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13763 ORD - 06/01/1977
&H:vp':5/3l/77:lSt TEXAS: AN ORDINANCE AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH THE CITY OF KINGSVILLE FOR THE CONDUCT AND ADMIN- ISTRATION 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 PERTI- NENT PURPOSES; AND AUTHORIZING THE EXECUTION OF ALL OTHER DOCUMENTS AS MAY BE NECESSARY IN THE IMPLEMENTATION AND CONTINUANCE OF THE PROGRAM; AND DECLARING AN EMERGENCY. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CORPUS CHRISTI, SECTION 1. That the City Manager be and he is hereby authorized to execute a contract with the City of Kingsville for the conduct and admin- istration 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 all related and necessary contracts, amendments and other documents required in the administration and implementation of the aforesaid program. SECTION 3. The necessity to authorize execution of the contract and all related and necessary contracts, amendments and other documents required in the administration and implementation of the aforesaid program 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 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 full force MO FILME JUL 0 71980 13'63 0� and effect from and after its passage, IT IS ACCORDINGLY SO ORDAINED, this the id day of June, 1977. ATTEST: CIt3f SecreLa —ry YO THE CITY OF CORPUS CHRISTI, TEXAS APPROVED: DAY OF JUNE, 1977: J. BRUC /��l(/ �CITY BY: ssistant Ci , torney CONTRACT TITLE VII ELDERLY NUTRITION PROGRAM THIS AGREEMENT entered into as of this day of 1977, by and between the City of Corpus Christi (herein called the "Contractor ") and the City of Kingsville (herein called the "Subcontractor "). WITNESSETH THAT: WHEREAS, the City of Corpus Christi desires to engage the City of Kingsville to render an Elderly Nutrition Program within Kingsville, Texas, 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 Kingsville, 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 53 meals per day in accordance with Part C, Section 22, of the Policies and Procedures Manual for the Title VII Nutrition Program. 4. 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. 5. 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. 6. 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. 7. 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. 8. a. The City agrees to reimburse the Subcontractor a sum not to exceed Twenty -Six Thousand Three Hundred Twenty and No /100 Dollars ($26,320) 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 B. 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. 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. -2- 9. 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. 10. 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. 11. 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. 12. 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, -3- � - • - - • 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 nondiscrimination 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 re- quested 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. 13. 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. 14. 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. 15. 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. 16. 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. -4- 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 "CITY" By R. Marvin Townsend City Manager ATTEST: Bill Read, City Secretary APPROVED: DAY OF 1977 City Attorney Harold Zick, Director of Finance CITY OF KINGSVILLE, TEXAS "SUBCONTRACTOR" By J. F. Garcia City Manager ATTEST: Robert G. Nelson, City Secretary • APPLICATION FOR NUTRITION PROJECT AWARD UNDER TITLE VII OF THE OLDER AMERICANS ACT PART I 1. Title of Project: NUTRITION PROGRAM FOR THE ELDERLY - City of Kingsville 2. Type of Application: ® New Q Continuation Q Revision Q Supplement 3. Project Director (Name, Title, . 6. Dates of: From Thru I Amount Department S Address) Budget Year 4/1/77 1/30/7 26,320 NOT APPLICABLE 7. Type of Organization: ® Public Agency Q Private Non - Profit Agency Area Code Telephone No. City of Ki sville - 592 -5235 4. Applicant Agency (Name and Address - Street, City, State, Zip Code): City of Kingsville Kingsville, Texas 78363 5. Name, Title, Address of Official Authorized to Sign for Applicant Agency: Filiberto Garcia City Manager City of Kingsville Kingsville, Texas 78363 8. TERMS AND CONDITIONS: It is understood and agreed by the undersigned that; 1) funds awarded as a result of this request are to be expended for the purposes set forth herein and in accordance with all applicable laws, reg- ulations, policies, and procedures of this State and the Administration an Aging, Office of Human Development of the U.S. Department of Health, Educa- tion and Welfare; 2) any proposed changes in the proposal as approved will be submitted in writing by the applicant and upon notification of approval by the State agency shall be deemed incorporated into and become a part of this agreement; 3) the attached Assurance of Compliance (Form AoA -441) with the Department of Health, Education, and Welfare Regulation issued pursuant to Title VI of the Civil Rights Act of 1964 applies to this pro- posal as approved; and 4) funds awarded by the State Agency may be ter- minated at any time for violations of any terms and requirements of this a re 9. at a son Named in Item 5): re Date "r 51 Rev. 5/76 ,6666'17" A PART II Page 1 of 7 A. BUDGET CATEGORY (1) MEALS COSTS (2) SUPPORTING SOCIAL SERVICES COSTS (3) ADMINISTRATIVE COSTS (4) TOTAL PROJECT COSTS (Col. 2,3,& 4) 1. Personnel (Including Fringe Benefits $ 6691 $ 1426 $ 476 $ 8593 2. Equipment 2100 550 2650 3. Raw Food 8500 -0- 8500 4. Travel (Staff Only) 312 149 35 496 5. Consultants 6. other Costs 5747 1577 550 7874 7. Total Project Costs $ 24,164 $ 3,702 $ 1,378 $ 29,244 B. Other Resources (Total of Page 7 of 7) $ C. Project Net Costs (Line 7, Column 5 Less Line B) $ 29,244 D. Local Non - Federal Participation (Total of Page 6 of 7) Y $ 2,924 E. Federal Funds Requested (Line C Less Line D) 2 $ 26,320 Rev. 5/76 .• • 1 7-j Name of Agency City of Kingsville Page 2 of 7 Date Rev. 5/76 SUPPORTING BUDGET SCHEDULE PROGRAM ACTIVITIES TOTAL BUDGET CATEGORY (1) 1. Personnel (Itemize by Title) MEALS SUPPORTING SERVICES TOTAL $ 4) ADMINISTRATION (5 $ COSTS SUM OF $ Congregate 2 $ ome Delivered (3) $ Cook 3071 342 -0- -0- 3413 SOS Supervisor 2520 -0- 1260 420 4200 Fringe Benefits 716 42. 166 56 980 Total Personnel Costs $ 6307 $384 $.1426 $ 476 $ 8593 • Name of Agency City ofKingsville Page 3 of 7 Date Rev. 5/76 SUPPORTING BUDGET SCHEDULE PROGRAM ACTIVITIES TOTAL MEALS SUPPORTING COSTS Congregate Home Delivered BUDGET CATEGORY (1) SERVICES TOTAL ADMINISTRATION SUM OF (2) -(5) 2) (3) (4) (5 2. Equipment (Itemize) (1) Air /Conditioner $ 400 $ $ 200 $ $ 600 (5) Tables Qa $60 ea. 200 100 300 (50) Chairs (a) $15 ea. 500 250 750 (1) Freezer (Comm.) 500 50 550 Food Preparation utensils & equipment 400 50 450 Total Equipment Costs $ 2000 $ 100 $ 550 S S 2650 3. Raw Food* $ $ $ $ $ 53 Meals /day x 5 days /w k x 35 weeks = 9275 Me ils 7650 850 8500 Total Raw Food Costs l $ 7650 $ 850 S S $ 8500 * 4/1/77 - 11/30/77 *This category includes only raw food. Meals prepared by subcontractors should be listed uider 'Other Costs" (page 5 of 7) and a copy of the subcontract attached. Name of Agency City of Kingsville Date i Page 4 of 7 Rev. 5/76 SUPPORTING BUDGET SCHEDULE PROGRAM ACTIVITIES 733 BUDGET CATEGORY TOTAL COSTS, MEALS SUPPORTING $ (1) Home SERVICES SUM OF Congregate Delivered TOTAL ADMINISTRATION (2) —(5) (2) 3) 4 5 4. Travel (Staff Only) $ $ $ $ Mileage for Staff 312 149 35 T496 400 miles /month x 15.5 /mile x 8 months Coral Travel Costa 5. Consultant. Program Audit Nutritionist Approximately 90 hrs. or $9.00 /hr. Total Consultant Costs $ 312 149 733 81 $ 733 $ 81 $ 317 I 317 814 $ 317 14 1131 • C] Name of Agency City pf Kinp ggille g n Pa re e 5 of 7 , Rev. 5/76 SUPPORTING BUDGET SCHEDULE PROGRAM ACTIVITIES BUDGET CATEGORY TOTAL COSTS MEALS SUPPORTING (1) Home SERVICES SUM OF Congregate Delivered TOTAL ADMINISTRATION (2) —(5) 2 (3) (4) 5) Other Coats $ $ $ $ $ Recreational Supplies & Equipment 700 700 Minor Office Equipment 300 300 Consumable Office Supplies Consumable Supplies 2400 250 250 plates, napkins, forks, 2400 spoons, etc. 300 /month x 8 *Equipment (Van) gasolinc 2047 877 * 2924 and maintenance Kitchen Renovation 1300 1300 Total Other $ $ $ $ $. Costs 5747 1577 550 7874 * Local Match HSOS State Funds • • Page 6 of 7 Rev. 5/76 SUPPORTING BUDGET SCHEDULE LOCAL NON- FEDERAL PARTICIPATION SOURCE APPLICATION* AMOUNT A. Cash Resources STATE HUMAN SERVICES DELIVERY SYSTEMS FROM TEXAS DEPT. of COMMUNITY AFFAIRS See Page 5 of 7 Under Other Costs Category - Maintenance and Gasoline for Vans. SUB -TOTAL $ 2924 $ 2924 B. In -Kind Resources .r SUB -TOTAL TOTAL $ $ -0- $ 2924 *Resources should be identified by specific line item and budget category under which they are applied on Part II, pages 2 through 5 of the Supporting Budget Schedules. 9 • Page 7 of 7 Rev. 5/76 SUPPORTING BUDGET SCHEDULE OTHER RESOURCES SOURCE APPLICATION* AMOUNT A. Cash Resources SUB -TOTAL $ $ B. In -Kind Resources SUB -TOTAL TOTAL $ $ -0- $ -0- *Resources should be identified by specific line item and budget category under which they are annl i;•J n Part TT n.. • _ NUTRITION PROGRAM • NARRATIVE I. Applicant Agency a. The City of Kingsville was incorporated in April 1911. It is the county seat of Kleberg County. b. The City of Kingsville does not currently operate a meal program for the elderly. c. The City of Kingsville is an incorporated municipality operated under manager - council form of government. d. The City of Kingsville has made no expenditures for a nutrition program for the elderly. e. The City of Kingsville plans to enter into a sub- contractural agreement with the Community Action Council of South Texas ( CACOST) for the operation of the Elderly Nutrition Program that will include: (1) Meal preparation and consumption (2) Supportive services (3) Administration CACOST is a private non - profit corporation chartered under the State of Texas and has for several years, provided multi - generational programs for the indigent including the elderly. At the present time CACOST is operating a self - generating meals program for the elderly in Kingsville. Although a home delivery program, this agency does have the experience and manpower to successfully provide a congregate meal program. II. Project Area a. The geographical area designated as the "Project Area" is the City of Kingsville. Due to :he number of meals to be provided it is planned that the center known as tho Alianza de Oro, 1130 East Henrietta be the site where congregate meals will be provided. This center was selected due to the fact that it is presently bairg used as a center for the elderly and it contains adequate facilities for on site preparation. The site also contains the following features: (1) It is easily accessible. (2) It is large enough to comfortably accommodate an adequate - number of persons. (3) It is comfortable and lends itself for the purpose of providing - supportive services. b. The total population of Kingsville is 28, 711. Of this number 2, 858 persons are 60 years of age or older. The number of elderly that have incomes that fall at or below the poverty level is 1, 000. M. Administration of the Project. a. See Attached Organizational Structure of CACOST and the elderly nutrition program's relationship within this structure. (1) Job Descriptions Director - The agency's ( CACOST) Executive Director will be responsible for the implementation and overall administration of the program. This position is not to be funded by this project. Center Manager - The Center Manager will be responsible for: (a) Outreach, recruitment, follow -up (b) Referral (c) Arranging Transportation (d) Receiving contributions (e) Recruiting volunteers (f) Providing recreational activities Cook - The cook will be responsible for: (a) Preparation of meals (b) Preparing recipies (c) Maintaining inventory (raw food and consumable kitchen supplies) (d) Assisting in the distribution of meals in the center Nutritionist - The nutritionist will be employed on a consultant basis and will be responsible for the following: (a) Prepare and submit menus (b) Prepare and arrange recipies (c) Conduct sessions on nutrition and health education to congregate meal participants. b. Training for the project personnel will be done in cooperation with staff from the City of Corpus Christi and the Governor's Committee on Aging. C. P. project advisory council will be established and will be comprised of congregate meal participants. This group will be elected by the congregate meal participants and council. Once established the advisory council will provide advise and direction to the stair on the following: (1) Menu selection (2) Method of contribution by participants (3) Minimum amounts of contribution (4) Areas contributions are to be use in (5) Supporting services to be developed including the kinds of recreational activities. All minutes of regular and special meetings are to be kept on file. IV. Plan for the project. Objective I - Persons to be served 1. At least 80% of the total number of participants served will be those whose incomes at or below the poverty level. At least 65% of the participants served will be members of minority groups. 2. At least 90% of the total project participants will be persons who have one or more of the following characteristics: (a) Lack mobility (b) Lack the knowledge to select and prepare their own meals (c) Lack the ability to select and prepare their own meals (d) Have a feeling of rejection and /or loneliness which impedes their ability to provide for themselves. Objective II - Meals in Congregate Setting The program will serve 53 meals per day five days a week beginning April 1, 1977 through November 30, 1977. Length of time to coincide with the City of Corpus Christi's Nutrition Program Year. Objective III - Meals to be homebound Due to the fact that a home delivered meal program is presently in existence funds will not be used for home delivered meals. Meals will only be home delivered only to congregate meal participants who because of illness or other reasons are temporarily unable to come to the center. In any case the average number of home delivered meals will not exceed 5.3 in any given month. Objective IV - Health and Welfare The project will provide counseling sessions to four individuals per month. • Objective V - Nutrition Education Through its nutritionist the project will provide one nutrition education session every other week. Objective VI - Shopping The project will provide ten participants with shopping assistant services per week. Objective VI - Recreation The project will provide a multitude of recreational activities to project participants according to the interests of the participants. Objective VIII - Dietary allowances The project will insure that each meal served contains one -third of the current daily dietary allowances established by the Food and Nutrition Board of the Wade Academy of Sciences, National Research Council. Objective IX - Outreach Effort The project will insure a comprehensive and systematic outreach effort prior, during, and after the beginning of the program up to 100 persons each month. This includes follow -up. Objective X - Transportation 00 The project will provide transportation services to .r0 participants each day to and from the congregate meal sites as well as to doctors, shopping, and other resource activities five days a week, Monday through Friday. Objective XI - Escort Services The project will provide escort services at least 10 persons each week Monday through Friday. Objective XII - Information and Referral The project will provide information and referral services to at least 100 persons each month including follow -up services. Menus: The 1z oject will provide six -week cycle menus as provided by the nutritionist. In each case the menus will take into consideration the following factors: 1. Religion 2. Ethnic, cultural preferences. As the menus are approved by the Governor's Committee on Aging the congregate site will then post menus. a. The estimated number of meals to be served is 9300 meals. b. Meals will be served five days a week Monday through Friday. c. The meals will be served during lunch. d. The meals will be prepared at the congregate site by the program cook. e. There will be no home delivered meals above the 5.3 allowed for illness or emergency. f. The contribution for the meals will be voluntary and every step will be taken to maintain confidentiality of each participant. Menus must be submitted to the Governor's Committee on Aging and approved before they are used. V. Plan for Social Services a. All necessary supportive services are presently operational through other federal state and local resources. b. Outreach activities will be ongoing though will be more intense during the first few weeks in order to certify persons 60 years of age or older. c. Transportation and escort services are presently being provided although a greater focus will be placed to the nutrition program participants. d. Recreation is currently ongoing and this project's resources indeed provide a needed boost as far as expanding it is concerned. VI. Relationship of the Project to other programs CACOST maintains a vast amount of expertise and talent as well as resources. These factors will greatly enhance the effectiveness of the program. CACOST has and will continue many resources to bear on behalf of the elderly. VII. Evaluation The goals and objections specified herein will provide a basis with which to measure the program's effectiveness. Field visits from GCA Staff will also provide the necessary assistance in the evaluation process. VIII. Relationships with USDA Program CACOST is presently assisting older persons in enrolling in the Food Stamp program through outreach. At the same time it has been certified as acceptable to receive food stamps for home delivered meals. In view of this project CACOST will apply to receive commodities to be used in meal preparation. ?? OVED FOR THE PRIME SPONSOR Day of 1977 BY: R. Marvin Townsend, City Mgr., City of Corpus Christi ATTEST: Bill Read City Secretary APPROVED: Day of , 1977 BY: Assistant City Attorney APPROVED: Day of 1977 BY: :azold Zick Director of Finance AUTHORIZED 3`l COUNCIL APPROVED FOR THE SPONSORING C-:TY 18th Day of April 1977 BY: J.F. Garcia, City Mgr., City of Kingsville ATTEST: Robert G. Nelson City Secretary '• e ASSUMUNC4 0V CO3KPLTAMOR 1V.LTE[ THE D.SPAirI ENT OF i•LALTII, EOMWION ANTO P1'EWARG, REGULATi0i7 UNDER TXTLE VI OF Tr[m CXVXrr I ZOICCS ACT OF J964 rity of Kingcvil g (harai;iac tec (;`Fame of Subgrantee or Contractor) callad the "Recipient •of Award ") HEREBY AGREES TM:aT it will comply with Title VI of the Civil Rights Act of 1965 (P-L. 88 -352) and all reruire,:.enis imposed by or pursuant to the Regulation oz" the Depart-meant of Health, Education and Welfare (45 CFR Part 80) issued pursuant to that title, to the end that, in accordance with Title VI of that Act and the regulation, no person in the Unites: States shall, on the ground of race, color, or national origin, be excluded from participation in, be de:_ed the benefits of, or be otherwise subjected to discrimination under.-=_f progrAm or activity for which the Recipient of Award receives F e:iara_ financial assistance from Governor's Committee on Avim (Lame of State Agency) a recipient of Federal financial assistance from the Department; and iZER SY Gi',BS ASSURE—_ TEMT it will inmediately take any measures necessary to effec+_ate this agreement. if any real nropert_1 or structure thereon• is provided or improve a the ai- of Federal financial assistance extended to the Recipient o= Award by the State Agency, this assurance shall obligate the Recipient of A::ard or in the case of any transfer of such property, any. tea:, -- Brae, for period during which the real property or structure is used fog pu ^csse for which the Federal financial assistance is extended or _or _not.. :! purpose involving the provision of similar services Or I_ personal p.c? =rty is so provided, this assurance shall ank o= :zw .d for the period during tinich it retains or'p:;ssassion of the property_ in all other cases, this assurance �;_,__1 o =li eta the Recipie_t of Award for the period during P:h16. the : ect• _a_ =_hence_ assistance is extended to it by the State Agency. is given in consideration of and for the purpose o_ az_v and all Federal grants, loans, contracts, propert, -, disc.:un�s -r of __- Federal^ financial assistance extended after the dike er of t _- .c`_o'_ -__= of At•:ard by the State Agency, including instalLmer_t pal, -. n_s cite on account of applications for Federal financial assistanca %-:1ich were approved before such date. Tha Recipient of __cam ;, s and agrees that such Federal financial assistance .•:i1_ ,:,•o_eiec .n reliance on the representations and agreements mace in c.,_.. urn: ce, and that the state Agency or the United States or bot:. t_ .z, right to seek judicial enforcement of this assurancc_ assurance is binding on the Recipient of Award, its successors, person or Parsons whose sig:ia:.u- and assigness, and tho pthis assurance ozi behalf of t7`8 appear blow are authorized to sign . Recipient of A %card.' April l5 1977. Cit of i Dated ► (Recipient OF Aware) By C. (p- resident, Chaira"' of Board, or comparable authr oized oix- :'fail Title Git er P. C. Box 1458 Kin sville Texas 78363 (pa_ = address) ert,s maili Ao� �o-m cs1 (To b° completed by for any. award fro-R the St?,c� �•ency designated to imple -meant Title VTT o£ the elder the earcana an,:: for any additional surovisiontof facilitieseis,involved, :-•cam Vinere �,;, a Heals site. P Form 441 is to ID- executed.) : -ti= 21 Project Administration .- �1 Project Area a. Each project must be operated within the boundaries of the project area established in the proposal and approved by the State agency. The designated project area must meet the standards as set forth by the State agency in the State Plan and must be of sufficient size for the economical de- livery of meals, the efficient provision of needed support- ing social services, and the coordination and linkage of project activities with related service programs in the project area. b. The nutrition and supporting social services made available by the project shall seek to serve those target group eli- gible individuals in greatest need throughout the project area. Such goal may a ac eve on an incremental basis. 21.2 Project Objectives a. In order to be eligible for an award, project applicants must establish measurable objectives which reflect the purposes and standards set forth in this Manual. Such ob- jectives must be related to the needs of the eligible indi- viduals in the project area established and must relate to: (1) Individuals to be served, including: (a) Persons with income below the poverty threshold; and (b) Other eligible individuals. (2) Services to be provided, including the (a) Number and fre uencv of meals to be served in congregate settings a in home delivered settings where appropriate. (b) Level of supporting social services as prescribed in Section 23 of this Manual. b. Such objectives must be set forth in measurable terms in the project application. Project operations and reporting shall be related to these stated objectives. c. Each project shall conduct an ongoing assessment of its prog- ress toward achieving these objectives. Z //-/ 113 iT //'3 �J Section 21 Project Administration (Continued) 21.3 Project Scope a. Awards shall be made only to projects that will serve an annual average of at least one hundred meals per day five or more da e a week throughout the pro ect area, Projects s ut prov a oma delivered meals where necessary and ap- propriate, to meet the needa of target group eligible home- bound individuals. b. Exceptions to a. above may be permitted for projects operated in sparsely populated rural areas if the need for such ex- ception is documented and on file at the 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 pre- scribed in a. and b. above, supporting social services must be provided as set forth in Section 23 of this Manual. d. States may only approve projects which meet the criteria for minimum project size set forth in the State Plan. 21.4 Standards for Recipients of Awards a. The applicant agency may be only a public or private non- profit agencys organization, or institution, political sub- division of a State, or Indian tribal organization, which can demonstrate to the State agency a capacity for the effec- tive delivery of nutrition and supporting social services f throughout the project area. 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 par- ticipation in the project to its own membership, or other- wise show discriminating preference for such membership. c. Each recipient of award shall be responsible to the State agency for all project activities throughout the project area. ` sectlel Project Administration (Continued) 21.5 Project Council a. Each recipient of an award 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, %i tli the concurrence of the project director, wish to es- tablish congregate meal site councils in addition to the project council they may do so. Site councils are recom- mended 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; fre- quency of meetings; and other related council matters must be established the State agency and the project._ c. 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 he nutrition project participants and each congregate meal site will elect representatives to the project council. (2) The remainder of the project council members must be broadly representative of major public and private agencies and organizations related to aging in the project area, local government officials, and other persons who are knowledgeable and experienced in the special, including nutritional, needs of the elderly. a. The project council shall have approval authority over de- cisions related tp 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). I Lon 21 Project gdministiation- (Continued) 21.5 Project-Council (Continued) 1� f. The project council shall advtse 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; I (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 meal site selection. g. Decisions made in accord with e. above may vary among con- gregate meals sites. However, all decisions of the council must he in accord with all Federal and State policies and take into consideration the project budget. 21.6 Nutrition Project Personnel a. The project must employ adequate numbers of qualified staff to assure satisfactory conduct of the project. Preference must 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. b. Such staff must include: (1) Project director The project director must be employed by, and be re- sponsible to the recipient of the award,. and must he empowered with necessary authority to conduct the day - to -day management and administrative functions of the project. The director must he hired on a full time basis an meet the qualification standards as required by the State agency. (2) other staff 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 +rr. ;9tir: 21 Project Administration {Continued) ' �6 Nutrition Project Personnel (Continued) - i b. (2) that necessary for the management of each congregate meal site, fiscal and administrative management, and clerical support. Staff positions will he required for the preparation and delivery of foods and the pro- vision of supporting social services only when these functions are not contracted or arranged for through 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 individuals 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 the in- service training for all staff engaged in the implementation of the project. Such training must be designed to enhance staff performance as a +C related to the specific job responsibilities of each staff member. 1`}Lyl�7 b. Training for the project director shall include attendance at training programs provided by AoA /SRS. 21.8 Plan for the Project �3 a. Each project must serve primarily those target group eli- gible individuals designated by the State agency in the State Ilk Plan to be in greatest need. To achieve this goal, the ap- plicant agency must set forth in its proposal: (1) A proposed geographic area in which project services will be delivered (See Section 21.1); (2) An identification of the numbers and location of those target group eligible individuals determined to be in greatest need, with special emphasis on those individ- uals whose income is below the poverty threshold es- tablished by the Bureau of the Census and minority group individuals who may reside in the project area; and (3) A program design for effectively meeting the nutrition and supporting social service needs of such individuals. W !action 21 Project Administration (Continued) . 21.8 Plan for the Project (Continued) b. No project providing only home delivered meals may be funded. However, 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: (1) 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; (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 meet all applicable health, fire, safety, and sanitation regulations; (5) Have 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 maximum 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; (8) Be free of architectural barriers which limit the par- ticipation of older persons; i! .a:•a:r_r: 21 _Project Administration •(Continued) • .8 Plan for the Project (Continued) be (9) Be available, each day meals are served, for a period of time adequate for all participants to eat a lei- j surely meal; (101 To the maximum extent feasible, have available suffi- cient space and time for the provision of needed sup- porting social services; (11) Make 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 individuals who are homebound because of temporary or per- 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 he based on a suggested fee schedule, or a flat fee, established by the project. Such suggested fees will be established after taking into considerations (1) Income ranges of project participants; and (2) Local cost of living standards. be Any fee or fee schedule established, must have the approval of the project council. c. The payment of fees. if any, shall be determined by each participant according to his ability to pay. Partiici cants may be counseled during an interview to assisi them in �etermin3ng tTie amouZhayrtKe�isti to pay. if any, using the established 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 meal prep- aration. n Section 21 Project Administration (Continued) 21.9 Fees for Nutrition Services (Continued) 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 home- 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- ing 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 Food Stamp Act of 19649 as amended, projects thus authorized must agrpe not to accept donated foods for meal preparation on behalf of homebound participants who purchase meals with food coupons. However, donated foods may be accepted on be- half of other eligible participants. In addition, donated foods may be combined with other foods in preparing meals for home delivery, including those meals to be purchased with coupons. g. Procedures must be established by each project for the han- dling of monies collected to insure against loss, mishan- dling or theft. Recipients of awards obliged by State or local law to bond project staff who handle money shall do so. Other recipients of awards shall bond employees in ac- cordance with guidelines set forth by the State agency. 21.10 Confidentiality Each recipient of an award must assure that no personal infor- mation obtained faom an individual in conjunction with the proj- ect will be disclosed 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 con- fidentiality 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. Section 21 Project Administration (Continued) 21.11 Project Records and Reports a. Each nutrition project must establish and maintain a system for the collection of data that will accurately reflect project program and financial operations. b. These data must be made available for State and national evaluation efforts. c. From these data, the recipient of an award must _com late a Quarterly Nutrition Project Report as contained in pA pen /}. ,4 dix II to this Manual as well as all reports required by the SRS. (See Appendix III for a Summary of Required Nutri- tion Program Reports). Such reports must be submitted 6Ly,2- �� 7-1 3 promptly when due and failure to comply may affect sub- sequent funding of the project. Section 22 Nutrition Standards •I 22.1 Meal Planning j a. The special needs of the elderly must be considered in all menu planning, food selection, and meal preparation. b. Meal service should be designed so that hot food is avail- able for at least one -half hour after serving time begins to enable individuals who may not arrive at a specific time to participate in the hot 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 II for a sample form which can be used for this purpose.) d. All certified menus must be posted in a conspicuous loca- tion -in each congregate meal site as wall as at each place of food preparation. The certified menus must be adhered to subject to seasonal availability of food items. e. The food items within the meat, vegetable and fruit, and dessert groups must be different for the same days of each week, thus providing a variety of food and nutrients. f. Project menus must follow the meal pattern set forth below. 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 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. Notes Rice, spaghetti, macaroni and noodles are not vegetables. See (3) below. Fruit used as a i Section 22 Nutrition Standards (Continued) ( inued) 22.1 Meal Planning (Continued) f. (2) Note: dessert should not be counted toward the sug- gested two servings of vegetables and fruits. (3) Bread or bread alternate group One 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 spaghetti, maca- roni, dumplings, pancakes, and waffles. Where 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 (5) Dessert group One, one -half cup serving. All fruit. full strength fruit juices, and simple desserts such as puddings, gelatin desserts, ice cream, ice milk and sherbert; cake, pie, cookies, and similar foods are also in- cluded. Note: Cakes, cookies, and pie crusts made with an- riched 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, skim,-or low fat milk, flavored whole or fortified milk, buttermilk, and 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 service 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 *Sect'lon 22 Nutrition Standards (Continued) 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 may be added to the meal 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 indi- vidual on a special diet, and the order must be reviewed periodically with the project partici- pant'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 portion of the group of participants at a congregate meal site shall be reflected in the meals served. Where feasible, in- dividual dietary needs may be also met. However, the project is not required to do so on an individual basis. 22.2 Food Procurement a. All food procurement must 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 State agency shall establish procedures to assure that recipients of awards, to the ex- tent feasible and practical, reflect such abundant foods in menu planning. U Section 22 Nutrifion Standards (Continued) 22.2 Food Procurement (Continued) r' c. Projects participating in the USDA Food Distribution Pro- gram in accordance with Section 22.5c of this Manual must request donated foods sufficiently in advance to insure de- livery for use in the menus for which they were 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 duplication in staffing and equipping food preparation facilities at more than one congregate meal site should be minimized. (See Section 24.2b(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 prepa- ration and meal delivery system used by the project must be adhered to in all stages of food service operations. Where such applicable regulations do not exist, it is strongly recommended 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 supervisory person shall con- sult with the project dietitian for advice and consultation as necessary. d. Tested quality recipes, adjusted to yield the number of servings needed, must be 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- trients and food value. f. Home delivered meals (1) Projects providing home delivered meals, where neces- sary and feasible, may use various methods of delivery. Section 22 Nutrition Standards (Continued) - I 22.3 Food Preparation and Delivery (Continued) f. (1) However, all food preparation standards set forth in this section must be met. i (2) More 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 commercially by the project. b. Foods prepared or canned in the home may not be used in meals provided by the projects financed under Title VII. Only commercially prepared or canned foods may be used. 22.5 USDA Food Assistance Programs a. In every case, the State agency shall assure that recipients of awards under Title VII shall take such steps as necessary to assure that the maximum number of older persons within the project area benefit from the USDA food assistance pro- grams as members of households certified for such assistance under USDA regulations. Also see Section 10.10 of this Manual. 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 home - delivered meals to use food coupons as their contribdtion 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 Nutrition Standards (Continued 22.5 USDA Food Assistance Programs (Continued) c. The State agency shall encourage recipients of awards under Title VII to apply to the appropriate State distributing agency (see Appendix III to this Manual) for participation as eligible institutions in the USDA Food Distribution Program.* 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 commercial 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 250). Eligibility is determined by State distributing agencies, which provide donated foods under written agreements with institutions. Institutions may employ a commercial kitchen, food service management company, or other catering service in preparing meals containing donated foods, provided this service is contracted for in accordance with USDA regulations for food distribution. * *Procedures for such food processing contracts may be obtained from the appropriate State distributing agency. Section 23 Supporting Social Services 23.1 General a. Project participants should be interviewed by a staff per- son within two weeks after they have become active in the project to obtain certain information 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 determination 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. Recipishts 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- ipamt 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 referral services; (3) Health and welfare counseling services; (4) Nutrition education; . (5) Shopping assistance; and (6) Recreation activities incidental to the project. 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 supporting social services prescribed in b. ands. above, and only these services may be supported with Title VII funds. ke. Outreach, transportation, and escort services must be in place and ready to operate prior to the actual delivery of nutrition services. The supporting social services pre- scribed in c. above, must be developed within thin days after nutritiojn services have been initiated. ,�fj�,�� / - Section 23 Supporting Social Services (Continued) 23.1 General (Continued) f. Other social services, such as those provided for by Titles I and XVI, of the Social Security Act, may be made available to the project participants; however, only those listed in 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 serv- ices financed with Title VII funds must meet the standards listed below. In every case, the outreach, transportation, and escort services provided as part of the project, whether or not financed with Title VII funds, must also meet these standards. b. Supporting social services standards including the follow- ing: (1) Outreach (a) Outreach service means an activity designed to seek out and identify, on an ongoing basis, the maximum number of the hard -to- reach, isolated and withdrawn target group eligible individuals 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: (1) 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; (iii) 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 6 Won'23 Supporting Social Services (Continued) • 23.2 Supporting Social Services Standards (Continued) b. (2) (a) who, because of a lack of mobility, would other- wise be unable to participate in the nutrition project. (b) Such service must provide for: (1) the designa- tion of a project staff person to be responsible 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 comply with all State and local regu- lations pertaining to such service. b. (3) Escort Service (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 numbers of escort workers knowledgeable in dealing with and assisting 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) Information and referral service means an activity designed to provide the target group eligible In- dividuals with 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 phone or person -to- person contact at the congregate meal site; (iii) follow -up on the referrals made; Sec *23 • Supporting Social Services (Continued) 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 will assist them in dealing with the problems 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: (1) adequate staff trained and skilled in counseling older persons; (ii) the counseling to be done in a setting that provides privacy for the older person seeking as- sistance; (iii) the service 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. (6) Recreation activity (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 fors (1) the provi- sion of those activities which reflect the pref- 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 means 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 - gram, with close coordination between the two com- ponents to improve the nutritional intake of older persons through better eating habits by making them aware of the relative nutritional value of different food groups. 'action 23 Supporting Social Services (Continued) 23.2 Supporting Social Services Standards (Continued) b. (7) (b) Such 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 project 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 maximum 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 needing 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. _11 zi !, 24 Project Costs roLicy • Principlas for Determining Costs a. General Coat determination for those activities undertaken by the aency principlesrand standards t set forth in "A Guide for State Government Agencies Estab- lishing Cost Allocation Plans and Indirect Cost Rates for Grants and Contracts with the Department of Health, Educa- tion, and Welfare." (U.S. DREW OASC -b).* The major provi- sions this part. concerning part b. Factors affecting allowable costs 9 To be allowable under Section 705 of the Older Americans irementss Act, all costs must meet the following general (1) econductaof proper and effi- cient Conform to any limitations or exclusions set forth in this Manual, Federal laws, or other governing limita- tions as to types or amounts of cost items; Of (3) Be accorded consistent treatment through application a to generally accepted accounting principles the circumstances; (4) Not be allocable to or included as a cost of any other federally financed program 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 receiinsowhich reductions of expenditure type 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; recoveriaIa or indemnities on losses; sale of publications or equipment; certain types of overpayments (see section erroneous changes. adjustments of overp yme (b) Applicable credits may also arise when Federal funds are other than or Title VII available sources program to finance o *See SRS Program Regulation 1 -1. io Section 24 Project Costs Policy (Continued) 24.1 Principles for Determining Costs (Continued) b. (5) (b) operations on capital items of the recipient of award. This includes costs arising from the use or depreciation of items donated or financed by the Federal government to fulfill matching re- quirements under another grant program. These types of credits should likewise be used to reduce related expenditures in determining the rates or amounts applicable to Title VII projects. c. Composition of costs (1) Total cost The total cost is comprised of the allowable direct costs incident to the conduct of Title VII project activities plus the allocable portion of any allowable indirect costs, less applicable credits. (2) Classification of costs There is no universal rule for classifying certain 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 consistently either as a direct or indirect cost. Spe- cific guidelines for determining direct and indirect costs allocable under Title VII nutrition projects are provided in the Sections 24.1d and a which follow. d. Direct costs Direct costs are those that can be identified specifically with project operations. e. Indirect costs (1) Indirect costs are those which cannot be attributed specifically to the project, but which are generated by the project as well as by other programs adminis- tered by the recipient of award. Examples of indirect costs are: (a) General and administrative expenses of the overall recipient of award organization; I cact4.1 Project Cqsts Policy (Continued) Principles for Determining Costa (Continued) e. (1) (b) Operation and maintenance of buildings and equip- ment, 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. An indirect cost rate is simply a device for determining fairly and conveniently, within the boundaries of sound administrative principles, what proportion of such general expenses each program Should bear. Specifically, 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 apportionments which distribute costs jointly benefiting two or more pro- grams in some reasonable relation to the benefits derived. (4) In those instances 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 invited to the extent that the agreement applies to the Title VII project. (5) In those cases in which there is no existing indirect cost rate which has been negotiated between the re- cipient of award and the DEEW, an indirect coat rate plan may be developed. If the recipient of award is a local public agency, this indirect cost rate must be negotiated directly with the DREW in accord with the Office of Management and Budget Circular A -87 and the "Guide for Local Government Agencies Establishing Cost Allocation Plans and Indirect Cost Rates for Grants or Contracts with the Federal Government. 99 If the recipient of award is other than a local public agency, it may negotiate an indirect cost rate with _the St ency._ Section 24 Project Costs Policy (Continued) 24.1 Principles for Determining Costs (Continued) e. (6) The basis to be used by the project in determining the amount of indirect cost claimed shall be set forth in the notification of award. (7) Indirect costs incurred by other organizations in sup- 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 them). (8) The development of other policies governing indirect costs and of the detailed procedures to be used by projects in claiming such costs is the responsibility of the State agency. f. Project income (credits) (1) All project income must be accounted for. (Income accrued by individuals participating in a project or by groups using project facilities is not considered project income.) (2) Royalties received from copyrights 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 committed to the program or deducted from total project costs for the purpose of determining the net cost on which the Fed- eral share of costs 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 SRS in the absence of other spe- cific agreements between the SRS and the State agency. The Federal share of royalties shall be computed on the same ratio basis as the Federal share of the total project cost. (3) Public agency recipients of awards must record the receipt and expenditure of revenues (such as taxes, special assessments, levies. fines, etc.) as a part of project transactions when revenues are specifically earmarked for a project in accordance with award agreements. (4) All other project income, including contributions for meals. earned during the project period shall be re- tained by the recipient of award. The Federal share of such income must be awarded to the project on a action 24 Project Costs Policy (Continued) 24.1 Principles for Determining Costs (Continued) f. (4) notification of award form. Normally such income will be awarded for use by the project after it has actu- ally been earned, either as a supplemental award for the same budget year or as carried over obligational authority in the succeeding budget year. If a reason- ably accurate estimate of income to be. accrued can be made prior to the budget year, the applicant agency may wish to include such estimated income in the original project budget for initial award by the State agency. In such cases overestimates of project income will reduce the project budget. Underestimates will require an additional award for the project to utilize the additional income. 24.2 Allowable Project Costs a. General The standards listed below are set forth to assist the State agency to determine the allowability of selected items of cost for the conduct of nutrition projects. These standards will apply irrespective of whether a particular item of cost is treated as direct or indirect cost. Failure to mention a particular item of cost is not intended to imply that it is either allowable or unallowable; rather, determination of allowability in each case should be based on the standards provided for similar or related items of cost. b. Allowable costs (1) Accounting The cost of establishing and maintaining accounting and other information systems required for the manage- ment of the project is allowable. This includes costs incurred by central service agencies for these pur- poses. The cost of maintaining central accounting records required for overall local government purposes, such as appropriation and fund accounts by the Treas- urer, Comptroller or similar officials, is considered to be a general expense of government and is not allowable. i Section 24 Project Costs Policy (Continued) 24.2 Allowable Project Costs (Continued) b. (2) Advertising Advertising media include newspapers, magazines, radio and television programs, direct mail, and trade papers. The advertising costs allowable are those which are solely for: (a) Recruitment of personnel 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 performance of the award agreement; and (d) Other purposes specifically provided for in the award agreement. (3) Audit service .The coat of audits necessary for the administration and management of the project is allowable. (4) Automatic data processing The cost of data processing services to projects is allowable. This cost may include rental of equipment or depreciation on equipment owned by the recipient of award. The acquisition of equipment, whether by outright purchase, rental - purchase agreement, or other method of purchase, is allowable only upon specific prior approval of the SRS. (5) Bonding Costs of premiums on bonds covering employees who handle project funds are allowable. (6) Budgeting Costs incurred for the developmentg preparation, presentation, and execution of budgets are allowable. Costs for services of a central local budget office are generally not allowable since these are costs of general government. However, where employees of the central budget office actively participate in the recipient of award agency's budget process, the cost of identifiable services is allowable. Secti77S 24 Project Costs Policy (Continued) 24.2 Allowable Project Costs (Continued) b. (7) Building lease management The administrative cost for lease management which includes review of lease proposals, maintenance of a list of available property for lease, and related activities. is allowable. (8) Building space and related facilities The coat of space in privately or publicly owned buildings used for the benefit 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 same locality. The cost of space procured for project usage may not be charged to the project for periods of non - occupancy. (a) f.LC c• o PW(d' Rental cost. The rental cost of space in 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. Maintenance 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 allow- able to the extant that they are not otherwise included in rental or other charges for space. Depreciation and use allowances on 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. Occupancy of space under rental;-purchase or lease with option-to-purchase agreement. The cost of space procured under such arrangements is allow- able only when specifically approved by the SRS. f1 �� e%4 qt / (9) Capital expenditures (Facilities and equipment) j 7 / (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 item. tion 24 . - Project Costa Policy .(Continued) 24.2 -Allowable Project Costs (Continued) b. (9) (a) _ten percent of the total cost of the project for the budget year when specifically approved by the State agency. When there is no reasonable substi- tute for the purchase of capital assets in excess of ten percent of the project budget, an excep- tion can be made by the SRS. Repaira im rove - ments and renovations which increase the va ue o use of a capital asset era allowable up to five ercent of the total project budget. Exception to the five percent limitation can be approved by the SRS where there is no reasonable alternative to such capital expenditures. (b) The limit on purchase and renovation of capital assets is established to encourage the project 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 prepared food from vendors, or the provision of social services at a central site versus trans- porting project participants to several service sites. Long term cost benefits derived from the various options must be calculated to determine the most economical and feasible method of capital investment. (c) When an asset acquired with Title VII funds is (1) 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 in the same propor- tion as Federal participation in its cost. (10) Central Store The 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. u rcaLnn 24 Project Comte Policy (Continued) I� .2 'Allowable Project Costa (Continued) b. (11) Communications ' (a) Communications and Utilities Communications costs incurred for telephone calls or services, telegraphs, teletype service, wide area telephone service (WATS), centrex, telepak (tie lines), postage, messenger service and similar expenses are allowable. (b) Utilities The cost of water, heat, gas and electricity, where such costs are not included in rent, are allowable. (12) Compensation for personal services (a) General Compensation 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- plementary compensation is allowable to the extent that total compensation for individual employees: (i) is reasonable for the service rendered; (ii) follows 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) Reasonableness of compensation Compensation for employees engaged in project activities will be considered reasonable to the extent that it is consistent with that paid for similar work in other activities of the recipient. In cases where 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 similar work in the labor market in which the employing agency competes for the kinds of employees involved. Compensation sur- veys, providing data representative of the SeZjtion 24 Project Costs Policy (Continued) ' 24.2 Allowable Project Costs (Continued) 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 award. Payroll must be supported by time and attendance or equivalent records for individual employees. Salaries and wages of employees 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. (d) Consultants Reasonable and necessary consultant.costs for essential services that cannot be provided by persons receiving salary support under the award, in accordance with State policies, may be claimed. However, consultant fees may not be paid to U.S. government employees. (13) Council of the project Cost incurred by the project in obtaining assistance from the project council including council member out -of- pocket expenditures, in accordance with the regulations and this Hanual. (14) .pspreciation 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 fixed assets, owned by a single contributor. (Fixed assets are buildings and equipment). (b) The computation of depreciation or use allowance will be based on the most recent acquisition Rcantian 24 Project Costs Policy (Continued) �.2 'Allowable 'Proj det Costs (Continued) b. (14) (b) cost.* where actual cost records have not been maintained, a reasonable estimate of this acqui- sition cost may be used in the computation. j This computation must exclude the cost of land. Depreciation or a use allowance ow idle or excess facilities is not allowable. The cost of any por- tion of the cost of buildings or equipment donated or borne directly or indirectly by the Federal government, irrespective of where title was originally vested or where it presently resides, may not be claimed except as provided in Section 25.2d of this Manual. (a) Where the depreciation method is followed, ade- quate property records must be maintained, and any generally accepted method of computing depre- ciation must be consistently applied for any specific asset or class of assets owned by a single contributor. An owner may not alter any depreciation method used prior to Federal support, except when applying " use allowance" computa- tions to fully depreciated items (see (e) below). (d) Use allowances, in lieu of depreciation, may be used to value buildings, capital improvements, and equipment. The use allowance for buildings and improvements may be computed at an annual rate not exceeding two percent of the most recent acquisition cost. The use allowance for equipment (excluding items properly capitalized as building cost) will be computed at an annual rate not exceeding six and two- thirds percent of acquisi- tion cost of usable equipment. These use allow- ances may be used indefinitely, as long as the building, improvement, or equipment has economic usefulness. (e) A usage value.may be claimed for an asset which is considered fully depreciated (under the method described in (c) above) but which still has eco- nomic usefulness to the project (i.e., residual value). This value must be claimed in accordance with the use allowance computation as described *If an item of property was acquired with no cost to the present owner, i.e., it was donated, computation would be based on the donor's cost less depreciation or the current market price of similar property, whichever is less. Section 24 Project Costs Policy (Continued) 24.2 Allowable Project Costs (Continued) 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 services cover the processing of checks or warrants, from preparation to redemptions 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 compensation for employees is reasonable, as defined in Section 24.2b(12)(b) above. (a) Employee benefits in the form of a regular com- pensation paid to employees during periods of authorized absences from the job, such as for annual leave, sick leave, court leaves military leaves and the like, are allowable if they are 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 employer'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 and /or infir- maries, recreational 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 these activities will be offset against expenses. ;;.ptmina 24 Project Costs Policy (Continued) �4.2 Allowable Project Costs (Continued) b. (18) Exhibits Costs of exhibits relating specifically to the project are allowable. (19) 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: • (i) Types and extent and cost of coverage will be in accordance with general policy of the recipient of award and sound business practice. (ii) Costs of insurance or of contributions to any reserve covering the risk of, loss of, or damage to, Federal government property are unallowable except to the extent that the SRS has specifically required or approved such costs. (c) Contributions to a reserve for a self- insurance program approved by the State agency are allow- able to the extent that the type of 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 administra- tion of projects is allowable. Legal services furnished by the chief legal officer of the recipient of award organization or his staff solely for the purpose of discharging his general responsibilities as legal officer, beyond project operations, are not allowable. Legal expensed for the prosecution of claims against the Federal government are unallowable. (21) Maintenance and repair Costs incurred for necessary maintenance, repair, or upkeep of property which neither add to the permanent Section 24 Project Costa Policy (Continued) 24.2 Allowable Project Costs (Continued) b. (21) value of the property nor appreciably prolong its intended life, but keep it in an efficient operating condition are allowable. (22) Management studies The cost of management 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 any recognized method of pricing, consistently applied. Incoming transportation charges are a proper part of material cost. The cost of maintaining 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 organiza- tion which devotes a substantial part of its activities to influencing legislation. (b) The coat of books and subscriptions to civic, business, professional, and technical periodicals is allowable when related to the project. (c) Meetings and conferences. Costa are allowable when the primary purpose of the meeting is the dissemination of technical information relating to the project and they are consistent with t.ect 24 Project Coate Policy ( Continued) 64.2 Allowable Project Costa (Continued) b. (24) (c) regular practices followed for other (non -Title VII) activities of the recipient of award. (25) Motor pools The coat of a service organization which provides automobiles to the project at a mileage or fixed rate and /or provides vehicle maintenancev inspection and repair services is allowable. (26) Payroll preparation The cost of preparing payrolls and maintaining neces- sary related wage records is allowable. (27) Personnel administration Costs for the recruitment, examination, certification training, establishment.of pay standards and related activities for the project are allowable. (28) Printing and reproduction Costs for printing and reproduction services necessary for informational literature are allowable. Publica- tion costs of reports of other media relating to project accomplishments or results are allowable when provided for in the award. (29) Procurement service The cost of procurement service, including solicita- tion of bide, preparation and award of contracts, and all phases of contract administration in providing goods, facilities and services for the project is allowable. (30) Professional services Cost of professional services by individuals or orga- nizations not a part of the project is allowable when for essentia3: services that cannot be provided by persons receiving salary support under the Title VII program. However, consultant fees may not be paid to U.S. government employees. See Section 26 for other specific policies on purchase of goods and services. Section 24 Project Costs Policy (Continued) 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 time 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 may 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 Hite circumstances in other recipient of award sponsored activities. The difference in cost between first -class air accommodations and less- than - first -class air accommodations is unallowable except when less - than- first -class air accommodations are not reabonably 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 Virgin Islands and the Canal Zone and Trust Territory shall not be considered as foreign travel for the purpose of this policy. S.,tctioa 24 Project Costs Policy (Continued) �.3 Unallowable Costs . a. Bad debts Any losses arising from uncollectable accounts and other claims, and related coats, 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. See Section 24.2b.(9) and (21). e. Entertainment Costs of amusements, social activities, and incidental costs relating herato, such as meals, beverages, lodgings, rentals, transportation, and gratuities, are unallowable, except when provided as specific service to older people. f. Fines and penalties Costs resulting from violations of, or failure to comply with, Federal, State and local laws and regulations are unallowable. g. 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 governmental bodies such as county supervisors, city councils, school boards, etc., whether incurred for purposes of legislation or executive direction, are unallowable unless 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 from the overall functions of local government. Section 24 Project Costs Policy (Continued) I 24.3 Unallowable Costs (Continued) i. Losses Actual losses which could have been covered by permissible insurance (through an approved self- insurance program 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. However, costs incurred because of losses not covered under nominal deductible insurance coverage provided in keeping with sound management 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. J. Expenses of the chief executive officer The salaries and expenses 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 may 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 *. How- 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 DREW, projects should submit requests to produce films well in advance of the production date. :ce_cr. 25 Cost Sharing Requirements •5.1 Matching Requirements a. Non - Federal, State and /or local funds must make up at least ten percent of the total allowable costs for nutrition proj- 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 allowable 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 may not be considered as non- Federal participation when such resources, either cash or in -kind, revert to the donor's facility or use. b. Contributed resources which are earmarked for a particular individual or for members of a particular organization or sect may not be considered as non - Federal matching funds. c. When specifically authorized by this Manual or Federal legis- lation, Federal funds received from other sources may be considered as non- Federal contributions. See Section 25.2d. (3) and-M. 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 (1) In -kind contributions represent the value of non -cash contributions provided by (a) the recipient of award, (b) other public agencies and institutions, and (c) other private organizations and individuals. In -kind contributions may 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. When author- ized by Federal legislation, property purchased with Federal funds may be considered as non - Federal in -kind contributions. • Section 25 Cost Sharing Requirements (Continued) i 25.2 Non - Federal Resources (Continued) d. (2) All projects may 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 MU. (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:* (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. (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) Fair and reasonable and may-not exceed the amount allowable if the item were actually purchased; (d) Proportionate to the time the item was available for use by the project; (e) Claimed only after the resource is actually used by the project; ** and *This list is not meant to be inclusive. Whenever the State agency has a ques- tion concerning the acceptability of a non - Federal in -kind resource. the SRS should be consulted. *An in -kind 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. s ctio Cost Sharing Requirements ( Continued) ' Non - 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 may not revert to the donor. In computing the value to be claimed for Aepreciation and use allowances, see Section 24.2b (14). (6) Volunteer services (a) Volunteer services may be furnished by professional and technical personnel, consultants, and other skilled and non - 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 budget, and would otherwise be purchased on the labor market. (b) Volunteer services provided through the ACTION agency Retired Senior Volunteer Program may he 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 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 of award competes for the kind of services involved. See Appendix III to this Manual for suggested rates for use where no local rates 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 employee'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. AJ Gost sharing Requirements (Continued) • 25.2 Non-Federal Resources (Continued) a. • a. (6) (e) The number of hours of volunteer services must be supported by the same methods used by the project 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) Item (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. 89 -754 (Model Cities Pro- gram, 42USC 3305d). (4) Item (2) above is not applicable: (a) when the Federal funds in question are those used to pay Indian tribes 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 Health contract funds. 5e. =ti� surchise of Goods and Services „ _ Goods and seiices 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 goode and services from public, non- profit or proprietary agencies or individuals provided that such goods or services are not available without cost from such sources. b. 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. t'o 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. 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. 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- sponsibility for determination as tos (1) Participants in the project; and (2) Authorization. selection, quality effectiveness and execution of services suited to the needs of partic- ipants in the project. c. The recipient of award must monitor the execution of any subcontract agreements in order to assure compliance with all applicable standards set forth in this Manual. (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. Tike any prudent and cost conscious buyer, the recipient of n 26• Purchase of $cods and Services (Continued) ( 26.2 Recipient of Award Responsibilities (Continued) c. award shall not only refuse to^paymore than the Qoin� price for an item or services, but also shall seek to r control cost or the project. R^ (2) Prepared food must be of a quality commensurate with its cost and must meet the specifications set by the project. i d. Even though the recipient of award may subcontract with 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- act to a private proprietary men. cy or individual. 26.3 Requirements of Subcontractors I a. The sources from 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. I ` c. All subcontracts are subject to all applicable State and local laws and regulations. i d. Sources from which services are purchased must be licensed, approved as meeting State licensing standards, meet appli- cable accrediting standards, or in the absence of licensing or accrediting standards, meet any standards or criteria established by the State agency to assure quality of goods and services. i 26.4 Cost Requirements 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 reimbursable contracts and affiliation agreements Cost reimbursable contracts and affiliation agreements are subject to the allowable cost principles contained in the •�5ectio 04 Purchase of Goods and Sqrvices (Continued) Cost Requirements (Continued) f • 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 for particular types of contractors:* State Governments - "A Guide for State Government Agencies. . . " U.S. DREW (OASC - 6) Local Governments - "A Guide for Local Government Agencies Establishing Cost Allocation Plans and Indirect Cost Rates for Grants or Contracts with the Federal Government" U.S. DREW (AOSC -B) Educational Institutions - "Guide for Educational Insti- tutions" U.S. DHEW (OASC - 1) Private Non - Profit Institutions - "A Guide for Non - Profit Institutions 's U.S. DREW (OASC - 5) Commercial Organizations - " Principles and Procedures for Use in Cost Reimbursement Type Supply and Research Contracts with Commercial 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 coat -reim- bursable contracts and affiliation agreements must be main- tained and made available, upon request, to DREW audit per- sonnel or the Comptroller General's Office in accordance with the time periods set forth in Section 13.2.of this Manual. *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 Financial Procedures 27.1 Project Obligations f a. Non - Federal resources must be contributed equal to the non- Federal share of actual net costs for a budget year. If 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 be 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 amount, 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 year must 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 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. 27 Project Financial Procedures (Continued) f . ,� • ' �.Z � Accounting Requirements (Continued) a. (4) The accounting records of projects shall fully dis- close the total cost of the projects. (5) The accounting system shall possess an adequate means of internal control to safeguard assets, check the accuracy and reliability of accounting data, promote operational efficiency, and encourage adherence to prescribed management policies. b. All accounting records are to be kept readily available for examination by personnel authorized to examine Title VII ac- counts. c. Such records shall be retained by public agencies, organiza- tions of 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 period if audit findings have not been resolved; (2) Records for non - expendable property which was acquired 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 regular files, provided the recipient of award's account- ing records contain adequate references for identifying and locating the original 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 three years if audit has occurred and five years if audit has not occurred, and in the case of audit exception, until such exception has been cleared. e • Section 28 Audit Procedures All financial activities under the Title VII program are subject to Federal audit at both the State and project level. DHEW follows generally accepted auditing practices in determining that there has been a proper accounting for and use of grant - in -aid funds. The Secretary and the Comptroller General of the United States or any of their duly authorized representatives shall have access, for the purpose of audit and examination, to any books, documents, papers, and records that are perti- nent to the project. Any exception which might result from Fed- eral audit, whether directed against the State agency or local recipients of awards, shall be taken against the State agency. Failure of a State agency to appeal a proposed audit exception within. sixty days after receipt of written notification will make the action of DHEW conclusive. Corpus Christi, exas Igt_day of 19 7 7 TO THE MEMBERS OF THE CITY COUNCIL Corpus Christi, Texas For the reasons set forth in the emergency clause of the foregoing ordinance, a public emergency and imperative necessity exist for the suspension of the Charter rule or requirement that no ordinance or resolution shall be passed finally on the date it is introduced, and that such ordinance or resolution shall be read at three meetings of the City Council; I, therefore, request that you suspend said Charter rule or requirement and pass this ordinance finally on the date it is introduced, or at the present meeting of the City Council. Respectfully, MAYOR THE CITY OF CORPUS CHRISTI, TEXAS The Charter rule was suspended by the following vote: Jason Luby Eduardo de Ases David Diaz Ruth Gill Bob Gulley Gabe Lozano, Sr. Edward L. Sample The above ordinance was passed by the following vote: Jason Luby Eduardo de Ases David Diaz Ruth Gill Bob Gulley Gabe Lozano, Sr. Edward L. Sample 137W � ^; �«_ � G wf � : � d »\ >< § _ � ,©� � «� � �� y \. � �� \ }§2 d ?� -W. �� »�+ ° ©� ,�?£� *� � �?�z� «� �y� � :. . .� � � » < � \ � \ � \� / \. �� : . . \, �� }� � ± $\ ƒ ƒ. (\ ƒT� &� City of Corpus Christi Legal Department