_nz'. Szz�ta -- - i- -_-
c-TencY, this assurance shall obligate the Rec4p er-L
Or ii-I the Case Of an-v --ransfer of such property,
I-Inich t:ne real Z)Zroperty or Structure is used ft�r_
- Z)=_-7sc� for the Feie!
'Ian ial assistance is extended or =:-0-
C-
P-ar:;)OSe he p-rOVis-40n Of s:Lm.-Ilar services or
-'.=me=Cy is so nrovi
Zo ed, his assurance shall ob__ga_�.e
ch e"ains o""u.-ers'aip
0- .wcrC r Pe_riod during ..;hi it r
Of. OroOertV_ Tn all otIle,
Cases
tniS assurance shall
',.'a r for the period during the Federal
-mssiszance -is eztezided to it by the State Agency-
---'Van 4a
C� 4S -I ; - cons idara tion of and for the purpose o'=
a-7 e r -_� all Federal loans, contracts, property, . -a-
nt d� sco i
F.R-4—a-I fin-ancial assistance extended after the date to _i_ i
'--,,ard by ehe star_ Agency, including Instalh-nert Pa.,-.-aent.-
On account OF applications for Fcderal financial
C' �`ra a-'02roved 'OaEOre suc',, crate_ The T 103G-It of A-.,;_=rd
Recipient
r an" •cl:rees that such Feaeral financial assistance -will ;D:-e
_n reliance on the representations aund agree meats maces in tn4 s
what the State Agency or the Ulitec states O_-. bo-I shall
*-0 &e--' judicial 0.-.fL:ce:-.c-nt of enis essurancc.
binc-.1jig on Recipient
O� e-It
its SUCCCSSOrS'.
-VI
TTTI. ... 0-2
T
JIM WELLS COUNTY ere ina fter
l N_�L_L�- of Subgra-ntee or Contractor)
c -a' A�ward") HERF-BY AG=,*ES THALT it will comipi- W4-.--
V.` OF t'e CiL"! Act of 1964 P-L- 88-352) and all
_47.1�.oscd by or pursuant to the Regulation of the De'�art='ent
Of H-__Izh,� _�d,,Cp 4 0-1
a ',Ielfare 0)
-0 45 CFP Part- 8 issued pursuen- -0
't7e, _' the end that, in accordance -with Title VT Of
--ne no Person in t1he uni.it-ed states
shall, on tie ground
color, or national origin, he excluded from participation in,
ta .Denefizs of, or be Otherwise subjected scrLm"in-tion.
r-.-d t '0 -
disc_
or act"VitY for cahich the Recin-ent of Award recei-ves
financi-al assistance fro�7, CITY of CORPUS CHRISTT. TE�a
('Y-EM-2 Of Stante-Agency)
2ede=-al
-fanc4al ass_�s_cance o"I _L�ne De-Partm-ant; and
TELAT iz. will -take any maeasuzes
to e-ffe=2ze th'is agreement
or st u _'_e thcreon is Provided or :Lm.oroved w th
'che a O� rzder=-' -n-nc-'al aSS4Stance ex_'-enc;ed to the Recipie:,. o
t_nz'. Szz�ta -- - i- -_-
c-TencY, this assurance shall obligate the Rec4p er-L
Or ii-I the Case Of an-v --ransfer of such property,
I-Inich t:ne real Z)Zroperty or Structure is used ft�r_
- Z)=_-7sc� for the Feie!
'Ian ial assistance is extended or =:-0-
C-
P-ar:;)OSe he p-rOVis-40n Of s:Lm.-Ilar services or
-'.=me=Cy is so nrovi
Zo ed, his assurance shall ob__ga_�.e
ch e"ains o""u.-ers'aip
0- .wcrC r Pe_riod during ..;hi it r
Of. OroOertV_ Tn all otIle,
Cases
tniS assurance shall
',.'a r for the period during the Federal
-mssiszance -is eztezided to it by the State Agency-
---'Van 4a
C� 4S -I ; - cons idara tion of and for the purpose o'=
a-7 e r -_� all Federal loans, contracts, property, . -a-
nt d� sco i
F.R-4—a-I fin-ancial assistance extended after the date to _i_ i
'--,,ard by ehe star_ Agency, including Instalh-nert Pa.,-.-aent.-
On account OF applications for Fcderal financial
C' �`ra a-'02roved 'OaEOre suc',, crate_ The T 103G-It of A-.,;_=rd
Recipient
r an" •cl:rees that such Feaeral financial assistance -will ;D:-e
_n reliance on the representations aund agree meats maces in tn4 s
what the State Agency or the Ulitec states O_-. bo-I shall
*-0 &e--' judicial 0.-.fL:ce:-.c-nt of enis essurancc.
binc-.1jig on Recipient
O� e-It
its SUCCCSSOrS'.
4 zed. 0 S r, t1r, 4 s assurance on behalf
�Delow are a;u or —e
4
Daza.= 8-29-75
200 N. Almond
Alice, Texas 78332
address)
JIM WELLS COUNTY
(Recip-4ent c t Avyazd-
(Prasident, Ccair-mln of Board, or
comparable authorized
Title COUNTY AUDITOR
41 t'-�e 41 (To be completed by applicant for any a'17a rd State
--gancy designated to implement Title V11 of the Older 2�marlcans :1.c'
E—d 'or an-,/- add4t1*0r,11 SUb-0 -1.actor re�ponsible- � r t7he 01:'aration-
n � 0
of a seals Si-'-e. T,,:ZerE., -3rOV4 sion of facilities is-i-nvolvef, zm]?!
20,=L 4A-, is to be executed-)
I
� -o
JIX WILLS COI-IX TY -NiT, R'17-MM MGPAM
O
LY Inco.70_11ad In the year of 19 and covers th.a
C-I-Z-1.:S A lice, Orzncje C,-Ovc, sojt -Palito Bl,-,-.co, Spr-M.0-
PO--ti0n-Of S--,- OicgO- A.)
dc--S n3,_ Oparaza -1 Title Vil Proi;rzm.
a body %,'-,1ch serves the county In
nt;
s a U n- t y h, s 1- ...,u m 0 0 x p a n -1, -
ItL-.-cs F01- Title V11.
-4n t
to cater -In'zo a :rub -con tract with Rural .EcomO.-.-,;c
Lcagua-, Inc. (R-EAL, lnc,) for tho c,:;cratio.1 of maaj sites,
of food and su.-DorzirG sonic? zorv-,-ces.
-mat is cll-.artered uneer
S1:z-CQ Of ?e; as, CnCS, is a subsidy of $15,000 for
Of and Transportation
to th—, 0:&rly V7 JiM, Wells Counity. REAL, Ir.c. is a*, o,-cseijc
rya; -1 1'-1t—?e dc—a- so -'a,.- lz.he past two years
ire t;12 t�ma ti-at is v:az O.—Igincily sanded by the Governor's C=..."ittee
O;: Aging, PHIL, Inc. has co.j,ucS-a-, f,
on the aged
Of JIM WONS Ccunty and has 1:FQ poetise and is capable of
L 0 :T:ZIS Pro:framn. (Sea All-tachad Items 3,C,& o.)
r
VM 3s County will Monitor -6he on 0 Continuing "as-is and will
for fiscal mzzmascmomt.
as the zreall is Jim 1.1alls
to be cavE!?cpad ao 54tes re A i
ce
lurang-- Grove, Sc, DiCLP zi--d 3cn Bolt. A cc,,-jtrai Mtchan
Z-3 bo developed in Alica %;h-1c.h serve all cc.
ngregate
(Sea Attach,-.,.ant E.)
O
.1 1 -1 � 03 . I
c,5 jiM IN"I 'is 33,3 2 The
oil
-S 60 07 ova.- -3 3,73,752'r ---ha of aid, - y t hat
v. I or bal- "'a nova.-'-y taval is 43.4%. (1630).
..a? is Ccunzy ha.. doclining der .-al (daml 4.476"
YO 1970) h -Ic!--Iy populcticl cc.-I '
inuez to increase {u�
'CIO 15 0)
A VO 0 1
'LZLa attCc:--Zd itam F for
C
::(%r . U'-' . i - z -i r of
'Pon Y a -,
for ..w cvC;-aj,, end GPorczion of tl,-,z
r cn soing project Goerationond
S-0,
train•ir, o, the star':.
A C Z.3 ?;a`:.cn blav t
r--Ofoct and othar cC,.-,-.L:-,Iity rescurcer.
e t Advisory Council and
zct EL sta4 to the cc rci1.
S. Will, _Dcnsiblo for the Of Zl-:2 project cbsa;-virg
c ri , cstab7 i shad in the Pol-.cl�s and flrccedu.-as Manual.
1 Lo the 86C..d oz
a or. G mz!o ) L31 z3s.
S�.�,Crvise and coo,-alinato a], cx,:.-,zz:zh G-corts.
SUPC:V'ze 7-1for-mation and RcT,arrzl sarv-.ces.
5. Coo-.-d:naze with othcr !cc-,I rosvirces.
0
C Z 0 tha
Dircc�o-..
telc.:�no.-,z anc: ta!,es mzsszc- and
i"Clu—na
and
i °c.,scribcs
rn Cn-I
of .---
as
7y ba
to t;,,a
raOOr,,;s f0, project.
a7 I Ozy'ro"', =-V-,Cz:s2 processing of ti,-,.a and
�tcc='anze
na z! rccords C,-.d prepzres a?? payroll tax returns.
4
5. Prow-ldcs stu-,— witi data and. assiscz; in deve-lopmant of budgets.
6>
t'c- EcCL,',-"-cy 0'i a37 bills Ci-,d cialims presented and pr epa .- s
C'. for ppayr,�r,-e
%e Lairs jro?arty racords Fo,,- c, p.-Ojcct.
pu'.-Chase orders and zl"' vaado, invoices for copo.-Val of
X031-Ionsible to th;: Dj,-ec2or.
m
t
�� o
`.M.' k c-no Du t - cs r' 2 b� l-' ; mss,
I a;-. rag i Z-,.3rs a! 1 0-, rzi c,"D-ant's
rasponsihlc ccsu,
R&C'.—al, Recra-atior., and
scrviccz to
-CL; w-ac kly rcoort� and to su.:oaarvilsor„
io co- 'Iui r.
t -n
di --i C. 0� S Oc -1 a I servi cc super visor.
A-,,y a3 -..zy be zsziened,
to th.a. Social Sarvicc su.aervisor.
I mzalz accord-..-,: -co -racipas set Up by
-::4 r
. -. 1
2. R-�3, nZ4be for c7l kitchan uzans'It a su??Ileso
for kcc?ing kitc%cm cl,�zn.
I -L , u I a and
o r v c L: s 'or -Rz i food and kitchen supp i s
to Sco!zkoa.par for a,50roval.
6,
Kai intc.-Ins d-a-1 ly of LL r1JJr of prcRarad and scrv6d.
" - - - -! - -rnine witMn Srate regulations.
j ex-s.,cslMa for mai rit
.7.'anponsible to -,:h- 5ircctor.
—z-f--,
Du-,
d s
and, clez::l c Znrs sum-cund-ing g-c
as -.av be
zo thc Social So-Vlc-- Su-:; .-Visor.
0
1. Rc:)air C.1, CO.-.0'.--agate maai sites znd Cont-Tel Kitchen and bring
L:p to
Traln-in, flor o.-o ,
*cc"- wiil! be do =ne in conjunction with
. j
Az.'vizo,-y cc-nci', nog bca'm coartructed as 0,.- Yale—
V-- S
Yndiv�"cls to ��o Carved.
At !CETI,: SO tz.-ccnz if t�.c -10tal of indwid'U&Is --ervod
by th, -'roJect will b-3 with incc,iZs the pov--rty 'level
c411 Qt 1.1—Et 65"' of served shall be ma.-..:aars
7 0 5 "Z7 , t
-'roups.
2. At leapt 90 parezint o; to-�al, project participants
ra perzons who have one or ,.,Ora of the follcwing character-, r-tics: -
a. Llmitad mcb-11 ity.
6. Lack of 3killz or knu•iedSe tequira-d to select and
prcdare nourishing mzzals.
c. Expressed fcc!lings of ,ejection and Joni-ness
Gbjoctivo 11. Meals in congregate sittings.
fully will serve an average
of INN lea ls daily, 5 days a 'Mcnday thew Friday
aligiblla and cn7-o!%.-' participa,-,Cso
OIJJ cti-va 1-11. I•Iazlls -,a
The deNv;;,- t Zllarag,2 of 10 % of m—lzls servad
to eligible and enrol ledl participants w,'io cannot co.-.a to
-i-zz
bacauze of imm.olbil-.ty. This dcas not ncjude jn:-,tjtQtions.
I
�aetive IV. Xcalth and Welfare
The project wi11.provide counseling services by conducting four
individual counseling sessions per month with project participant
in need of assistance on social and health problems.
O:)jecti Ve V. Nutrition Education -
Thy project shall maintain a progran of regularlj scheduled
m=ctinC;s to disseminate facts about the %finds and a:rounts of
foods chat are required to daily nutritional needs and
cc.-,duct such im--at i ngs cn ce a week, at each congregate rzal site. x
CS acxiva V'_, Shopping Assistance.
-ilic: project shall continue 'cc provide shopping assistance to-
an overage of ten persons per d:.y,.fiva days each week, Monday t
through Friday, in a rznner designed to help project participants
to cnd fre-m food rear "'ets and to essist team in-the selection
cf n;cparfood itozs which will irorove their nutritional intake.
Ob cctive VII. Recreation
-i -'a project will continue to p :cvice adequate supplies and
provide suitable and feasible activities five days a week,
Monday through Friday, in at least four congregate dining
cE .'ars or other epir cpriate facilities.
OSjac.'ivc Villl. All Peals.
The project- shall m,-a.ntain procedures to insure that each o,eal
serve contains on -third of the current daily recommended dietary
aiictrance establishad by tha Food and Nutrition Board of the
Na-cicnal Academy of Sciences, National Research Council.,
Ocjectiv,: !X. outreach Services,
The project's six outreach war ,lams shall maintain outreach and
follav -up services for eligibly project participants. The staff
:Will provide outreach cnd follal -u? to 200 persons each month
designad to assist those with the greatest relative need for
�..rvices.
O'Jactive X. Transportation Sorvices.
Project will sport an average o` 40 participants per day to
5 • congregate r,.calsites, sho?pirg, doctors and elsewhere,
ivo days a waek, Mo & y through Friday.
Ccjcctive XT. 'Escort Services. l
T;:o pr ojcct :vii 1 provide escort services to a n annual average of
10 p5 /siccily or mentally handicapped project participants per day
to and from tan congregate m3a; sites, five days each week, Monday
through Friday.
Gbjoctiva X ='. information and Raferral.
The project shall provide information and referral services to an est:i-
,.:a:ed 150 participants m3athly, including follow -up on each referral
to determine whether or not services were rendered.
T'e pro act wi71 provide four week cycle cerus which will conform
to guidelines.
1. in cacti case, each menu wall take into consideration health
and religious requiromants, ethnic, cultural and religious
preferences. individuals :may provide input on specific ite„s
..1 i•.i :hich ti-- group wants deleted or added to the menu.
2. As the menus are approved, each congregate raalsite is provided
with a copy of the approved manu.
t
' O
3. The estimated nu.,-, :ar of m.2als to be served during the 3 month
pc, i od is 4,500'.
4. meals will b.: scrvad 5 days a week Monday thru Friday.
5. Meals to served on a daily basis will be the lunch raal.
G. :e is w'.77 ba preparod at the central kitchen.
The numl or of rr.:als to be delivered to ho is will be 10% of the czals
served for tha 3 month period (450).
for ,.aals is a voluntary one and therefore no
s? fis zz)unt will be set„
2. Each coney ,,ate m_, --site wi11 have a staff rimer assigned to
Tor s s a`f parson wi77 caiiy tare a steel box with a slat
LifJ.'3 -Dart! cipants place their co;ar iL-ution in a sma}'s ervalo�c
t
ti nt is drop ?::d a:7to t1a steal box. ihase bo;te•s are locked and
ire not spcncd until l "s e- velopas have been collected. i,`.e
c, ^,Vb1c -,os are them cpancG and the money collected is docu anted..
on,iy the participant is aware what he/she contributed since
...c enve7 apes have no wr i t:7 rg on the -m.
!. plan for Social Service Del-Wary.
A. All supportive social services are operational.
B. Cut-,each Activities.
%:areach Activities will be on a daily basis even though
full p rticipaticn by ,real recipients wii7 not be achieved
until the fcUr ty or f if'cn o n. Ou,.r•each staff wi 7 7 see' out the
'Isolated eldoriy and provide them with needed referral and info: -
ma tion.scrvices. the outrocch program will be centered around
each of tha senior cante,'s and congregate mealsites and be
in zrczz -- high cc.-.z:cmtr�tio:- o"- cldarly, includincj
anc: minor. cy 7hc wil I be -..,zintnined
cn c dzily bz3is as wall as fo3lo.-,-upso Ove to tGc mr1k load
EO
involved !-.y -"-hz wo;-kcrz, th.is systom..zIc-lic cover of ot:'.:,-cacn
•r-'-im -,�c taroot arcn� will not Le in the near future.
and cscort services ore cur.-ent"y provided ay REAL, Inc.
doc-cor, carvice agoncicr as r.ceded. Tvanz;,.ortatlon.
LO an Olde;-17 porson du :CS, t.hc =.,rsc of an hour day
icnger, any,-,hora may need to go. 7�.e prcgram. part-
on-,y to call zlha sen.-o.r services cQntc:r for transportation.
or cz":Grt to wZy LGs4 to go,
other zupporti -.g soc -'al services.
of all ot.hcr' zu-z�porzing social scrvicet; such as information
i, loath C7,d '.v','Ham counsr-.1-Ing, nutrition education, sho?p-
--nd rac.-Qatioa is to be during the oporating
Added Faczo'-.; 41) th'c areas of hc- -��Ith vjill serve to increaso
n C4 r
of zha Project- to other Programma.
Gina of the ggaano.-al tasks of t"a aemiinist-.-ative staff of the
pro.'ect and Civision whzro thi's proj,)ct- is placed is that of
REAL currznt 1, y c?eratcs a p:-o.-'.:ct sailed REEAL Aid for the Aged
(RAFA) �undoj by the Governorss Cc.;m-,ttca on Aging Title III
m I
on-1-cs o` tha Cldor Ar.-Bricans Act.
Tho project -,provides in"on-nati on and referral services, transport-
ation and escort sarviccs and outreach on case work for Jim
Wells CoL
m-cy. Since it's original funding, the project has
za.-v-d well over I300 elderly persons in Sin Wcl's CcLm.ty
znd, Zack to Oxnan" and zcc . e of sc-.V-,.Cc!z to tha elderly.
Ti---� Zcvz.:zl areas in which a conztant evaluation process wi,71 be
JZY OT and evaluating
C'L-ty, l:;L:Znt-,tY te=Ui-C G: wili include
o7 czc) coat: actor's food ?Urchzscs to
Only tcp qualicy food-- or� baing =Odl to prcDarc the
V. Z,:4z-.-- Z" monitor and evalua"-;- eac.,l day the that the
-,,-c, cct kit-c,-ars provi6a. This wil, I p.-ov-"�a cLC;vl*z--y control
other supportive
w- 'i :.3 evzIuatad of „:u: f maetings, and
zussi onz thz`.- wi fl sz-.va only to staff time
ai,.d tput. Monthly par.-lcilpat•on records will serve
a V434'!C mazns of datermln�
11 �ng t'-3 extent by which participants
;-;Ge various rvicas avz•lablo.
U.S.D.A. Program
c';' tcB funidtionz of 'che Outreach Staff will be to provide referral
scrvicor. Thr, project will apply for cartifica-t-on
z-- to rzzoivo ;God Ota.T.?s in Pay,-.---nt for he a delivered seals,
s-zc— 'o to 9L'-: hc�-.a 'emared meal racip-len."C's
and to aLS sc ."nose who co not have food star.-,:)s to get them.
Area Agpncy on Aging.
A. betwoon REAL, "r.c. end, the Arca AgLr..cy on Aging
CUr.-z,-,tl,y --X-.Szs through, a work';i,J contract. It is for project "WAll.
IT,
i
fl
— — — — — — - Ueces
a.
CO,"grOgate iIfeaT S4,
Central Kitchen
Site. -Mea
m
CHARTER P.XD ARTICUS 0.7 INCO�.--ORATIGX
99
REAL, Inc.
07:11= OF =2 SZMETAr".1 OF S--Aaz
O'�, --= ASSI-STANC2 =G;!;�, -�Z?g'�A
. ...... ... .. x.
Tho L-nders"z"ned, a Sec: ataxy of
Zuplicate orig:nals of Articles of lncorzporat2on for the above corporation duly
signed and ver4.ed pu—�,.t to the provisions o:.... Texas Non-Proft. Corporation
Act, havo beer, mcalved in th;s ofnca an,. .ro !ound to conform. to 1—
ACCOMIXGLY "ha, i;ndersaned. as such Secretary of State, and by virtue of
"ho vasted in him. by law, hereby issues `h2s Cert tiftat ta of Licot pGmt;on
t .,;y
and attuhc.; heceto a dzlicate of tho Artk:es of incorpoeation.
............
• . ............. Secretary . .... .
ecre.ary o z
NZ
7.
E
0106
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"974�
�'.a counzy
A-'—lAO*-`-"--M-r - C
BY-LAMS
of
REAL, Inc.
M
r
BY -LAWS 0
OF
RURAL ECO\OX ASS1S^A \CE LEA GJ , !N —
AICICLE
Pr-' r.c'_pal Off -ce
he principal office
=he tr nsaction of the business
nor � .. -w
-he Corporation is fixed and located at the City of Alice,
;ells County, Texas-
-
ARTICLE 11
Board of Directors shall determine from time to time
c basis upor, w ;.ic h persons ,,.ay become Directors or the Cor-
..at-io n as such.
` S2CTyOti I. NiE2 %BB�SzIP AN QUAL1F1CAT10Q. The Board G_°
D' rectors shall consist of ers selected from citizens in-
-,.erested in zhe develOpment of the Greater South Texas area_
_he Local�Advisory Board nomineas will be recOamended to the
.'. :i2Ci:tiVe vlreCtOr iOr accepte. saaz4ng on the Govern ng Board
G �_reCtors Of the Corporation In the event the Corporation
expends a new cou:,ty. The Executive Director reserves the
tom eject a nominee and request a renomination. The
xecutive Director will present candidatea to the total Board
for ��.. -_ ��� fication Gnd sewing. Any Board .'ember may be
ii.�c:aChed AV the tOta_ Board and released from his pOSitlOn -.
fo cause. The composition of the Advisory Boards will be
selected rro:r, among citizens who have been successfully in-
volved in cosmunity solving situations. The Local Advisory
Board will n::::,ber five (5) wit. a minimum of 513 minority
:d will be elected fro:; two cGtagOrias: Three (3) will be
xrom I.-le field of Business, Public AdminiStratlOn, Economics
or related field, and two (2) marbers will be selected frOM the
sanity at large.
For the purpose of any statute or -rule of law relating
uo corporations, the Directors shall be taker. to mean the
cabers of uhe Corporation, and they shall have all the rights
=.d privilages of ,.e ^cars, provided that, where the provision
of any law existing', to :,eatingS of Directors differs from
:eet?ngs of members, shall be sufficient to comply with
he
'J_GVisio :S 'relating toyDirectors.
SEC T_.OS 2. P(Y�JERS OF BOARD OF DIRECTORS
1) _.. Board of Directors hall appoint the Executive
Directo`. of the agency by a majority vote of the Directors
holdi ng office'.
'1.2) The Board shams, deler;mine, subject to regulations and
?o= -ties, major perso net, fiscal and program policies.
(_ 3) The Board shall datermina overall program, plans and
11.z) .1 final approval of all progra-M
, . Boar3 shall have
n=30sa-S and budgets.
resposJb4 14tyof the enforce-
The Board shall have zhe
:.',ent of compl-ance wit.. all donditions of grarZs-
Board shall (aet2r-21"ne, subject to f:Und'r'g source
=ag-,Iations and policies, its o-wn —1-Les Of procedure.
Board Of Directors Meetings
Section -1. ?--ACE OF MEETINGS. Meetings of the Board of
D`reczors shall be held at the principal office of the Corpor-
Lzion in the State of Texas, or a-C an,,, location within or without
d from t�me to time by the Executive
5`_a'c�o as may a -esignalc'.ad
Secz on 2. REGULA:", MEETINGS. A regular ;reefing Of the
�o-=d of D`rectors shall be 'e-ld at least twelve(12) times annually.
1 elect the
2.z t1h. Ln--aal mee-ting the Board of Directors shall
such Oth.Gt
Of t e Executive commai-tee and shall rg
�e meet_
!Dusinass as.z-aay be pro.�eZIY ;Drought. before -,,,
SaCtIon 3. SPECIAL MEETINGS. Special meetings of the Board
of Draczors, for any purpose or purposes whatsoever, may be
called any time by zhe ChaJ _r,.,an or by the Secretary-Treasurer
u-3oy, requast of three(3) Directors.
Section NOTICE OF MEETINGS.
Notice of Meetings MOn 11111Y,
or annual shall be given in writing to the Directors by t 'In e
Secretary- Treasurer, or if zhere is no such office, or in the case
of his neglect or his refusal, by an Executive Committeeman,
authorized by the Chairman. Notice of any meeting of Directors
five s:-'ail� be given not less than _.ve (5) days before such meeting
and shall specify the place and general nature of the business
-c-o be transacted. When the meeting is adjourned for thirty ('10)
aa,fs or ;,,,ore, notice of tizlla and place Of re5'=,,PtiOn oz ad
-;o s-ali be given, as it the case of a., o=4gip.al
'.::.-ned
Se ion 5. Q v3 Fifty percent (500) of the directors
11 b-- -0 conszauuza a quorum at all meetings for
of business.
AA'_1:ZC!E !V
Executive Committee
Section 1. ELECTION OF THE EXECUTIVE COMMITTEE. The
3oard of Directors shall annually elect the Executive Com-
mizzee. -
Section 2. NUMBER AND QUALIFICATIONS. The Executive
Co mitten shall cohsist of four (4) members of the Board of
Directors and shall V chaired by the Executive Director of
tie Corporation.
Section 3. POWERS- Che Executive Committee shall ex-
ercase all corporate powers and cazry on the business and af-
fal.cs of this gorporation, subjecz zo the authorization and
approval of the Board of Directors when required by the Arti-
cles Of incorporation, these By-Laws and the laws of the
State of Texas.'
Section 4. PLACE OF MEETINGS. Meetings of the 2xecutive
Conmi-tee shall be held at the principal office of the corpora-
z!Gn in the State ,& Texas, or at any location within or with-
out the State, as may he designated from time to time by the
Executive Commir-tee.
seczLon 5. VACANCIES. All vacancies in the Executive
Cnzmirtae, during the terms of office caused by death, removal,
or resignation, shall be filled by the Executive Committee for
zhz period remaining until the next annual meeting.
Section 6. QUORUM. Amajority of the minimum number of
the Executive Committee, as fixed by these By-Laws shall be
necessary to constitute a quorum is a valid and corporate
act.
ARTICLE V
Committees
The ' Chairman, with the approval of the Executive Committee
,ay appoint such committees as may be necessary, from time to
ulna, including such number and with such powers as it may
jesignave consiszant with the Articles of incorporation, these
by-laws, a the general corporation laws of the State of Texas.
:.ny such committees shall hold office at the pleasure of the
Woutive committeef
ARTICLE vi
Officers
Sbction 1. OFFICERS. The officers of this corporation
shall be a0hairman, Vice- Chairman and a Secretary-Treasurer
electcd by and from the membership of the Board of Directors.
ARTICLE V�-.
Corporation Records
The corporation shall maintain adequate and correct
&co3unts and books- and records of Its business proprieties.
All such books, records and accounts shall be kept by the
Secretary-Treasurer.
,;,e -bersh` p book shall he kept by the Secretary -
aasurer showing the names and addresses of each member
ana in any case when t a : ambers:.ip has been terminated,
su pacts s- all be recorded in zne membership gook, wit..
or. which u.:e membership anded.
ARTiCiEl VM
Funds
Section I. Management: T.ne Executive Cotanittee,
acting through the Chairman of the Board of Directors, shall
be responsible for the :,anage.nent of funds and all properties �
Lie :.Gr.��ng t0 p ne COrporazio n The Bxe ..Zlva Cori ittee and
ofi_cars of Lhe corpora'..ion, are - -chorized to take any
and all actions specified in ..' P_rticles of incorporation
are u.,.zh O'ri'Le4 �.O pay any, obligation of COrpOYation
w- money in the .treasury of t".-.e corporation at such tiMes
and at such a—mou nts as :lav be necessary or as ieq lied lily'
lai•?.
Sec-:.ion 2. Securing Loans or Grants: The Executive
Co-;� :,ittea a. d officers of the corporation or their duly
de3ighated representative, are authorized to enter into
a=anga Tents with and execute such docu=ments as :nay be re-
_rac by proper governmental agencies or other bodies, pri-�
vase and public, -for z..e purpose of securing grants,, funds
or loans for such purposes as ay pronote the objectives
of the corporation.
ARTICLE IX
Pmand merts
These By -Laws may be amended by the vote or written
=ssent of a majority of the Board of Directors.
A , 17N
sna be eicczad and hold f'or a of 0�"e
k-j year, to expire at the date set a- t he
I � - election. The
c,fficars elected by the Board of Directors shall hold Office
-o--- a term of one (1) year. All officers and all meribers
of the Eyec-a"ive Co ,_Jttee may be re-elected to succeed
te.msalves.
Section 3. Cz:A!-,?-'/—',\T. The Chai-rMan snall be the chief
"ve of icer.Of the Corporation and shall, subject to the
conzrol of the Executive Cormi-4--tee, have general supervision,
-i=acz4on and control of the business and officers of the
0 r p o::
, at4on. He shall preside az: al! meetings of the Executive -
Co_-..M4 mZte e; he sahll be ey-officio -member of all commi•tees and
Eve the general powers and duties of ranagement usually vested
_a 07::ICe Or president 01 a Corporation, and shall-have
such other powers and dUt4eS as may be prescribed by these
",
2 -
__.aws.
Sect-iOn 4. VICE . The Vice - Chairman shall act
n absence of the C :airy zn.
Section S. SECR212ARY-TREASURE. The Secret.ary-Treasurer
snall keep, or cause to b—
a kept, a book of minutes at the
pr-nc�nla office or such other n1ace as the Executive Co-mittee
- - - 7, ,
may order, of all mea-lings, of the Executive Committee and Boards
Of Directors. Said -minutes s,a--1 specify the time and place
Of a-=C"-, said meating, whether regular or special,•if special
--ow mu---or'ze4a, the notice given therefor; the names of those
,resenz, and the proceedings thereof.
The Secretary - Treasurer shall give, or cause -10 be given
Or all of the Executive Comz'ittee` required by
,.hose By-Laws or by law to be given. He shall keep the seal,
=n,a s'zall have such. -powers and perform such other duties as
prescribed by the Executive C=.mittea or by these By-Laws.
Secretary-Treasurer shall receive and keep all funds
Corporation and shall pay them out on the check of the
Coroora-'On, Signed in the manner au"hor-zed by the Executive
C t t
C.ERITILFIC ti i ION
is -Go Fhe fo= ooi are hereby
::c vec as ':-a aws of said co. or �- o : and we, the undersig-ned ,
Di a c: s a--d' _ co y ora-orS, feraby co nse-nt and adobes the Said Illy-
VEHEREOF,
wehave here der s bscribe'd our names
day cf)2
-973
1,
REAL, Znc.
POLICIES znd PROCEDOES MANUAL
32
a AL
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and
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0? EM2LOY.�.'�NT
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we =o:: c-: ''
�7003
2. '2'-C se Or-S -MUS" :�,a al;-zh-Or Zed. by
n are a-C-Co.-,-4Caj ---e4 to zha Board of I s-
00117 %A,
-_ny ='ployze has the r-49—= Zn aPDCal Personnel actions
rcga::4 to-... azld
---y appea.L:
S.,. S a - ' --40 -,�3 --Gar-)
_S4 0
I n -
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3- HOC a_ons D_rac':.o;:
��sizicns (not oz-a
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C.'ange _n Salary for
als ane
0,. a I' a n 0 zna Board of Dira,�-'_ors and/oz of Qes:i.5-
n&z�d Board Co=_4tzea. This ap-azi must be
c__cn_'ar days of the action.
"EARING
anneals will have az least ar.*itidal hearing or rev.ew
w za In 0 w or k in q Gays 0 f zl,w f 0f G ? P a a 1
D. E=70YE2 RIG __s
C-Iii. have -:he righ'a to appear with: 'Iagal co',=,Sel
'znd t'-e right -co '-ear the c^arges, eV--'dence and W_tnessas
h,*,,, and the ric,`zo cross axam:.na.
PROC:3SS
zhe aczion of the Board Ca: zztec JS no- sat4s�aczo:y `0
amp`ovec, final appeal M-=-v be r,-=de uO t"e f'all Board.
z- s. remade may be sclu5h oth er measuze
_- V_i. \:�t:iw ✓�/ .. .lam Jam... v�. ��V+-
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1
v
"C'a of ,.::i. ,.::i. 1,-a;,cy fo:� any
a.
wit'• a
Vy
-Lolicy all ]7.-,wLOus
of
of roc of
of
an.
-)C,--,icy stZ40-mo..t- W�-'---, ':;a c—r."Zally '.)Y the Board of
ts
!�--OIOYGc3 Of tha will
0: t.'O nw-'Ow '.�O V— vy VV
-22-
ADMIMST.RATION CHART
ATYACHMENT F
'
Corrmissioner's F- County
Court Aud i 1.?�r.
REAL, inc.
,.ndvisory Cow
I Board of Directors
Director_ Bod.,ke
. C�eYV,.or:�:__...� :l
Social Service
outreach - P T
Outreach — ' :(Outreach
- to
1. oc!<—
a5
j
(_____Cock
i
Section 21 Project Administration (Continued)
21.3 Project Scope
a. Project will serve an annual average of at least one
hundred meals per day five or more days a week through-
out the project area. Project shall provide home
delivered meals where necessary and appropriate, to
meet the needs of target group eligible homebound
individuals.
b. Exceptions to a. above may be permitted for projects
operated in sparsely populated rural areas if the
need for such exception is documented and on file at
the City and State agency. Projects in such rural areas:
(1) May serve less than one hundred meals per day; and
(2) Must serve meals at least five days a week at sites
throughout the project area, but not necessarily five
days a week at each site.
C. In addition to the minimum scope of nutrition services
prescribed in a. and b. above, supporting social services
must be provided as set forth in Section 23.
d. The Project must meet the criteria for minimum project
size set forth in the State Plan.
21.4 Standards for Recipients of Awards
a. The Contractor may be only a public or private non-
profit agency, organization, or institution, political
subdivision of a State, or Indian tribal organization,
which can demonstrate to the City and State agency
a capacity for the effective delivery of nutrition
and supporting social services throughout the project
area. Private nonprofit agencies, organizations or
institutions must provide copies of the State charter,
articles of incorporation, governing body composition
and minutes of the meetings for a 12 -month period
immediately preceding the date of this contract.
b. In each project area, all target group eligible
individuals must be permitted, and encouraged, to
participate in the nutrition and supporting social
services offered by the project. In no case may a
project operated by specific groups, such as churches,
social organizations, homes for the elderly, or senior
housing developments, restrict participation in the
project to its own membership, or-otherwise show dis-
• criminating preference for such membership.
c. Contractor shall be responsible to the City for all
project activities throughout the project area.
,E '`'�
Section 21 Project Administration (Continued)
21.5 Project Council
a. Contractor must establish a project council whose
responsibility shall be to advise the project on all
matters relating to the delivery of nutrition and support-
ing social services throughout the project area, to assist
in establishing project objectives, and to approve project
decisions as 'specified in e. below. If project participants,
with the concurrence of the project director, wish to estab-
lish congregate meal site councils in addition to the project
council they may do so. Site councils are recommended
for projects that cover a large geographic area and /or
have a large number of congregate meal sites.
b. Formal procedures regarding the members; such as method
of selection, tenure, responsibilities,'and reimbursement;
frequency of meetings; and other related council matters
must be established by the City and the project contractor. I
e. The project council must'he organized and activated within.
thirty days after the date that meals are first served by
the project. However, where feasible, target group eligible
individuals should be involved in the preparation of the
project proposal so that initial decisions regarding fees,
menus and site selection, will reflect potential project
participants' views.
d. Council membership
(1) More than one -half of the members shall be nutrition
project participants and each congregate meal site will
elect representatives to the project council.
(2) The remainder of the project council members :oust be
broadly representative of major public and private
agencies and organizations related to aging in the .
project area, local govern.ment officials, and other
persons who are knowledgeable and experienced in the
special, including nutritional, needs of the elderly.
e. The project council shall have approval authority over de-
cisions related to the;
(1) Setting of suggested fee schedules;
(2) Approval of general types of menus that meet the nutri-
tion standards set forth In Section 22 of this Manual;
(3) Days and hours of project operations; and
(4) Decor and furnishings of the meal site(s).
Section 21 Project Administration (Continued) -
-- 21.5 Project Council (Continued)
f. The project council shall advise the project in all other
matters related to the delivery of nutrition and supporting
social services by the project including: --
(1) Selection of paid staff and volunteers;
(2) Preparation of the project .s operating budget;
(3) Evaluation of project effectiveness and achievements
of objectives; -
(4) Existing and proposed services offered by the project;
and
(5) New congregate real site selection.
g, Decisions made in accord with e. above may vary among con-
gregate maals sites. However, all decisions of the council
must be in accord with all Federal and State policies a :d-
take into consideration the project budget.
21.5 Nutrition Project Personnel
: a, The project must employ adequate numbers of qualified staff
to assure satisfactory conduct of the project. Preference
nust be given to persons aged sixty or over in the hiring
for all staff positions, when other qualifications are
equal, In addition, project staff must be, to the extent
feasible, minority individuals in numbers in proportion to
minority project participants.
c
b. Such staff must include: - t
(1) Project director
4
The project director must be employed by, and be
responsible to the Contractor, and must be empowered
with necessary authority to conduct the day -to -day
management and administrative functions of the
project. The director must be hired on a fulltime f`
basis and meet the qualification standards as required
by the City and State agency. I
(2) Other staff I
I
The project design for the provision of nutrition and
supporting social services will determine the number
and type of additional permanent or consultant staff
required by the project. Such required staff includes i
Section 21 . Project Administration (Continued)
21,0 Nutrition Project Personnel (Continued) !
b.. (2) that necessary fer the mapagcrent Of each cong, agate
neal site, fiscal and administrative nanage„c: :t, a:ld
clerical support_ Staff positions will be required
for the preparation and delivery of foods and trip
pro-
vision of supporting social services only whoa these
functions are not contracted or 'arranged for througf:
food vendors or existing community social service re-
- - sources.
C. Volunteer staff
To the maximum extent feasible, the project must provide
opportunities for voluntary participation of _;d'+.
' idca-'s in
all aspects of project operations. Such opportunities: must
be made available to college and high school students, older
persons, and others.
21.7 Training
a. Each project will provide for rh-- in- service training for
all staff engaged in the in ?iemer.tation of the project. Such .
training must be designed to enhance staff perforr:ance as
-related to the specific job rasponsibilities of each staff
member. t
b. Training for the project director sh..11 include attendance
at training programs provided by AoA /SZS.
21.8 Plan for the Project
a. Each project must serre primarily those target group eli-
Bible individuals designated by the State agency in the Stet...
Plan to be in greatest need. To achieve this goal, the
plicant agency must set for in its proposal: aP"
(1) A proposed geographic area in which project services
will.he delivered (See Section 21_1);
(2) An identification of the nunhers and location of those
target group eligible i-ndividuals determined to be in
greatest need, lwith special e:'nhasis on those individ-
uals whose income is below the poverty th_-eshoid es-
tablished by the Bureau of tha Census'srd r..inority _
group individuals who nay reside in the project area;
and
(3) A program design for effectively neet9nr the nutrition
and supporting social service needs of such ird iv iduals. _
/ Section 2' Project Administration (Continued)
21.8 Plan for the Project (Continued)
b. No project providing only home delivered meals mav be
_ -
funded. Eiowaver, within congregate meal projects, home de-
livered meals may be provided where necessary and feasible.
In such cases, it is recommended that not more than ten per -
cent of the meals be home delivered. All congregate meal
sites and programs must:
(7) Have an individual, either volunteer or paid staff,
who is responsible for all activities at the site;
(2) Provide hot meals five or more days each week, except
in those sparsely populated rural areas where a need
for an exception to this policy has been documented by
the State agency under Section 21.3b of this Manual; I
(3) Be accessible to the target group eligible individuals
and be located as close as possible, preferably within
walking distance, to concentrations. of such individ-
uals;
(4) 'Be clean, neat, have adequate lighting and ventilation,
and zeet all applicable health, fire, safety, and
sanitation regulations;
(S) !lave equipment, including tables.and chairs, that are
sturdy and appropriate for older persons. Tables should
be arranged to assure an atmosphere appropriate for
pleasant dining and to encourage marimun socialization
among the participants. Adequate aisle space should be
provided between tables to allow for persons with canes
or crutches to walk with ease, and for use of wheel-
chairs;
(6) Provide for table settings that are acceptable to the ;
- project council, if disposable dinnerware is used, it -
-must be of a quality -that is sturdy to prevent buckling
and spillage, non - porous to prevent leakage, and must _
be sanitary and attractive. Utensils, such as forks,
knives, and spoons, must likewise be of a quality to
prevent melting, bending, or splintering in normal
use;
(7) Provide for a separation between the dining area and
the food preparation area where food is prepared and
served in the same facility;
(S) Be free of architectural barriers which limit the par-
( ticipation of older persons;
Section 21 Project Administration (Continued)
- r
21.8 Plan for the Project (Continued)
b, (9) Be available, each day meals are served; for a period
of time adequate for all participants to eat a lei-
surely meal;
(10) To the maximum extent feasible, have available suffi-
cient-space and time for the provision of needed sup -'
porting social services;
(11) :fake provision for the celebration of special occasions
Of project participants; and -
(12) Make special provisions as necessary for the service
of meals to handicapped individuals and individuals
with limited mobility; and
(13) Be located in a facility where all eligible' individuals
will feel free to visit. Selection shall take into con-
sideration the type, and location of the facility so as
not to offend the cultural and ethnic preferences of
the eligible individuals in the project area„
c, Home delivered meals may be provided by the project only
where necessary and feasible to meet the needs of eligible r
individuals who are homebound because of temporary or per- t
manent physical or mental impairment.
21.9 Fees for nutrition Services -
a. Each nutrition project shall provide the opportunity for
individuals to make a contribution for nutrition services
received. Such contributions shall be based on a suggested
fee schedule, or a flat fee, established b-r the project_
Such suggested fees will be established after taking into
consideration:
(1) Income ranges of project participants; and .
(2) Local cost of living standards.
b. Any fee or fee schedule established, must have the !
approval of the project council and the City. 1
r
c. The payment of fees, if any, shall be determined by each
Participant according to his ability to ,a,,. Participants nay be counseled during an interview to assist them in
determining the amount they may wish to pay, if any, using
the estahlished schedules to arrive at a suggested fee. Par-
ticipants may choose voluntarily to contribute amounts for '
meals up to the total actual costs of raw food and men! prep- �.
aration.
i.
section 21 Project Administration (Continued)
21.9 Fees for Nutrition Services (Continued)
i
d. No eligible individual shall be denied participation in
the nutrition program because of an inability to pay all or
part of the cost of the meals served, Suggested contribu-
tion fee schedules shall in no case be used as a means test
to determine the eligibility of individuals to participate
in the nutrition project. -
e, The project must arrange for methods of receiving contribu-
tions from individuals in such a manner .as not to differen-
tiate among individuals' contributions publicly.
f. Projects which provide hone - delivered meals must seek to be
authorized to accept food coupons (food stamps) in lieu of
cash from homebound participants who are eligible to pur-
chase food coupons and who wish to use the coupons for pay -
irg for such meals. *Application for such authorization-
- must be made to the nearest Field Office of the Food and
Nutrition Service, USDA. Because of a restriction in the -j
- Food Stamp Act of 1964, as amended, projects thus authorized
must agree not to accept donated foods for meal preparation on behalf of-homabound participants who purchase meals with f
food coupons. However, donated foods nay be accepted on be- i
half of other eligible participants. In addition, donated
foods may be combined with other foods in preparing meals
for hone delivery, including those meals to be purchased
with coupons.
g. Procedures must be established by each project for the handling
of monies collected to insure against loss, mishandling or theft.
Project staff who handle money shall obtain bonds in accordance
with guidelines set forth by the City and State agency.
21.10 Confidentiality
Each project must assure that no personal information obtained
from an individual in conjunction with the project will be dis-
closed in a form in which it is identified with him, without
written consent of the individual(s) concerned. All project
records must be maintained in such a manner that confidentiality
will not be violated.
*Food coupons cannot be accepted by the nutrition project as payment for meals
served at congregate meal sites because of restrictions in the Food Stamp Act
of 1964, as amended.
f
Section 21 Project Administration (Continued)
21.11 Project Records and Reports
a. Each nutrition project rust establish and maintain a syste-,,,
for the collection of data that will accurately reflect
project program and financial operations.
b. These data nust be made available for State and national
• - evaluation efforts. -
c. Prom these data, the recipient of an award must complete a
Quarterly Nutrition Project Report as contained in Appen-
dix 11 to this Manual as well as all reports required by
the SRS. (Sea Appendix III for a Summary of Required nutr.-
t.on Program Reports). Such reports must be submitted
promptly when due and failure to comply ray affect sub-
sequent funding of the project.
i
Saczion 22 Nutrition Standards
22.1 Neal Planning
a. The special needs of the elderly must be ' con s in all
menu pinnning, food selection, and meal preparation.
b. ;-teal sz vice should be designed so that hot food is avail-
able f0z at least ane -half hour after serving time begins
to enable individuals who may not arrive at a specific time
to participate in the hoc meal. -
C. Menus must be planned for a minimum of four weeks, certi-
fied in writing by the dietitian /nutritionist whose serv-
ices are utilized by the project, and submitted to the
State agency for review at least two weeks prior to the
initial use of the menu. For purposes of audit, the State
agency and the projects shall keep on file copies of the
certified menus as used, for a period of one year. Menus
must be prepared on menu forms prepared by the State
agency. (See Appendix 11 for a sample form which can be
used for this purpose.)
-d. All certified menus -must be posted in a conspicuous loca-
tio7 in each congregate meal site as wall as at each place
Of food preparation. The certified menus must be adhered
i to subject to seasonal availability of food items.
e. The ;.oaE items within the meat, vegetable and fruit, and
dessert grouts rust be different for the same days of each
week, taus providing a variety of food and nutrients.
f. Project mar::; must follow the meal pattern set forth belcw. .
Each group, or its alternate, makes a special contribution
toward the objective of providing at least one balanced
meal daily.
(1) Meat or meat alternate group
Three ounces cooked edible portion of meat, fish,
fowl, luncheon meats, eggs, or cheese. Meat alternates
may be used occasionally for variety and may include r
cooked dried beans or peas, nuts, or nut - butter (pea -
nut butter and others).
(2) Vegetables and fruit group
Two, one -half cup servings. All vegetables and full
strength vegetable juices, all fruits and full
strength fruit juices.
Note: Rice spaghetti, macaroni and noodles are not
vegetables. See (3) below. Fruit used as a
Section 22 Nutrition Standards (Continued)
22.1 Meal Planning - g (Continued) k
f. (2) tote: dessert should not be counted toward the sug-
gested two servings of vegetables and fruits._
(3) Bread or bread alternate group
Ons serving. Enriched or whole-grain bread, biscuits,
muffins, rolls, sandwich buns, cornbread and other
hot breads.
Bread alternates may include enriched or whole-grain
= cereals or cereal products such as spaghe4ti, maca-
roni, dumplings, pancakes, and waffles.
- _ -. Uhare available, the following additional variations
-_ -- - - may be substituted for the bread requirements: ufi,
tanniers, yams, plaintains, and sweet potatoes.
_ -- (4) Butter or fortified margarine
One teaspoon
_ - - (S) Dessert group
One, one -half cup serving. All fruit, full strength (.
fruit juices, and simple desserts such as puddings,
gelatin desserts, ice crew, ice milk and sherbert;
cake, pie, cookies, and similar foods are also in-
cluded.
Note: Cakes, cookies, and pie crusts made with en-
_ - richad or whole grain flour or meal are more
nutritious than those made with unenriched
flour or meal.
_ (6) Milk group
One -half pint. Fortified whole, skin, or low fat milk,'
flavored whole or fortified milk, buttermilk, aiid
cheese,
Note: The inability of a project to obtain a supply
of milk on a continuing basis shall not bar it
from participating in the program. In such
cases the State agency may approve the servica
of meals without fresh milk when an equivalent
amount of canned, whole dry, or nonfat dry milk
is used in the preparation of the components of
the meal.
' i
S.,czloa 22
Nutrition Standards (Conti:;uad)
(
22.1
Meal Planning (Continued)
f. _(7) Optional beverages
Coffee, tea, decaffeinated beverages, cambric tea,
soft drinks, and fruit flavored drinks may be used. _
(8) Other foods nay be added to the neal to provide per-
sonal satisfaction and additional nutrition.'-.
(9) Vitamins and /or mineral supplements may not be pro-
vided with nutrition project funds,
g. Where •feasible and appropriate, special menus shall be
available to individuals participating in the program.
(1) Special menus may be provided for health reasons.
(a) A written order must be on record for each irdi-
vidual on a special diet, and t'he'order must be ;
-
reviewed periodically with the project partici- _.
- -
part's physician.
(b) Special diet menus must be planned and prepared
under the supervision of a qualified dietitian-
(c) A current diet manual, approved by the nutri-
tionist or dietitian on the State agency staff,
must be supplied by the State agency to each
project.
(2) Religious, ethnic, cultural or regional dietary
-re-
quirements or preferences of a major po=tion of the
of participants at a congregate meal site shall
bgroup
e reflected in the meals served. Where feasible, in-
dividual dietary needs may also be met. However, the.•
project is not required to do so on an individual.-
basis. :. =
22.2
Food Procurement -
a. All food DTocurertertt trust be transacted in accord with
•
Sections 10.9 and 26 of this 'Manual.
b. The State agency shall, on a regular basis, make recipients
Of awards aware of those plentiful foods designated by the
Secretary of Agriculture as being in abundance, either
nationally or locally. The Stara agency shall establish
procedures to assure that recipients of awards, to the ex-
tent feasibla and practical„ reflect such abundant foods in
menu planning. '
a
Section 22 Nutrition Standards (Continued)
22.2 Food Procurement (Continued)
c.
Projects participating in the USDA Food Distribution Pro-
gram in accordance with Section 22,5c of this Manual maust
request donated foods sufficiently in ad vance to Insure de-
'
livery for use In the menus for which they ware ordered.
22.3 Food Preparation and Delivery
a.
When a project is designed to serve meals at more than one
congregate meal site, efforts should be made to have all
meals prepared at one facility and then. delivered to the
various sites. For the most economical delivery of meals,
the dupl a in staffing a
icadioz and equipping food preparation
facilities at more than one congregate zeal site should be
nin:Lmlzed. (See Section 24.21b(9) of this.Manual which es-
tablishes a limit on capital asset expenditures for each
project.)
b.'
State and local fire, health, sanitation, and safety regu-
lations applicable to the particular types of food preps-
_ - _-
ration and meal delivery system used by the project must
be adhered to in all stages of food service operations.
Irnere such applicable regulations do not exist, it is
strongly recoLmerded that the State agency establish ap-
propriate fire, health, sanitation, and safety standards
for the project. in all cases, periodic checks must be made
for foreign content In the food either by the appropriate
State or local health officials or by qualified individuals
engaged by the State agency to conduct such checks.
c.
All staff working in the preparation of food shall be under
the supervision of a person who will insure the application
of hygienic techniques and practices in food handling
preparation and service. This suparvisory, person shall con-
_
sult w ith the project dietitian for advice and consultation
as necessary.
d.
Tested quality recipes" adjusted to yield the number of-
sbrvings needed, must L used to achieve the consistent and
desirable quality and quantity of meals.
e.
All foods must be prepared and served in a manner to pre-
sent optimum flavor and, appearance, while retaining nu-
trientis and food value.
f.
Home delivered meals
(1) . Projects providing home delivered meals, where naces-
sary and feasible, may use various methods of dcl:Lv----j.
Section 22 Nutrition Standards (Continued) :
22.3 Food Preparation and Delivery (Continued) '
However, all food preparation standards set'forch in
this section must be met.
(2) ifora than one meal may be delivered for each day's
consumption, providing that proper storage and heating
facilities are available in the home, and that the
project participant is able to consume the second meal
either by himself or with available assistance.
22.4 Food Contributions
a. All foods contributed to the project must meet those
standards of quality, sanitation and safety that apply to
foods that are purchased co -mercially by the project.
b. roods prepared or canned in the home may not be used in
meals provided by the projects financed under Title VIL.
Only commercially prepared or canned foods may be used.
22.5'- USDA rood Assistance Programs
a. "In every case, the State agency shall assure that recipients I
of awards under Title VII shall take such steps as r-ecessary
i
to assure that the maximum number of older persons within.
the project area benefit from the USDA food assistance pro- j
grams as menbers of households certified for such assistance
under USDA regulations. Also see Section 70_10 of this
Manuel_
- i
b, With regard to such programs, each recipient of an award
shall:
(1) Provide the opportunity for, and assist, all project
participants who desire food coupons or donated foods
to apply for such assistance;
(2) Provide the opportunity for individuals receiving
homa- delivered meals to use food coupons as their
contribution toward the cost of the meal; and
(3) Assure that all provisions related to the use and '
handling of food coupons as prescribed by the State
and local agency authorized to operate these programs,
will be met.
Section 22 Witrition Standards (Continued)
22.15 USDA Food Assistance Programs (Continued) `
C. The State agency shall encourage recipients of awards under
Title VII to apply to the cppropriate State distributing
agency (see App
eadi;c III to this Manual) for participation
as eligible institutions in the USDA Food Distribution
Progran.* Foods received through this program are not to be
considered as part of the project award.
d. The State agency shall also encourage recipients of awards
under Title VII which receive donated foods as institutions
to consider the feasibility of entering into written
contracts with comsiercial or institutional facilities to
convert the donated foods into more convenient or usable
end - products.**
*Public and nonprofit private feeding programs which provide meals for the
elderly in group settings or for home delivery may qualify as eligible
institutions under USDA regulations for food distribution (7 CFR Part 256).
Eligibility is determined by State distributing agencies, which provide
donated foods under written agreements with institutions. Institutions may
employ a cosmercial dtchea, focd service management company, or other
catering service in preparing meals'containirg donated foods, provided this
_ service is contracted for in accordance with USDA regulations for food
distribution.-
* *Proceduras for such food processing contracts may be obtained from the
appropriate State distributing agency.
• I
Section 23 Supporting Social Services
t 23.1 General
a. Project participants should be interviewed by a staff per- i
son within two weeks after they have become active in the !
project to obtain certain inforniation for the project files.
Such information shall include the participant's name, ad-
dress, telephone number, person to notify in an emergency,
doctors name, physical problems the project staff should be
aware of, and any other pertinent information needed by the
project. In addition, during this interview, a deternination
shall be made as to the supporting social services that the
project participant needs.
b. In order to assure that the maximum of hard -to- reach, iso-
lated, and withdrawn eligible individuals throughout the
project area have the opportunity to participate in the
project, recipients of awards must provide for an ongoing
outreach service to be provided from each congregate meal
site.
c. Recipie;lts of awards must, in addition to outreach, provide
additional supporting services to the extent that such serv-
ices are needed and are not already available and accessible
to the individuals participating in the nutrition project,
both at congregate meal settings and through home delivered
meals. During the initial interview with the project partic-
ipant a determination should be made as to the supporting
social services that the project participant needs, Such -
services may include:
(1) Transportation of individuals and personal escort serv-
ices to and from the congregate meal sites;
(2)- Information and recerral services;
(3) Health and welfare counseling services;
' (4) Nutrition education; 'r
(5) Shopping assistance; and
(6) Recreation activities incidental to the project.
' t
d. not more than twenty percent of a State's allotment for a
given fiscal year, excluding that necessary for administer-
ing the State plan, shall be used for the provision of the j
supporting social se vices p' scribed in b, and c. above, i
and only these services may be supported with Title VII
funds.
e. Outreach, transportation., and escort se.iices must be in I
place and ready to o•:erate prior to the actual delivery of
nutrition services> The supporting social services pre- i
scribed•in c. above, must. be developed within thirty days
after nutrition services have been initiated.
i
�1 r ortin
bupp S Social Services {Continued)
23--1 11...._ral
(Continued)
f. Other social services, such as those provided for by Titles'
I and a'VI, of the Social Security be made
to the Act, may available
Project participants; however, only those listed
Sections b, and c. above may be provided for through Title
VII funds.
23.2 Supporting Social
Services Standards
a. For the purpose of this program, all supporting social sarv_
ices financed with Title Vii funds must meet the standards
listed belo:v, in every case, the outreach, transportation,
and escort services provided as part of tine project, whether
or not financed with Title VII f
standards. unds, cuss also Weer these
b. Supporting social services standards
ing: -.
including the follow
(1) Outreach
(a) Outreach servica means an activity designed to '
seek out and identify,
on an ongoing basis the
maXinUm ^.umrber of the hard -to -reach
withdrawn tar et � 1 gible individuals
, isolated ad
3 orcup eligible throughout the project area in greatest need of
nutrition and supporting social services, and to _
provide the opportunity for them to participate
in the project.
(b) Such services must provide for: (I") the designa-
tion of a project staff person to be responsible
for the conduct of this activity from each congre-
gate meal site; (ii) adequate numbers of outreach
workers knowledgeable in dealing with and identi-
fying needs of older persons; (; -ii) the use of a
variety of methods that will assure a systematic
coverage of the "project area and contact with the
maximum possible number of older persons; and (iv)
arranging for-referral and follow -up of individuals
found to be in need of services.
(2)- Transportation services
(a) Transportation service means an activity designed
to transport older persons to and from congregate
meal sites so that the nutrition and supporting
services will be accessible to those target group
eligible individuals living within the project area
t
acct..... 23 Supporting Social Services (Continued)
23.2 Supporting Social Services Standards (Continued)
b. (2) (a) aho, because of a lack of imobility, would other-
wise be unable to participate in the nutrition
pro .-ect.
(b) Such service must provide for :'(i) the designa-
tion of a project staff person to be res�onsibla
for the conduct of this activity; (ii) regular -
scheduling and routing designed to assure that
those individuals in greatest need of transporta-
tion receive the services; and (iii) the assur-
ance that all modes of transportation provided
are safe, adapted to the special needs of older
persons, and coaply with all State and local regu-
lations Pertaining to such service.
b. (3) escort Service
Z. (a) Escort service means an activity designed to as-
sist the maximum number of target group eligible
individuals who are physically or mentally handi-
capped and require personal - assistance and special
modes of transportation in order to participate in
the nutrition project.
(b) Such service must provide for: (i) the designation
of a project staff person to he responsible for
the conduct of this activity; (ii) adequate r-umbers
of escort workers knowledgeable in dealing with
and assisaia9 older persons; and (iii) the assur-
ance that the service is provided regularly to
those who need it in order to participate in the
nutrition project,
(4) Information and referral service
(a) into. : ^atSon and referral service means an activity
° signed to provide the target group eligible ih- -
d1vicuals wit% current information of, and refer -
ral to, all appropriate services to meet their
needs.
(b) Such service must provide for: (i) adequate staff
knowledgeable and skilled in dealing with, and as-
sessing the needs of older persons, and assisting
such persons obtain needed services- (ii) the serv-
ice to be accessible to older persons, either by
phony or person- to-person• contact at the congregate
- meal site; (iii) follow -up on the referrals made;
Section 23 Supporting Social Services (Co.tinued)
b. (4) (b) and (iv) adequate record - keeping concerning re-
quests for assistance, services rendered, and
referrals made,
(5) Health and Welfare counseling service
(a) Health and welfare counseling means an activity
designed to assure that project participants have
available a service .which gill assist them in
dealing with the problens and stresses which in-
terfere with normal health and social functioning
through person -to- person assistance by trained
counselors.
(b) Such services must provide for: (i) adequate staff
'trained and skilled in counseling, older persons;
(ii) t'a counseling to be done in a setting that
provides privacy for the older person seeking as-
sistance; (iii) the the
to be available regu-
larly and at times convenient to project partici-
pants; and (iv) the maintenance of adequate records
concerning the request for assistance and the serv-
ice rendered.
(b) Recreation activi -v
(a) Recreation means those activities designed to `
foster the health and social well -being of project
Participants through social interaction and the
satisfying, use of free time.
(b) Such activities must provide for;
sion of those activities which reflect tthe ppref-
erences of the majority of the project partici-
pants; and (ii) the availability of adequate space .
and supplies necessary for the effective conduct
of the activity. °
(7) ;nutrition education
(a) Nutrition education neans a formal program of regu-
larly scheduled meetings to make available facts
about the kinds and amounts of foods that are re:--
quired to meet one's daily nutritional needs. it
Shall be an accompanying feature of the meal pro-
grain, with close coordination, between the two com-
ponents to improva the nutritional intake of older
persons through better eating habits by making
them aware of the relative nutritional value of
`.different food groups,
/ Scctioa 23 Supporting Social Services (Continued)
1
23.2 Supporting Social Services Standards (Continued)
b. (7) (b) Stich activity must provide for: (i) visual infor-
mation to be available on a continuing basis; and
(ii) regularly scheduled meetings conducted in an
appropriate manner to meet the needs of the partic-
ipants.
(8) Shopping assistance
(a) Shopping assistance means making help available
to projact participants in getting to-and-from
food markets and in the selection of proper food -
- items so as to improve their nutritional intake.
(b) Such activity must provide for: (i) the service
to be regularly available; (ii) the service to•be
available at a time convenient to older persons;
and (iii) the opportunity to shop at a food market
of the individual's choice.
23.3 Utilization of Existing Resources
a. To the maxi ,, -..um extent feasible, the project shall make every
effort to utilize the existing social service resources pro-
vided by agencies such as health and mental health, public
assistance, medicaid, social services, rehabilitation, edu-
cation, economic opportunity, legal services, food and agri-
culture agencies, and Title III Community Projects, to pro-
vide the supporting social services prescribed in Sections
23.1 and 23.2 above.
b. Such efforts shall include joint planning, sharing of in-
formation, and -negotiation of agreements for joint funding
and operation of programs for the elderly. These efforts
shall be coordinated with those State agency activities
described in Section 10.4
c." All supporting social services provided by the project shall
be interrelated and coordinated with each other to assure
maximum benefit to individuals reeding such services.
Such services shall also be coordinated with all other
related social services throughout the project area to
assure maximum access to and utilization by project par-
ticipants.
Sacuoa 24 - Project (,Osts )c?icy
24.1 Principles for ..arer ning Costs -
COst for t105oa at t_vi ties undertaken Oy the-
State a ency under Saction 705 of the Older 7uuericans Act
must be in con:Pormanco with the princ•_ples and standa.ds.
set forth i:l "7, Guidu far State Goverunent Agencies Estab-
lishing Cost Alloca=ic:: Plans and Tn-direct Cost Fates for
Grants and COntract8 W.4_ -h the Department of Health, Educa-
tion, and irel£ar2." (U.S. D!Mg OASC-
6).'d _he major pro:r-
- the a to this •Guide' a„ well as other policies concerning
the aliowabiiity o° costs as
co- .rained in this part.
b- :aC tOr.. aUac`.i7•.ug allowable costs
To be allowable under Section. 705 of the Older Americans
Act, all costs must meet the following general xequireme ^.ts:
(1) Be necessary and reasonable £Or r_ie proper and effi-
cient conduct Of Title Vii nutrition projects;
(2) conform to any limitations or exclusions set forth in
this Manual, Federal laws or other governing lir
tions as to types or amounts of cost items;
(3) Be accorded consistent treatLent through application of
generally accepted accounting principles appropriate to
the circum stances;
(4) Not be allocable to or included as a cost o£:any other'
federally financed prooraa in either the current or a
prior period; and
(5) Be net of all applicable credits to the cost.
(a) Applicable credits refer to those receipts or
reductions of expenditure type" transactions which
reduce or offset expense items allocable to an
activity as a direct or indirect cost. Examples
of such transactions are: Purchase discounts;
rebates or allowances; recoveries or indemnities
on losses; sale of publications or equipment;
certain types of incor:e (see section. 24.11); and
adijustments of over-paynents or erroneous changes.
(b) - .Applicable crejit' s may also arise when Federal
funds are received or are available from sources
other than the Title Vil program to finance
XSea SRS Progrca, Regulation 1 -1.
Section 24 Project Costs Policy (Continued)
. 24.1 Principles for Dezerminin Co:_s
(Cont+ .,rued)
b. (5) (b) operations on capital items of the recipient of
aa•a_d. This includes costs arising fro, the use
or depreciation of items donated or financed by
the ?ad =rat government to fulfill matchirg re-
quirements under another grant program. Tf;ese
types o credits should likewise be used to
reduce related expenditures in determining the
rates ov amounts applicable to Title VIi projects_
c. Composition of costs
(t) Total cost i
' E
The total cost is comprised of the allowable direct i
costs incident to the co:duct of Title VII project I
activities plus the allocable portion of any allowable i
indirect costs, less applicable credits.
(2) Classification of costs
There is no a nivarsal rule for classify'_rg certain I
costs as either direct or indirect under every ac-
counting system. A cost may be direct with respect to
some specific function, or service, but indirect with
respect to the activity or other cost objective. It is
important, therefore, that each item of cost be treated �
coasistentl either
Y as a direct or indirect cost. Spe-
cific gu deliles far deteraLnirg direct and 'r. it f
i d_ ect
costs allocable under Title VII nutrition.projects are
provided in she Sactions 24.:d and e which follow_ I
d. Direct costs
Direct costs are those that can be identified specifically
with project operations.
e." Indirect costs
(1) Indirect costs ara those which cannot be attributed'
specifically to the project, but which are generated `
by the project as well as by other programs zdzil.nis-
I
tered by the recipient of award. Examples o: indirect
costs are: i
(a) General and administrative expenses of the overall
recipient of award organization;
Section 24 Project Costs Policy (Continued)'
24.1 Principles for Determining Costs (Continued)
L
e- %) (b) Operation and mairtanance of buildings and equia-
nent, such as telephone switchboard expenses, by
the overall recipient of award organization; and
(c) Departmental administration, such as centralized
payroll and accounting services. -
(2) If a Title VII project is the only program activity in
which the recipient of award is engaged, the project
could incur no indirect costs. -
(3) In theory, all such costs might be charged directly;
however, practical difficulties preclude such an
approach. Therefore, the DREW provides for reimburse-
ment of these costs
through the mechanism of an in-
direct cost rate. P_ indirect cost rata is simply a _
device for determining fairly and conveniently,
the boundaries of sound administrative wytnirt
what proportion of such general s each pzog
• �ereral expenses each program
should bear. Spec
ifically, it is the ratio between the
total indirect expenses and some direct cost base,
commonly either direct Salaries and wages or total
direct costs. The indirect cost rate is therefore the
end product of a series of cost apportionrents which -
distribute costs jointly benefiting two or more pro -
araws in so.4e reasonable _elation to the benefits
derived,
• I
(4) In those insta:ces where the DREW has negotiated an
indirect cost rate with an agency or institution which
also is a recipient of award under. Title VII, the
State agency may rely on the conditions of the agree-
ment which established the rate. Such reliance must -be ±
limited to the extent that the agreement applies to
the Title VIS project. 1
(5) In those
cases in which there is no existing indirect s
cost rate which has -been negotiated between the re-
cipient of award and the DHEw, an indirect cost race _
Plan" may be developed. If tha recipient of award is a
local public agency, this indirect cost rate must be
negotiated directly with the M04 in accord with the
Office of Management and Budget Circular A -87 and the
"Guide for ,Local GoverL-ent Agencies Establishing
Codt Allocation Plans and Indirect Cost .Rates for
Grants or Contracts c•.Lth the Federal Government."
If
the recipient of award is other than a local public ,
agency, it may negotiate a. indirect cost ra "' with the
State agency,
i
Section 24 Project Costs Policy (Continued)
24.1 Principles for Daterainino Costs (Continued)
e, (6) The basis to be used by
the project in determining the
amount of indirect cost claimed shall b* forth in
- the notification of award-
(7) Indirect costs incurred by other organizations in sun-
port Of project activities are allowable only if the
- project is charged for, and pays for, the service pro-
' vided by the affiliated institution. (If such costs
-_- -.- - are —in—kind— the recipient of award would not
"
pay" for then),
(3) The develop,.,ent of 'other policies governing indirect
costs and of the detailed procedures to ba used by
Projects in claiming such costs is the responsibility
of the State aoe,cy_
f. Project income (credits)
All project income must ba accounted for. (Income
accrued by individuals participa =ing in a project or-
by groups using project facilities is not considered
- project :ncoaa.)
t (2) Royalties received from copyrigh`s and patents during
the Project period shall be retained by the recipient
of award and, in accordance with the award agreement,
be either added to the funds already conaittad ro the
program or deducted f_on total project costs for the
purpose Of determining the net cost on which -the Fed -
eral share of tests will be based, after termination
or completion of the grant, the Federal share of
royalties in excess of $200 received annually shall _
be returned to the SRi in tl:e absencz of other spe-
cific agreetaents between the SRS and the State ape ;c ,
} •
The Federal share of royalties shall be computed on
the safe ratio basis as the rederal share of the total
project' cost.
(0) Public agency recipients of awards nest record the
-receipt and expenditure of revenues (such as tastes,
special assessmants, levies, fines, etc.) oi� a part
or project transactions when revenues are specifically
earmarked for a Project '171 accordance with award
agreem.ecits.
(4) All other project i, ,come, including contributions for
meals, ea rad during the project period shall be re -'
tained by the recipient of award. The Federal
such "`coma must be awarded to tha project on Share of
Section 24 Project Costs 2olicy (Contlr_ued)
24.1 Principles for Deteirtinlag Costs (Continued)
f
(4) not;.t cation of award for-m. 3or:: lly such incor,.e i;ill
be awarded Eor use by the project after it has act—
ally bear_ earned, either as ei supplemental award for
the set- budget year or ascarried• over obligational
authority in the succeeding bud.-at year. If a reason-
ably accurate astimate of income to be accrued can be
Wade prior to the budget year, the applicant agency
may wish to include such estimated income in the
orlZinal project budget for initial award by the State
agency. In such cases ov_•cestimates of project income
will reduce ',*,-a project budSzt. Underest_rates will
require an additional award for the project to utilize
the acdltional income.
24.2 Allowable Projac= Costs
a. General
The standards listed below are set forth to assist the
State ',agency to determine the allovability of selected
items of cost for the conduct of nutrition projects. Thasa
standards wile a ;ply w}iath2_ particular
item of cost is t_eated as direct or indirect- Cost. Failure
to nention a particular item. o;: cost is not intended to (_
imply that it is either allowable o: unallowable; rather,
determination of alloUability in each czse should be based
on the standards provided for similar or related items of
cost.
b. Allowable costs
(1) Accountin_
The cost of establishing id mairteiring ;:counting
and other in:oxa3_ion systems required nor the manage-
- vent of the project 43 a llowabis. This includes costs -
incurred 1 -
by cen`ra rule_ agencies for these nur- _
poses, Ti_ cos*_ o£'raiz*_ainino central accounting
records required for overall local gover=,ent purposes,
such as apprapriatioa and fund accounts by the Treas-
urer, Comptroller or sim-'lar officials, is considered
to be a general expense of governvnent and is not
allowable.
0
COnta o
olicy (Continued)
24•2 �llo. able. °r�;,ct Costs (Coatirued)
(2) Ad tising
media include newspapers, magazines, radio
an <' television programs, direct mail, and trade
The advartisiag costs allowable ara th"d
which are solely for:
(a) Recruitn_nt Of ners=nel required for the
Project;
(b) Solicitation of bids for the procurement of goods
and services required;
(c) Disposal of scrap or surplus materials acquired
in the perfor ance'of the award agreement; and
(d) Other purposes specifically provided for in the
- award agreement.
(3) Audit service
The cost of audits necessary for the administration
and mana�emant of the project is allowable.
` - (4) Automatic data processirg -
The cost of data processing services to projects is
allowable. This 'cost may include rental of equipment
or depreciation on equipment ownad by the recipie, .t
Of award. The acquisition Of eeuipment - whether by
outright purchase, rental- purchase agreement, or other
method of purchase, is allowable only upoa specific
prior approval of the SRS.
(5) Bonding .
Costs of preralt as on bond;: 'Ovaring employees
handle project funds are allowable.
(6) Budgeting
Costs incu -re'd for tare ,?ava_lopment, preparation
presentation, and execution of budge
Zs are allowable,
Cost: _
for services o° a central local e.
budget office
are Sanarally mot allowable sine these are costs
genP.rai rcvcrn ar However,
wirer- ^- ployees of the
centre + - budget office actively participate in th t•
ra •:Sent
of award a?anc7�s budget ocess, the cost
is allowable
Section 24 Project Costs Policy _ y (Continued)
24.2 Allowable Project Costs (Continued)
b. (7) ,Building lease management
The ad :_nistrative- cost for lease management which
includes review of lease proposals, zaintarance of
a list of available property for lease, and related
_ activities, is allowable,
(s) Building space and related facilities
The cost of space 'in privately or publicly owned
buildings used for the bereF,it of the project is
allowable subject to the conditions stated 'below,
'The total cost of space, whether in a privately or
Publicly owned building, may not exceed the rental
cost of comparable space and facilities in a privately
owned building in the sane locality. The cost of space
-- procured for project usage may not be char ad to the
Project 'or periods of non - occupancy. 8
- (a) Bentai cost. The rental cost of space do a
Privately owned building is allowable. A rental
cost for idle or excess facilities, or a rental
cost for land, separate from the cost of a
facility, is not allowable.
(b) :faintenance and operation. The costs of utili-
ties, insurance, security, janitorial services,
elevator service, up -keep of grounds, normal
repairs and alterations and the like, are allox-
able to the extent that they are not otherwise
included in rental or other charges for space.
(c) Depreciation and use allowances ou buildings
owned by the recipient of award or loaned for
use in the project. These costs are allowable
as provided in Section 24.2b (14) below,
(d) occu ?ancy of space under rental - purchase or lease
with option -to- purchase agreereat. The cost of
space procured under such arrangements is allow-
able only when specifically approved by the StZS,
(9) Capital ex ?enditures (Facilities and equipment)
(a) "The costs of capital assets including land,
building, and equipment* are allowable up to
Capital asset equipment is defined as equipment valued at $100 or more per
itam.
i
0
Section 24
Project Costs policy (Continued) -
24.2 :allowable Project Costs (Continued)
I
b.
(9) (a) tea percent of the total cost of the project for
the budget year when specifically approved by Cite i
State agency, When there is no reasonable
substi-
Lute for the purchase of capital assets in excess
of ten percent of the project budget, an ercep-
tion can be made by the SRS. Repairs, iraprove- I
ments and renovations which incr ease the value or
use of a capital asset are allowable up to five
percent of the total project budget. Exceptior, to
the five percent iiLLtatiOn can be approved by j
the SRS where there is no reasonable alternat,ve
to such capital expenditures.
j
(b) The linit on purchase and renovation of capital
assets is established to encourage the project i
applicant to conduct cost analyses of the various
Options available in the delivery of nutrition
and supporting social services. The type of
Physical facility and equipment needed will
depend upon the method of delivery, such as �
on -site food preparation versus purchase of
i
Prepared food fro Vendors, oz the provision of
social services at a central i
- 1 site versus trans-
porting project participants to several service
sites. Long term cost banefits derived from the
various optioas must be calculated to determine
the Most econoical and feasible method o%
capital investment.
(c) I-rhan an asset acquired with Title VII funds is'•
(�) sold, (2) no longer available for use in the
Project. or (3) used for purposes not authorized
by the award and has a'residual market value of
$500 or more, then Federal government equity in
the assets must be refunded i y r-
n the same propor-
tion '
tion as Federal participation in its cost.
(10) Central Store
.Thee cost of maintaining and operating a central orga-
nization for supplies, equipment, and materials used
either directly or indirectly for Title VII project
activities is allowable.
24 Y'rq',ect Costs Policy (Continued) '
24.2 Allowable Project Costs (Continued)
Co%- =nications :
(a) Comm. unications and Utilities
Communications costs incurred for telephone cabs
or services, telegraphs, teletype service, wide
area telephone service (ARTS), centrex, telepak
(tie lines), postage, Messenger service and
simllar expenses are allowable_
- (b) Utilities
The cost of water, heat, gas and electricity,
where such costs are not included in rent, -are
allowable.
0 2) Compensation for personal services
(a) General
Comoensation for personal services including all
remuneration, paid currently or accrued, for
services rendered during the period of perform -,
ance under the award agreement, including but not
necessarily limited to wages, salaries, and sup- _
pleMantary compensation is allowable to the extent
that total compensation for individual employees:
(i) is reasonable for the service rendered; J
(ii) follcws an appointment made in accordance
with State or local government laws and rules
where applicable; and (iii) is determined and _
supported as provided herein.
(b) Reasorableress of compersa *_ion
Compensa *_ion fo_ employees engaged in project
activities w _ _ onsidered reasopable to the
extent that it is consistent with that paid for
sirilar work in other activities of the recipients, ,
In cases w -ere the kinds of employees required
for the project activities of the recipient of
award are not found in the other activities of
the project, compensation will be considered '
reasonable to the extent that it is comparable
to that paid for sim{lar work in the labor market
in which the employin; agency competes for the
kinds of employees involved. Compensa tion sur-
v. =ys, providing rata representative of the -
r.
{ Section 24 Project Costs Policy (Continued) i
24.2 Allowable Project Costs (Continued) I+
b, (12) (b) labor market involved, will be an acceptable
basis for evaluating reasonableness.
(c) Payroll and distribution of time.
Amounts charged to the project for personal
services, regardless of whether treated as direct
or indirect costs, will be based on payrolls
documented and approved in accordance with gen-
erally accepted practice of the recipient of j
award. Payroll must be supported.by time and !I
attendance or equivalent records for individual
employees. Salaries and wages o empicyees
chargeable to more than one program of the
recipient of award or other cost objectives will
be supported by appropriate time distribution
records. The method used should produce an
equitable distribution of time-and effort. j
(d) Consultants
Reasonable and necessary consultant costs for
f essential services that cannot be provided by
persons receiving salary support ur.der the award,
in accordance with State policies, nay be claimed. i
However, consultant zees may not be paid to U.S.-
- government employees.
(13) Council of the project
Cost incurred by the project in obtaining assistance'. '
from the protect council including council member
out -of- pocket expenditures, - , accordance With the
regulations and this Manual.
(14). Depreciation and use allowance
(a) Recipients of award may claim costs for the use '
of buildings, capital improvements, and equipment
through depreciation. However, a combination of '
the two methods may not be used in connection
with a single class of ':xed assets, owned by a
single contributor. (Fixed assets are buildings
and equipment).
(b) "The computation of depreciation or use _,11o:;anca
• will be based on t� :e most recent acquisition
t
Sec,. -Lon 24 Project Costs
Pol,cy (Ccntineer,)
24-2 Allowable Project Costs (CO,tinuzd)
b.
04) (b) COS' ,:<
i :'ed actual cost records
m have not been
aintained a reasonable esti
- - sitipn cos, t °ate of this acqui-
may be used in the computation.
This conputatio n trust exclude the cost of land.
Depreciation or a use allowance on idle or excass
facilities is not allowable. The cost
tion of the cost of buildings o_ of any por-
ox borne directly i irectl or donated
or rd y b the
go' %e 11 ert, irres ect Y Fader-al
? ive o£ wham title Was
originally vested or where it pres2ntl
,Y rot be Claimed Y rSactio
arced axce ?� as Provided '
. 25.2d of this .fanual. in Section
(c) 1'7hera the depreciation method is followed
uatz Y , ade-
q property must be maintaiazd, and
any generally accepted method o£ compu�ing de -re
cia2ian must be consiste:-1 r'
spzcific asset or Y aPPlied for �
class ox- assets own ed b� Y
single contributor, An Y a
o ^er may not n
dapreci�henn �ei
nod yused prior to Federal su Yor`
excep^
tios �to �cpp'Y_,., °case allowance >> co- - �'
rally depreciated items (sew (e) below),
-- - (d) usedatoovalueJ� is :.feu of depreciation, m^ be Use building^ Capital S
and equipment. The use allowance iOrroveeatsS
and iaprave ants ma, building
rate not eX y be co puted at an annual
acq isitionC2`ding two percent of the most recent
cost. The use allowance for equipment
(excluding m
ites properly capitalized as building
O will be computed at
exceeding a ' annual rate not
six and two - thirds percent of acqulsi^
tion cRS� of usab e equipment. These use a11O.',-
arces be used indefinitely,
build_rp„ as long as the
i -im rov
p cement or equipme.t has eco:omic
- - -, usefulness. '
{e) A use value
may be claimed for an asset which
s considered full d
described Y =prac�ated (under the method
in (c) above) but which still has
eco-
nor° usefulness t the Projec� -value). This value (i.e., residual must be claimed in accordance
with the use allowance computation as described
sIf .:n item of property was acquired with no cost to the present or, er
i.e-, it was donated co putat:ion would be bas
da�reciaticn ' >
le..,, or the current market based on the donor's cost less
Price of sinilar property, whichever is
j
' 1
5^_ction 24 Project
Costs Policy (Continued)
•
i
24.2 Allowable Project Costs (Continued)
t
b. (14)
(e) in (d) above. All buildings must be valued by a
single method and each class of equipment valued
by a single method, either depreciation or use
allowance.
(15)
Disbursing service
The cost of disbursing project funds by the treasurer
or other designated officer is allowable. Disbursing I
services cover the processing of checks or warrants,
-
from preparation to redemption, including the neces-
sary records of accountability and reconciliation of
such records with related cash accounts.
(16)
Employee fringe benefits
Costs identified below are allowable to the extent
-
that total compansation'ior employees is reasonable,
as defined in section 24.2b(12)(b) above.
(a) Employee benefits in the form of a regular com-
'
-pensatioa paid to employees during periods of
- -
authorized absences from the job, such as for '
annual leave, sick leave, court leave, military
leave, and the like, are allowable ii they arm-
provided pursuant to an approved leave system; .
and the cost thereof is equitably allocated to
the project and to other activities.
(b) Employee benefits in the form of em2loyer's con-
tribution or expenses for social security, em-
ployees' life and 'health insurance plans, unem
ployment insurance, workman's compensation
'
insurance, pension plans, severance pay, and the :
- - -
like, are allowable provided such benefits are
granted under approved plans and are distributed
equitably to the project and to other activities.
(17)
Employee morale, health, and welfare costs
The cost of health or first -aid clinics anal /or infir- ,
;caries, recreaLional facilities, employees' counseling
services, employee information publications, and any
related expenses incurred in accordance with general
state policy, are allowable. Income generated from any .'
_
of -tt:ese activities will be offset against expenses_
f.
Section 24 Project Costs policy (Continued)
24.2 Allowable Project Costs (Continued)
b. (18) E%bibits
Costs of exhibits relating specifically to the project
are allowable.
(79) Insurance
(a)
Costs of Insurance required, or approved and
maintained pursuant: to- project activities, are
allowable.
(b) Costs Of insurance in connection with the general
Conduct of activities are allowable subject to
the following limitations:
Types and extent and cost of coverage will
be n aCcore,ance with gene'ral policy of the
recipient of award and sound business
pr mice.
insurance
Costs of insurance or of contributions to
any reserve covering the risk of, loss of '
or da-mage to, Federal government propez�ty
are unallowable except to the extent that
the SRS has specifically required or
approved such costs.
Contributions to a reserve for a self-insurance
• program approved by the State agency are allow-
" able to the extent that the type or coverage,'-
extent of coverage, rates and premiums would have
been allowed had insurance been purchased to
cover the risk.
(20) Legal expenses
The cost of legal-expenses required in the'2dmiriistra-
tion of projects is allowable. Legal services furnilsh2d
by the chief legal'ofA �ice,-
Of the recipient Of award
organization or his staff solely for the purpose of
discharging his gar-era! responsibilities as legal
officer, beyond project operatlons, are not allowable.
• Legal expenses for the prosecution of claims against
the rederal government are unallowable.
(21) xaiW-enanca and repair
Costs incurred for necessary maintenance, repair, or
upkeep Of property which neither add to the permanent
Section 24 Project
Costs Policy (Continued)
24.2 Allowable Project Costs (Continued)
b. (21)
value of the property nor appreciably prolong its
intended life, but '.seep it in an efficient operating
condition are allowable.
(22)
'fanaoemant studies
The cost of nanagerant studies to improve the effec-
tiveness and efficiency for on -going programs is
allowable only when authorized by SRS.
(23)
Materials and supplies and equipment
The cost of materials and supplies and non- capital
asset equipment (equipment costing less than $100)
necessary to carry out the project_ is allowable.
Purchases made specifically for the project should be
charged thereto at their actual prices after deducting
- -
all cash discounts, trade discounts, tax discounts,
rebates and allowances. withdrawal from general stores
or stockrooms should be charged at cost under aay
recognized method of pricing, consistently applied.
-
Incoming transportation charges are a proper part of
'
raterial cost. The cost of intaining and operating
a central stores (purchasing) organization for sup-
plies and materials used either directly or indirectly
for project programs is allowable.
(24)
Memberships, subscriptions and professional activities
(a) The cost of membership in civic, business, tech-
nical and professional organizations is allowable
provided: (i) the benefit from the membership is
related to the project;. (ii) the expenditure is
for agency membership; (iii) the cost of the mem-
bership is reasonably related to the value of the
services or benefits received; and (iv) the
expenditure is not for membership in an organize-
tion which devotes a substantial part of its
activities to'infiuencing legislation.
(b) The cost of books and subscriptions to civic,
business, professional, and cechnical periodicals
is allowable when related to the project.
(c) _Meetings and conferences. Costs are allowable
when the primary purpose of the heating is the
dissemination of technical information relating
to the project and they are consistent with
Saction 24 Project Coss Policy (Continued)
24.2 Allowable Project Costs (Continued)
b. 24 �.
( ) (c) regular practices followed for other (non - Title.
VII) activities of the recipient of award.
_ (25) Motor pools
The cost of a service organization which provides
automobiles to the project at a mileage or fixed rate
- and /or provides vehicle mnanter=ce, inspection and
repair services is allowable.
(26) Payroll preparation
The cost of preparing payrolls and maintaining neces- 1
- sary related wage records is allowable. i
(27) Personnel ad�3.nistration - 4
Costs for the recruitment, examination, certification
training, establishmant.o£ pay standards and related
activities for the project are allowable.
(28) Printing - S and reproduction
Costs for printing asd reproduction services necessary
for in£oz.ational literature are allowable. Publica» t
tion costs o: reports of other s_-dia relating to _
Project accomp li shsents or results are allowable when
provided for in the award.
(29) Procurement service
The cost of procurement service, including solicita-
tion of bids preparation and award of contracts, and
all phases of contract adm*' stration ill providing '
goods, facilities and services for the project is
allowable.
(30) Professional services - i(
Cost of professional services by individuals or orga-
I
nizations not a part of the project is allowable when s
for essential-services that cannot b2 provided by .
persons receiving salary support under the Title VII
prograa. However, consultant fees may not be
paid to governnen; e,ploy _es. See Se ction 26 for other spaci,ic
policies on purchase of goods and services.
Section 24 Project
Costs Policy (Continued) i
( 24_2 Allowable
Project Costs (Continued) '
b. (31)
Taxes
In general, taxes or payments in lieu of taxes which
the recipient.of award agency is legally required to
pay are allowable.
_ (32)
Training and education
The cost of in-service training customarily provided,
- -
which directly or indirectly benefits the project is
- -
allowable. Out-of-service training involving extended_
periods of tire is allowable only when specifically
authorized by the State agency,
(33)
Transportation
Costs incurred for freight, cartage, express, postage
and other transportation costs relating either to
goods purchased, delivered, or moved from one location
to another, are allowable.
" (34)
Travel .
(a) Travel costs are allowable for expenses for
transportation, lodging, subsistence, and-related
items incurred by employees, who are in travel
" - -
status on official business incident to the
'
project. Such costs nay be charged on an actual
basis, on a per diem or mileage basis in lieu of
"actual costs incurred, or on a combination of the
two, provided the method used is applied to an
entire trip, and results in charges consistent
with those normally allowed in like circumstances
-
in other recipient of award sponsored activities.
The difference in'cost between first -class air
•
accom,:,odations and less- than - first -class air
accommodations is* unallowable 'except when less -
than -first -class air accosaodations are not
reasonably available.
(b) Foreign travel is not allowable without the
Specific written approval of SRS. Travel between .
the united States, Canada, Guam, American Samoa,
-
Puerto Rico, the Nirgin Islands and the Canal
Zone and Trust Territory shall not be considered
as foreign traval for the purpose of this policy.
1
Section 24 Project Costs Policy (Continued)
24.3 Unallowable Costs '
- a.
Bad debts
Any losses arising from uncollectable accounts and other
claims, and related costs, are unallowable.
b.
Contingencies
Contributions to a contingency reserve or any similar
provisions for unforeseen events are unallowable.
c.
Contributions and donations
'
Contributions and donations are unallowable.
d.
Construction
Costs of construction other than for minor alterations and
repairs are unallowable. Se: Section 24.2b.(9) and (21).
- a.
Entertainment
Costs of amusements, social activities, and incidental
costs relating hereto,'such as meals, beverages, lodgings,
rentals, tra,sportation, and gratuities, are unallowable,
except when provided as specific service to older people.
" f.
Bi ^.es and penalties
Costs resulting fron violations of, or failure to comply
with, Federal, State and local laws and regulations are
'
unallowable.
Interest and other financial costs
Interest on borrowing (however represented), bond discounts,
cost of financial and refinancing operations, and legal and
professional fees paid in connection therewith, are
unallowable.
h.
Legislative expenses
Salaries and other expenses of local gove mmant-al bodies
•
such as county suparvisors, city councils, school boards,
_
etc., whether incurred for purposes of legislation or
executive direction, are unallowable ualess.such body is
the actual recipient of 'award; and then only those costs
are allowable which are directly related to the project and
are separate and distinct fron the overall functions of
local government.
4�
r
l
Section 24 Project Costs Policy (Continued)
r
24.3 Unallowable Costs (Continued)
1. Losses
Actual losses which could have been covered by permissible
insurance (through an approved self-insurance pro ram or
otherwise) are unallowable. AoA /SRS will not indemnify the
State agency or project against liabilities to third persons
and other losses not compensated by insurance or otherwise.
tfowevee, costs incurred because of losses not covered under
noninal deductible insurance coverage provided in keeping
with sound manageuent practice, and minor losses not covered
by insurance such as spoilage, breakage, and disappearance
of small hand tools which occur in the ordinary course of
operations, may be allowable.
1
J. Expenses of the chief executive officer
_ The salaries and expanses of the chief executive of a
political sub - division are considered a cost of general
local government and are unallowable unless this office is
the actual recipient of award; and then only those costs
are allowable which are directly related to the project and
are separate and distinct from the overall executive func-
tions of the local government.
k. Motion picture films
Project recipients of awards nay not use Title VII•funds to
produce motion picture films for viewing by the general
public (such as for broadcast on public or educational
television, showing to civic associations, or showing in
public places) without prior clearance with the SRS *. Pow-
ever, films intended for viewing only by restricted audi-
ences in connection with the project may be produced.
*As the SRS must clear any such requests with paE"T, projects should submit
requests -produce films well in advance of the production date.
A I
Section 25 Cost Sharing Requirements
25.1 Matching Requirements t
a. Pion- Federal, State and /or local.funds must make up at least
ten percent of the total allowable costs for nutrition proj- S
ects. Individual project matching shares may vary from this
figure providing the State average is at least ten percent
for each fiscal year's allotment.
b. Federal and non - Federal resources used to meet a project's
net cost are commingled, i.e., each allowable project cost
has a Federal and a non - Federal share.
25.2 Non- Federal Resources
a. Non - Federal participation may be in the form of either cash
or in -kind resources. Non- Federal State and /or local re-
sources contributed toward allowahle net project costs may .
be used to earn Federal funds subject to the conditions set
forth in this section.. However, resources donated to the
recipient of award nay not be considered as non - Federal
participation when such resources, either cash or
revert to the donor's facility or use, I
b. Contributed resources which are earmarked for a particular
individual or for Members of a particular organization or I
sect may not be considered as non- Federal matching funds.
C. When specifically authorized by this Manual or Federal leg! i
lation, Federal funds received from other sources may be
considered as non - Federal contributions. See Section 25.2d.
(3) and (4). Cash contributions represent the recipient of
award's outlay, including the outlay of money contributed to
the recipient of award by public agencies and institutions,
and private organizations and individuals.
d. In -kind resources
- t
(1) In -kind contributions represent the value of non -cash
�I
contributions provided by (a) the recipient of award,
(b) other public agencies and institutions, and (c)
other- private organizacions and individuals. In -kind
contributions nay consist of charges for real property
and equipment, and the value of goods (such as food)
and services, including staff time contributed by State
and local agencies, that directly benefit and are iden-
tified with nutrition project activities. Vnen author-
ized by Federal legislation, property purchased with
Federal funds may be considered as non - Federal in -kind
contributions.
l
Section 25 Cost Sharing Requirements (Continued)
25.2 - Nora- cederai Resources (Continued) i
d. (2) All projects nay claim: {
(a) The value of the use of property to which the re-
cipient of award has title (see Section 25.2c. (5)
below);
(b) The value of the use of property loaned to the
project (see Section 25.2c. (5) below);
(c) The value equal to the amount of disbursements for
goods and services (including personnel services)
loaned to the project; and
(d) A value attributable to the services of volunteers,
either skilled or unskilled_ (See Section 25.2c(6)).
3 A project may not claim as an in -kind resource :* j
(a) The value of discounts allowed -by vendors for goods
or services purchased by the project;
(b) the value of any revenue waived by the recipient of
award as a result of converting an item of property
into a project resource; or
(c) The value attributable to the use of radio or tele-
vision time.
r
(4)- Any value claimed as an in -kind resource must be:
(a) Identifiable in the project records; - --
(b) Necessary to the achievement of a project's objec-
tives;
(c) =air and reasonable and may not exceed the amount
allowable if the item were actually purchased;
(d) Proportionate to the time the ite was available '
for use by the project; -
(e) Claimed only after the resource is actually used
by the project; ** and
�T ;nis list is not meant to be inclusive. iahenever the State agency has a ques-
tion concerning the acceptability of a non - Federal in -;rind resource, the SRS
should be consulted.
* *! ; it -:rind resource is entered both as a receipt and a disbursement in a proj-
ect's accounts at the same time. See the Guide for Grantee program Accounting
published by AoA for an illustration.
'- -
Section 25 Cost Sharing Requirements (Continued)
25.2 'son-Federal Resources (Continued) i
d, (4) (f) Not included as contributions for any other fed-
erally assisted program.
(5) Depreciation and use allowances
The value attributable to any item of property (includ-
ing building space) to be used as an in -kind resource
is to be determined only by depreciation (including use
allowance). Depreciation is the acquisition cost of a
building, capital improvements, or equipment distributed
over the estimated useful life of the property. For items
donated or loaned to the project, the actual value of
depreciation may be Claimed; however, such value my not
revert to the donor. In computing the value to be claimed
for depreciation and use allowances, see Section 24.2b
(i4).
• t
(b) Volunteer services
(a) Volunteer services may be furnished by professional i
and technical personnel, consultants, and other
skilled and ,on- skilled labor. The value of volun-
teered service may be counted if it is part of an
approved project service, is included in the ap-
proved budgat, and would otherwise be purchased i
on the labor -market.
(b) Volunteer services provided through the ACTION
agency Retired Senior Volunteer Program nay be,
used as non-Federal resources.
(c) Rates for volunteers should be consistent with
those regular rates paid for similar work in other
activities of the recipient of award. In cases '
where the kinds of skills required for the fed-
erally assisted activities are not found in the
f other activities of the recipient of award, rates
used should be consistent with those paid for simi-
lar work in the labor market in which the recipient
OT award competes for the kind of services involved.
See Appendix III to this Manual for suggested rates
for use where no local rags are available.
(d)„ When an employer' other than the recipient of award
'furnishes the services of an employee, these serv-
ices shall be valued at the employea's regular rate_
of pay (exclusive of fringe benefits and overhead
cost) provided these services are in the same skill
for which the employee is normally paid.
Section 25 Cost Sharing Requirements (Continued)
25.2 Icon- Federal Resources (Continued) i
d, (6) (e) The number of hours of volunteer services must be
supported by the same methods used by the project i
for its employees.
e. Federal resources matching Federal resources
- (1) Non-Federal resources used to match other Federal grants
or contracts may not be used to match Title VII project
funds.
(2) Federal cash or in -kind resources acquired during cur-
rent or prior years may not be used to match funds pro -
vided under Title VII for project activities.
(3) Iten (2) above is not applicable when there is explicit
statutory authorization for the use of Federal funds to
satisfy matching requirements in whole or in part, as
for -example, Title I of P.L. 59 -754 (Model-Cities Pro- j
gram, 42USC 3305d).
j
(4) ltem (2) above is not applicable: (a) when the Federal j
_ funds in question are those used to pay Indian tribes j
l for products produced under contract with the Bureau
of Indian Affairs, Department of the Interior, pursuant
to 25 USC 47, and (b) to the Public health Service, Bu-
reau of Indian 'ealth contract funds.
Section 26 Purchase of Goods and Services !
Goods and services obtained from a 'third party (an individual, \-
institution or organization outside the project's own organiza-
tion) are subject to the conditions in this section. Third party
agreements are agreements between parties to accomplish a mu-
tually beneficial objective.
26.1 General
_ a.' The recipient of a nutrition project award may purchase goods
and services from public, non-profit or proprietary agencies I
or individuals provided that such goods or services are rot E
available without cost from such sources. It
ib. Such purchases must not result in the use of Title VII funds
to replace non - Federal funds available for goods and serv-
ices for target group eligible individuals.
c. Benefits from such purchases must not revert back to indi-
viduals or groups contributing resources to. the project.
d. All purchase agreements with agencies must be in writing and
signed by authorized representatives of the appropriate
parties prior to the date set for commencement of their
term.
. � I
e. The State agency shall evaluate the quality of goods and
services provided through third party agreements to deter-
, mine the suitability for project use. j
26.2 Recipient of Award Responsibilities
a. The recipient of award retains overall responsibility for
all aspects of project operations. -
b. The recipient of award must retain continuing basic re- j
sponsibility for determination as to:
(1) Participants in the project; and
(2) Authorization, selection, quality effectiveness and I;
execution of services suited to the needs of partic-
ipants in the project.
I
C. The recipient of award must monitor the execution of any
subcontract agreements in.order to assure compliance with 1
all applicable standards set forth in this Manual.
i
(1) Food vendors engaged by the recipient of an award may
make reasonable profit from such operations in line
with prevailing prices and profits in the area. Like
any prudent and cost conscious buyer, the recipient of
r Section 26 Purchase of Goods and Services (Continued)
1 i
26.2 Recipient of Award Responsibilities (Continued)
c. (9) award shall not only refuse to pay more than the going
price for an item or services, but also shall seek to
control cost for the project.
(2) Prepared food must be of a quality commensurate with
its cost and must.meet the specifications set by the
project.
d. Even though the recipient of award may subcontract c.•i th
public or private agencies or organizations to carry out
the provisions of Title VII, the overall operations of, and
responsibility for, a congregate meal site may not be sub -
contracted to a private proprietary agency or individual.
26.3 Requirements of Subcontractors
a. -The sources fro-a which goods and services are purchased must;
conform to applicable provisions of Title VII of the Older
Americans Act, the regulations and this Manual..
b. Such applicable provisions must be set forth in the subcon^
tractual agreement.
c. All subcontracts are subject to all applicable State and
local laws and regulations.
d. Sources from which services are purchased must be. licensed,
approved as neeting State licensing standards, meet appli^
cable accrediting standards, or iw the absence of licensing
or accrediting standards, meet any standards or criteria
established by the State agency to assure qua ? -Ity of goods
and services.
26;4 Cost Requirenents
a. Costs for the purchase of goods and services may not exceed
the amounts reasonable and necessary to assure good quality.
b. Recipients of project awards obligated by State or local law
to employ competitive bidding or other special purchasing
procedures shall employ such procedures in making purchases
for the project. Other recipients of awards shall employ
purchasing procedures prescribed for projects by the State
agency.
c. Cost reiM.'ursable contracts and affiliation agreements
Cost reimbursable contracts and affiliation agreements are
subject to the allowable cost principles contained in the
Section 26 Purchase of Goods and Services (Continued)
26.4 Cost Requirements (Continued)
c. appropriate Office of Management and Budget Circular or
Federal Regulations; and to the cost conditions in this
section (26)'. The following documents contain the allow -
able cost principles foz particular types of contractors:*
State Governments - '•A Guide for state Goverment
' Agencies. . ' U.S. DREW (OASC - 6)
Local Govarnments - `iA Guide for Local Govern.-aent Agencies.
Establishing Cost Allocation Plans and Indirect Cost Rates
for Grants or Contracts with the Federal Government"
U.S. DHM? (AOSC -8)
Educational Institutions - "Guide for Educational Insti-
tutions" U.S. MEW (OASC - 1)
_ Private Non-Profit institutions C6A Guide for :Ion- Profit
Institutions " U.S. DREW (OASC - 5)
Commercial Organizations - "Principles and Procedures
for Use in Cost Reimbursement Type Supply and Research
Contracts with Co =ercia] Organizations " Code of Federal
Regulations Title 41, Public Contracts and Management,
Chapter I Subpar 1 -15.2
d. No item of equipment or other capital property valued in ex-
cess of $100 may be acquired by the subcontractor through
the agreement with the project without specific prior ap-
proval of the SRS.
e.- The recipient of project award is responsible for insuring
that all costs charged to the project as a result of cost-
reimbursable contracts' and affiliation agreements are allow-
able to the service purchased. '
f. Records pertaining to the costs and expenses of cost- rein.,-
bursable contracts and affiliation agreements must be main-
tained and made available, upon request, to DHEW audit per-
' sonnel or the Comptroller General's Office in accordance with
the time periods set forth in Section 13.2
*These publications are available for sale by the Superintendent of Documents,
Washington, D.C. 20402. They should also be available in Depository Libraries
(for Federal publications).
Section 27 Project Fi:iarcial Procedures
27.1 Project Obligations
a. lion- Federal resources must be contributed equal to the non-
Federal share of actual net costs for a budget year. I£ a
project reports Federal cash received but unearned on the
Nutrition project Financial Report for a budget year, the
recipient of award then owes the State agency this amount.
This amount may constitute -a cash advance on any funds
awarded to the project by the State agency for the follow --
' ing budget year.
b. If a portion of the Federal award remains unearned at the
end of a budget year, this amount may ha carried -over to
the subsequent budget year, if any. Such carry -over amount
must be authorized on the notification of award.
c. If there is Federal cash unearned (non-Federal share under-
- contributed) at the time the project is terminated, this
amount must be returned to the State agency. If a project
is unable to return this anopn':, the State agency must as-
sume responsibility for the deficit from its own resources.
d. liquidation of obligations
All unpaid orders for goods or services purchased during a
budget yearz.ust be paid by the recipient of award within
thirty days after the end of that budget year and before
the final project financial report is completed.
27.2 Accounting Requirements i
a. All Federal nutrition project funds and any State and /or
local funds expended to earn such funds shall be accounted_
for in accordance with a State approved accounting system.
- The system used by the projects shall meet the following
minimum criteria:
(1) Federal nutrition project funds and non - Federal funds
used to earn such funds must be accounted for separately
from other recipient of award fund accounts. -
(2) The accounting records are to be itemized in sufficient -
detail to show the exact nature of all receipts and
disbursements. Each entry in the accounting records
shall refer to the document which supports the entry.
Supporting documents shall he filed in such a way that
they can be readily located.
(3) The accounting records shall provide accurate and cur-
rent financial reporting information.
Section 27 , Project Financial :'rocedures (Continued)
27.2 Accounting Requirements (Continued) {
1
a. (4) The accounting records of projects shall fully
die-
close the total cost of the projects. fIJ
(5) The accounting system shall possess an adequate means j
of internal control to safeguard assets., check the j
accuracy and reliability of accounting data, promote
_ operational efficiency, and encourage adherence to
prescribed management policies.
b. All accounting recoras are to be kept readily available for
examination by personnel authorized to examine Title V1I ac-
counts.
C. Such records shall be retained by public agencies, organiza-
tioaS or institutions who are recipients of awards for a
period of three years, with the following qualifications:
(1) The records shall be retained beyond the three year I
period if audit findings have not been resolved; i
(2) Records for non - expendable property which was acquired 1
with Federal funds shall be retained for three years
after its final disposition;
(3) The-retention period starts from the date of submis-
sions of the final quarterly Report of Accountability
for the budget year. �
(4) Original documents, such as invoices, checks „ time rec^
ords, and payrolls in support of direct costs, may be
retained in project files or in the recipient of award's i
regular files, provided the recipient of award's account -
ing records contain adequat.e references for identifying
and locating the original f
dOCUMents. Microfilm documents
may be substituted for original records. '
d. Private agencies, organizations or institutions who are re-
cipients of awards must maintain records for a minimum of j
three years if audit has-occurred and five years if audit i
has not occurred, and in the case of audit exception, until
such exception has been cleared.
t ......,a \.-" � �"?6- �`:.wr„ - -- '::. :_ . =cr t•y, > ..- ..,._. _ _ . ..- - _ r_ a •i ., �.. _ :.a:rs,%e2t -s- w..4.- rzsr3'^_.�+•7,., .._
_
1 _ -
Sactior. 23
Z Yrocedu.es �
_ All financial activities
under the Title VII program are subject
to Federal audit at both the State and project level. D7iEi1
_ follows generally accepted auditing practices in deter,lairr, i.
that there has been a proper accounting for and use of grant- ;
in -aid funds. The Secretary and the Comptroller Ceneral of the
united States or any of thair duly aut},orized representatives
shall have access,'for the purpose of audit and exami nation, i
to any hooks, documents, papers, and records that are perti-
nent to the project. Any exception which might result from. Fed- i
eral audit, whether directed against the State agency or local
recipients of awards, shall be taken against the State agzncy._
Failure of a State agency to appeal a proposed audit exception
within sixty days after receipt of written notification will
make the action of DtiEw conclusive. _