HomeMy WebLinkAbout14059 ORD - 11/30/1977�JKH:hb:11/70;77�
TEXAS:
AN ORDINANCE
AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH
THE CITY OF KINGSVILLE, TEXAS FOR THE CONTINUATION AND
ADMINISTRATION OF AN ELDERLY NUTRITION PROGRAM IN
CONNECTION WITH A GRANT FROM THE OFFICE OF THE GOVERNOR'S
COMMITTEE ON AGING UNDER TITLE VII OF THE FEDERAL OLDER
AMERICANS ACT OF 1965 AS AMENDED, ALL AS MORE FULLY
SET FORTH IN THE CONTRACT IN SUBSTANTIALLY THE SAME FORM
ATTACHED HERETO, MARKED EXHIBIT "A" AND MADE A PART
HEREOF FOR ALL PERTINENT PURPOSES; AND AUTHORIZING THE
EXECUTION OF ALL OTHER DOCUMENTS AS MAY BE NECESSARY IN
THE CONTINUATION OF THIS 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 and all related documents with the City of Kingsville,
Texas, for the continuation and administration of an elderly nutrition program
in connection with a grant from the Office of the Governor's Committee on
Aging, under Title VII of the Federal Older Americans Act of 1965 as amended,
all as more fully set forth in the contract, a substantial copy of which is
attached hereto and made a part hereof, marked Exhibit "A ".
SECTION 2. The necessity to authorize execution of the aforesaid
contract and all related documents in order to continue the administration of
an elderly nutrition 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 intro-
duction 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, having requested the suspension of the Charter rule
and that this ordinance take effect and be in full force and fect from and
af its passage, IT IS ACCORDINGLY SO ORDAINED this the .10 day of
1976• MICROFILMED
ATTEST: JUL 0 7 1980
City Secretary MAYOR
THE CITY OF CORPUS CHRISTI, TEXAS
APPROVED:�a_DAY OF NOVEMBER, 1977: This ordinance is in effect
J. BRUCE AYCOCK, CITY ATTORNEY force with or without the
signature of the Mayor, in
accordance with Article II
Section 6 of the City Charte
By
Assistant Ci torney
14059
•
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.
f
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
• handl4ug of nomies callected to insure against loss, mishandling, or
theft. Srtbcont`ractor'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 sure not
to exceed Twenty -Six Thousand Three Hundred Twenty and
No 1100 Dollars ($26,320) for the services which are
_ specified in PaPt 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 December 1, 1977
and end on November 30, 1978
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.
1.3. Findings Confidential. Any reports, information, data,
etc'., given to or prepared or assembled by the Subcontractor under this Con -
tradt 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"
gy
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
/* a '.
APPLICATION FOR NUTRITION PROJECT AWARD
UNDER TITLE VII OF THE OLDER AMERICANS ACS
PART I
1. Title of Project:
City of Kingsville Nutrition Program
2. Type of Application:
Q New Continuation Q Revision Q Supplement
3. Project Director (Name, Title,
6. Dates of:
From
Thru
Amount
Department & Address)
Budget
Roger Saenz, Director of Planning
year
12/1/77
1/30/78
$26.,320
City of Kingsville
P. 0. Box 1458
7, Type of Organization:
Kingsville, Texas 78363
® Public Agency
Q Private Non - Profit Agency
Area Code
Tele hone No.
512
592 -5235
4. Applicant Agency (Name and Address - Street, City, State, Zip Code):
City of Kingsville
P. 0. Box 1458
Kingsville, Texas 78363
5. Name, Title, Address of Official Authorized to Sign for Applicant Agency:
J. F. Garcia, City Manager
City of Kingsville
P. 0. Box 1458
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 on
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 way be ter-
minated at any time for violations of any terms and requirements of this
a r
9. i rson Named in Item 5): 77
Signature Date
Rr.v. 5/76
PART II
Page 1 of 7
Kev. wic
BUDGET CATEGORY
(1)
MEALS COSTS
(2)
SUPPORTINC SOCIAL
SERVICES COSTS
(3)
ADMINISTRATIVE
COSTS
(4)
TOTAL
PROJECT
COSTS
(Col: R,3,& 4).
1. Personnel (Including
Fringe Vencfits
$ 11,418
$ 2,234
$ 821
$ 14,413
2. Equipment
J. Raw Food
13,367
-0-
-0-
13,367
4. Travel (Staff Only),
140
60
-0-
200
5. Consultants
-0-
-0-
6. Other Costs
3,516
572
838
4,926
7. Total Project Costs
$ 28,441
$ 2,866
$ 1,659
$ 32,966
B. Other Resources (Total of Page 7 of 7)
$
3,721
C. Project Net Casts (Line 7, Column 5 Less Line 8)
$ 29,245
D. Local Non - Federnl Participation (Total of Page 6 of 7)
2
10
$
2,925
E. Federal Funds Requested (Line C Less Lino D)
90
$ 26,320
Kev. wic
Name of Agency Page 2 of,7
Date
Rev. 5/76 SUPPORTING BUDGET SCHEDULE
PROGRAM ACTIVITIES
•
TOTAL
MEALS
SUPPORTING
COSTS
BUDGET CATEGORY
SERVICES
sum OF
ome
(1)
Congregate
Delivered
TOTAL
ADMINISTRATION
(2) -(5)
(2)
(3)
(4)
(5
1. Personnel (Itemize
$
$
$
$
$
by Title)
(1) SOS Supervisor @'1002
4,637
-0-
1,987
736
7,360
(1) Cook @ 100 %,
4,961
551
-0-
-0-
5,512
Fringe Benefits
1,194
75
247
85
1,601
Total Personnel
Costs
$
$
$
$
,
10,792
L 626
1 2,234
1 821
14,473
Labor Fringe Total
Food Preparation 5512 747 6259
All Other Labor 7360 854 8214
u
•
Name of Agency.
DaLL
Page 3 of 7
Rev. 5/76 SUPPORTING BUDGET SCHEDULE
PROGRAM ACTIVITIES
BUDGET CATEGORY
(1)
2. Equipment (Itemize)
TOTAL
COSTS
SUM Or
(2) -(5)
$
MEALS
SUPPORTING
SERVICES
TOTAL
$ (4)
ADMINISTRATION
(5 $
Congregate
(2)
$
Hume
Delivered
(3)
$
-0-
-0-
-0-
-0-
-0-
_O-
Total Equipment
Costs
3. Raw food*
3780 meals @ 70o /meal
USDA commodities: 13,780
$
8,681
$
965
$
-0-
$
-0-
9,646 **
meals @ 27c /meal
31349
372
-0-
-0-
3,721
Total Raw rood
Costs
$
12,030
$
1,337
$
-0-
$
-0-
$
13,367
....a. apse raanies from, HssuraIIce Contract — $2,475 _
* *Participant cash match: Donation from PY 1977 - $450
*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 Page 4 of 7
Date
Rev. 5/76 _ SUPPORTING BUDGET SCHEDULE
PROGRA14 ACTIVITTES
TOTAL
BUDGET CATEGORY
MEALS
SUPPORTING
COSTS
(1)
SERVICES
SUM OF
Home
Congregate
Delivered
TOTAL
ADMINISTRATION
(2) -(5)
(2)
(3)
4
(5)
4. Travel (Staff Only)
$
$
$
$
$
Mileage: 107 miles /month x
12 months x 15.50 mile
120
20
60
-0-
200
Total Travel Coots
$ 120
$ 20
60
-0-
$ 200
5. Consultants
$
$ -0-
-0-
Total Consultant
Costs
•
Name of Agency
Date
Page 5 of 7
Rcv. 5/76 SUPPORTING BUDGET SCHEDULE
PROGRAM
ACTIVITIES
BUDGET CATEGORY
(l)
Other Costs
Audit Cost for City of
Corpus Christi
TOTAL
COSTS
SUM OF
(2) —(5)
MCAI.S
SUPPORTING
SERVICES
TOTAL
(4) $
—0—
ADMINISTRATION
$ (5)
514
Congregate
(2)
$.
_0_
Home
Delivered
$ (3)
—0_
$
514
Consumable service supplies
(i.e. plates, forks, nap—
kins, detergents, mops,
etc.): 16C /meal x 13780
meals
1,986
220
—0 _
—0—
2,206
onsumable office supplies:
$25 /month x 12 months
—0—
—0_
—0—
300
300
elephone:$20 /month x 12
months
144
—0—
72
24
240
acility Repair and Reno-
vation
494
-0-
212
-0-
706
acility Utilities @ $80/
month x 12 months
672
-0-
288
-0'
960
s
:0� l Ot lw r
$ 220
$ 572
$ 838
$ 4,926
•
•
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Page 6 of 7
Rev. 5/76 SUPPORTING BUDGET SCHEDULE
LOCAL NON - FEDERAL PARTICIPATION
SOURCE
APPLICATION*
AMOUNT
A. Cash Resources ,,
Participants' Donations
Lapse Monies from Assurance
Contract - Local Agency Revenues
See Page 3: Raw Food Category
See Page 3: Raw Food Category
SUB -TOTAL
$
450
2,475
$ 2,925
B. In -Kind Resources
f
SUB -TOTAL
TOTAL
$
$
$2,925
*Resources should be identified by specific line item and budget category under which they are
applied an Part II, pnges 2 through 5 of the Supporting Budget Schedules.
0
9
•
P
Page 7 of 7
Rev. 5/76 SUPPORTING BUDGET SCHEDULE
OTHER RESOURCES
SOURCE
APPLICATION*
AMOUNT
A. Cash Resources
USDA Commodities
See Page 3: Raw Food Category
SUB -TOTAL
$
3,721
$ 3,721
B. In -Kind Resources
SUB -TOTAL
TOTAL
$
$'
$ 3,721
*Resources should be identifled by specific line item and budget eateeory tinder whi ^h rhn,- ���
5r�
0
•
PART IV - PLAN FOR PROJECT
I. Applicant Agency
a. The City of Kingsville was incorporated in April, 1911. It is
the county seat of Kleberg County.
b. The elderly of the City of Kingsville are currently being provided
with a meals program operated by the Community Action Corporation
of South Texas through subcontractual agreements with the Cities of
Kingsville and Corpus Christi.
c. The City of Kingsville is an incorporated municipality operated
under the council- manager form of government.
d. Funds, in the amounts of $26,320 from the Governor's Committee
on the Aging, $2,924 as cash match from CACOST and $1,617 in the
form of USDA commodities, were utilized to support the Title VII
Nutrition Project.
e. The City of Kingsville plans to continue the subcontractual agreement
with CACOST for the operation of the Elderly Nutrition Project.
Activities of that Project will include:
(1) Meal preparation and consumption,
(2) Supportive Services, and
(3) Administration.
CACOST is a private non - profit corporation chartered under the State
of Texas and has, for twelve years, provided multi - generational
programs for the indigent including the elderly. CACOST has sub-
stantial experience in meal provision for the elderly having operated
a self - generating nutrition program for the elderly prior to realizing
a subcontractual agreement for the operation of a Title VII Nutrition
Project through the Cities of Kingsville and Corpus Christi.
II. Project Area
The geographic area, designated as the "Project Area" is the County of
Kleberg.
The CACOST center known as the Alianza de Oro, 1130 E. Henrietta, will
continue to be the central kitchen and congregate site for meal pre-
paration and service. The center is presently being utilized as a
meal service site for the elderly and as a social service and recreational
focal point for the elderly in Kingsville. CACOST's Community Services
CentArs located at Rt.l, Box 364 -A, in Ricardo and the Parish Hall in
Riviera will be utilized as congregate sites for meals delivered from
the Central Kitchen site in Kingsville.
III. Administration of the Project
a. See the attached Organizational Structure of CACOST which exhibits
the elderly nutrition project's integration within this structure.
Also see the attached job descriptions for those positions included
in the projects budget.
b•. Local community groups, inclusive of college and civic organizations,
-will be contacted to provide volunteer services for the project.
c. Training for the project personnel will be done in cooperation with
staff from the City of Corpus Christi and the Governor's Committee
on the Aging.
.d. The Project Council will compose of the existing Senior Opportunities
and Services Council which is composed of congregate meal participants.
The SOS Council will function in an advisory capacity in the following
areas:
(1) Comments on proposed menus,
(2) Method of Gontributipn by participants, and
3) 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 - A minimum of 80 persons will be served..,
a. At least 80% of the total number of participants served will be
those whose incomes are at or below the poverty level. At least
65% of the participants served will be.members of minority
groups.
b. At least 90% of the total project participants will be persons who
have one or more of the following characteristics:
(1) Lack mobility,
2) Lack the knowledge to select and prepare their own meals. and
(3) Have a feeling of rejection and /or loneliness which
impedes their ability to provide,for themselves.
Objective II - Meals in Congregate Setting
The project will serve at least 53 luncheon meals per day, 5 days a
week, Monday through Friday, from December 1, 1977, through November
30, 1978. The meals will be prepared at the congregate site by the
program cook. The contribution for the meals will be voluntary and,
every step will be taken to maintain confidentiality of each contribution.
Menus must be submitted to the Governor's Committee on the Aging and
approved before they are used.
Objective III - Meals to be homebound
Homebound meals will only be delivered to those congregate project
participants who because of illness or other reasons are temporarily
unable to come to the center. The average number of home delivered meals
will not exceed 5.3 in any month.
A
Objective IV - Health and Welfare .
The project will provide counseling sessions to four individuals
per month.
Objective V - Nutrition Education
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.
Obejctive VII - Recreation
The project will provide a multitude of recreational activities to
project participants according to.the.,interests of the participants.
Object 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 $ciences,.National Research
Council.
Object IX - Outreach Effort
The project will provide a comprehensive and systematic outreach
effort to 100 persons each month. This includes follow -up.
Objective X - Transportation
The project will provide transportation services to 30 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 to 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 person each month including follow -up services.
V. Plan for Social Services
a. All necessary supportive services are presently operational.
b. Outreach activities will be an ongoing activity.
c. Transportation and escort services are presently being provided.
-3-
•
•
d. Recreational activities will be an ongoing function of the project;
recreational activities will be determined, to the maximum extent
—
-possible, by project participant input.
VI. Relationship of the Project to other programs
This relationship is being utilized to its maximum.. CACOST automatically
has at its disposal the resources of the entire Agency. Such resources
as:
a. management,
b. accounting,
c. supervision,
d. health care expertise,
e. meal preparation expertise,
f. outreach capability,
g. experience in elderly programs, CSA, Title III,
h. job counseling,
i. legal services,
j. in -take and referrals,
k. transportation, and
1. volunteers
are a few of the community services available to the project through
CACOST. In addition to "in house" resources, CACOST has positive
contacts with numerous other community resources that are directed
to assist the project. Examples are as follows:
a. County medical facilities,
b. Public school systems,
c. Civic organizations,
d. Consumer organizations, and
e. Church and religious groups.
VI.I. Evaluation
The goals and objectives specified herein will provide a basis with
which to measure the project'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 person in enrolling in the Food
Stamp program through outreach. CACOST is also presently utilizing
USDA commodities to the maximum extent possible.
•
GRADE
1-
ORGANIZATIONAL STRUCTURE OF AGENCY
1Refer to Attachments A,B,C, and A for the organizational structures
2of the areas.
Carmen Cortinas in Education /Social Services; Manuel P. Gonzalez, Jr.
in Health /Nutrition; Antero Rodriguez in Family Planning; and Community
Services Soecia ist 4-4{ 4on to a r e
can_- .- -..lsa .G
on this sheet have-their work station at 306-E.
GRADE
4-
STRUCTURE OF COMMUNITY SERVICES•AREA B
Center Supervisor
Yolanda Chave22
4 Center Aides4
Driver
lBoth at 818 W. Kenedy, Kingsville, 592 -6469,
2Both at 604 W.. Johnston, Kingsville, 592 -4291.
3All at 1130 Henrietta, Kingsville, 592 -6622.
V
Area Manager
ITomasita Marti-1
SOS Supervisor
SOS Coordinator
Daniel Zanata3
Cook
Fam. Planning Coo
Adriana Perezl
4Santos Garza and Guadalupe Saldana at 1600 Connell Villa,
Kingsville, 592 -1081; Margie Melton, 604 W. Johnston, Kingsville,
592 -4291, and .Guadalupe'Rojas, Ricardo, 592 -2021.
•
•
•
s
JOB DESCRIPTION
SOS SUPERVISOR
I. RESPONSIBILITIES
A. Overall supervision of the respective SOS center(s)
to include staff, facilities, and equipment.
B. Organize and provide technical assistance to SOS
i
groups. .
C. Compilation and /or verification of all records, reports,
travel and leave requests, purchases, and property
requests for the respective center(s).
D. Attendance at SOS meetings and advocacy for and with
SOS groups.
E. Communication and coordination with the Community
Services Area Manager on- program direction. -
F. Other responsibilities as a.ssigped by the Community
Services Area Manager.
II. QUALIFICATION
A. High School graduate, GED,.or equivalent in work experience
in a related field.
B. Bilingual (Spanish /English) preferred.
C. Supervisory and record keeping skills.
D. Familiarity and sensitivity to the area of service and
the area residents.
E. Knowledge of orgainzational techniques and Community
Action programs.
III. CHAIN OF COMHUNICATJON
A. SOS Supervisor
B. Community Services Area Manager
C. Deputy Director
D.. Executive Director
E. Board of Directors
EFFECTIVE: 4/28/77
•
JOB DESCRIPTION
COOK
I. RESPONSIBILITIES
A. Helps plan nutritious well balanced meals in the over-
all food program.
B. Prepares and cooks all meals for the participants.
C. Makes requisitions for needed foods.
D. Assures that kitchen, eating area, appliances, equipment,
and utensils are maintained in a clean and orderly fash-
ion.
E. Works with other staff to demonstrate and teach cooking
and nutrition..
F. Performs any other duty as may be assigned by the imme-
diate supervisor.as it relates to the program.
II. QUALIFICATIONS
A. Two years experience-as a cook or assistant cook.
B. Health card and other required health records as speci-
fied by law.
C. Knowledge of proper nutrition.
D. Organizational, teaching, and management capabilities.
E. Bilingual (Spanish /English) preferred.
III. CHAIN OF COMMUNICATION
A. Cook
B. Teacher /Program Coordinator
C. Child Development Area Manager /Community Services Area
Manager
D. Deputy Director
E. Executive Director
F. Board of Directors
EFFECTIVE: 2/7/77
ASSUii:U \Ca OL' COMPLIANCES NIX EE TM DEMARiMI Or'
F[SAiTi., EDUCeITIODi ALiD CLEi:ARE, REGiTGt�TTQi7 U:iD6R
TxT,.r. vS op Tiff cxvJ r.. urctr s ACT OF J961,
fait <. of Kino-Gni11P. - -
(Lga..e of Subgrantee or Contracrori
cal3ad :n4- "recipient of Award ") 10REBX AGREES LMNT it Will coa -'Ply wit
'tit =e VI of the Civil Rights Act: of 1964- (P-L- 88 --352) and all
:eC1�re=�ents i nosed by or pursuant to the Regulation of the bspa �� -'==
Of ealth, Education and L•Telfare (S•5 CFR Part 80) issued pursu. -
at to
tzat title, to the end that, in accordance •J].tn ai tle VI of that Act
,-; -d the regulation, no person in the United States shall, on the g1rou =3
O =ace, color, or riational origin, be excluded f roU participatlon la,
be denied the b3nefits of, or be othenqise subjected to disc- irinatio'-
u ;dc- _y progr�.:. or zctivity for �•Pnieh the Recipient of At+ard receives
ier financial assistance-from Governor's Committee on A incr___
` y . (Nrame of State Agency)
a recipient of Fed== l financial assistance from the Departnent,- and
;= pE3r G--L it will i*:cmediately 'take any n easures
necassar -v to affer-_ata this agreement -
.f ar_y real proper-t::, or structure thereon. is provided or improved With
:.a aid of Federal ='nancial zssista-ce extended_ to the Recipient Of
by the State :_7ency, this assurance shall obligate the Recio_z ^.t
of �:t•:?rG': or in the case ot' any :transfer of such property, arL-. tra's =erne,
for c )e-; , duri_.7 �•i;►ich the real property or structure is used for
a p;;r�, >; for �inic= the Federal financial assistance is ey:ten?ea -or -for
Enos purpose in.oiving the provision of similar services or hay.-
�2r50 al prep =r. �•�/ 7-S SO provided, t s aSSuZance S�ta�.1 Ob13 t£'
` ^s _- ?p;ezt o= for the period during x-inich it retains
this assurance shall
or z,3g5s jSiO^ of - a property- in all other cases, -
G�li�
the Reci?_e__ of Award for the period during s:hich the I'=ae_a! .
the State Agency_
=- man =.al assistence. is , extended to it by
yg -3�-� _•;CE civen in consideration of and for the purpose Of
_ - v a >_li Federal Grants, loans, contracts, pro. °-"ty, 4^yc -run?
?e_eral - nancial assistance extended a-fter< the date her cc to t:
___, of A�•;ZrG by the State Agency, including instal?ner_t paY =z:.rs
c: =_te on. account of applications for Federal f ina- cial -
;-:aich ware anpr-oved before suer. date_ Tha Recipie t`o=
-i= end agrees that such Federal financial assistance :-.� _ -
c:ed in relia:ice on the representations and agreements or the t e united States o= bot_- - -
__ an c •that tiir•- Statc Agency
n Linn -
lu tcc, judicial enlorce:aent of this assurance- _. _..
thz! rig::t to
_, , era. ^.•4-e is bi�dinc; on the Recipient of Award, its successors,
erson or parsons .%
110se s =g�a Ina.;
Brae:, ant assignass, and the p behalf o; t'aze
a ,� =a� baloza are authorized to sign this assurance on
RECi�1E:Lt OF Award
Apr97. Cit of
il 15 17 n
D&t:e�' ' (Reci —ent oz Aauard) -
Chaimz✓' o' so=_td, or
,,,parable au'thori.zed ors; -•ialj
xitle' Cit Nl er
P. Box 1�r58
Ki �s�ille Texas 78363 _.
address)
applicant for any. a,rzrd from the st__ -te
441 (To be co: tpleted by � ricer: s .cc
�.�° ^car c'esicnated to =- Ple-*Rent Title Vii o£ the Older Fu:.a
' Senn _or any additional subcontractor respo:�tsible for the o ?e ,ci
a ;weals site_
t�, ^ere provision o� faciliti-es is a�volva:,
Of a ?O 44 is to p= cxecutcd•) _ -
21 Project Admiuintration
�f Project Area' •
a. Each prof ect moat 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 servicess 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
moat 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 he 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 an 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.
Section 21 Project Administration (Continued) I
21.3 Project Scope
t
a. Awards shall be made only to projects that will serve an j
annual average of at least one hundred meals er da five i
or more daze a week thr grout the pro ect area. rolects
shall provide home delivered meals where necessary and ap-
propriate, to meet the needs 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 agency, 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 j
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 i
project. Sn no,case may a project operated by specific E
groups, such as 6hurches, 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.
- o.nlact Administration I
Section 21 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,
,, 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 by 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 be 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. `
e. The project council shall have approval authority over de-
cisions related to the:
(1) Setting of suggested fee schedules;
(2) Approval of general types of menus that meet the nutri,
tion standards set forth in Section 22 of this Manual;
(3) Days and hours of project operations; and
(k) Decor and furnishings of the.meal site(s).
;- 1ect Administration .
Section 21 Project Administration (Continued)
21.5 Project Council (Continued)
f. The project council shall advise the project in all other
matters related to the delivery of nutrition and suppo ;tang
social services by the project including: I
(1) Selection of paid staff and volunteers;
(2) Preparation of the project's operating budget;
(3) Evaluation of project effectiveness and achievements
of objectives;
(4) Existing and proposed services offered by the project;
and
(5) New congregate 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 be 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 be
empowered with necessary authority to conduct the day- e
toiday management and administrative functions of the
project. The director must he hired on a full time
basis and meet the qualificti
aon 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
25 Project Administration (Continued)
�.6 -Nutrition Project_Personnel (Continued)
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.
1
t L L T`r
Tu
.�� b.
Each project will provide for the in- service training for
all staff engaged in the implementation of the project. Such
training must he designed to enhance staff performance as
related to the specific job responsibilities of each staff
member.
Training for the project director shall include attendance
at training programs provided by AoA /SRS.
,d\ 21.8 Plan for the Project
a. Each project must serve primarily those target group eli-
gible individuals designated by the State agency in the State
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.
•
;ection 21 Project Administration (Continued)
i21.8 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 musts
(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;
r
•
t
ti___:un 21 Project Adninistration (Continued)
•1.8 . Plan-for the Project (Continued)
b. (9) Be available, each day meals are served, for a period
of time adequate for all participants to eat a lei-
surely meal;
(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 he 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
consideration:
(1) Income ranges of project participants; and
(2) Local cost of living standards.
b. Any fee or fee schedule established, must have the approval
of the project council.
c. The payment of fees, if any, shall be determined by each
participant according to his ability to pay. Participants
may be counseled during an. interview to assist them in
determining the amoun hernfay wi'sE 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.
Section 21 Project Administration (Continued)
i
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 1964, as amended, projects thus authorized
must agroe 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.
S. 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 from 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
�/ a `tt',LJ evaluation efforts.
1 (^, c. From these data, the recipient of an award must complete a
e�E f�v Quarters Nutrition Project Report as contained in Appen --
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
��yc�✓ ]- promptly when due and failure to comply may affect sub-
sequent funding of the project.
CJ
N
Section 22 Nutrition Standards
22.1 Meal Planning
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 sere-
-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 well 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
tooked'dried beans or peas, nuts, or nut- butter (pea-
nut butter and others).
(2) Vegetables and fruit group
Two. one -half cup servings. All vegetables and full
strength vegetable juices, all fruits and full
strength fruit juices.
Note: Rice, spaghetti, macaroni and noodles are not
vegetables. See (3) below. Fruit used as a
•
I
Section 22 Nutrition Standards (Continued)
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
4
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 en-
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
Section 22 Nutrition Standard. (Continued ) •
22.1 Meal Planning (Continued)
f., (7) Optional beverages
M
i
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 also be 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.
SectP. 22 Nutrition Standards (Continued)
22.2 Food Procurement (Continued)
c. Projects participating in the USDA Food Distribution Pro-
gram In accordance with Section 22.5c of this Manual 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.
I
I
Section 22 Nutrition Standards (Continued)
22.3 Food Preparation and Delivery (Continued) i
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 days
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.
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
contribution toward the cost of the meal; and
(3) Assure that all provisions related to the use and
handling of food coupons as prescribed by the State
and local agency authorized to operate these programs,
will be met.
3
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.
k 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 underwritten 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.
3
• • i
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
V
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 he provided from each congregate meal
site.
c. Recipiefits of awards must, in addition to outreach, provide
additional supporting services to the extent that such serv-
ices are needed and are not already available and accessible
to the individuals participating in the nutrition project,
both at congregate meal settings and through home delivered
meals. During the initial interview with the project partic-
ipant a determination should be made as to the supporting
social services that the project participant needs. Such
services may include:
(1) Transportation of individuals and personal escort serv-
ices to and from the congregate meal sites;
(2) Information and 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. and,c. above,
and only these services may be supported with Title VII
funds.
Je. 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 thirt days
after nutrition services have been initiated.
Section 23
23.1
23.2
Supporting Social Services (Continued)
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.
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- (i) the designa-
tion of a project staff person to be responsible
for the conduct of this activity from each congre-
gate meal site; (ii) adequate numbers of outreach
workers knowledgeable in dealing with and identi-
fying needs of older persons; (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 he in need of services.
(2) Transportation services
(a) Transportation service means an activity designed
to transport older persons to and from congregate
meal sites no that the nutrition and supporting
services will be accessible to those target group
eligible individuals living within the project area
f � ;
Section 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: (i) 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 fors (i) adequate staff
knowledgeable and skilled in dealing with, and as-
sessing the needs of older persons, and assisting
such persons obtain needed services; (11) 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;
S* 23 Supporting Social Services (Continued) •
b. (4) (b) and -(iv) adequate record- keeping concerning re-
quests for assistance. services renderedp 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 for: (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 ones daily nutritional needs. It
shall he 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.
0
oil
, iection 23 Supporting Social Services (Continued)
23.2 Supporting Social Services Standards (Continued) �
b. (7) (b) Such activity must provide for: M 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
bf 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,
ti.�.ar.:nn 24 Project Costs Policy
& 4.1. Principles•fbr Determining Costs •
a. General ;
Cost determination for those activities undertaken by the
State agency under Section 705 of the Older Americans Act
must be in conformance with the principles and standards
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 of this "Guide" as well as other policies concerning
the allowability of costs are contained in this part. .
b. Factors affecting allowable costs
To be allowable under Section 705 of the Older Americans
Act, all costs must meet the following general requirements:
(1) Be necessary and reasonable for the proper and effi-
cient conduct of Title VII nutrition projects;
(2) Conform to any limitations or exclusions set forth in
this Manual, Federal laws, or other governing limita-
tions as to types or amounts of cost items;
(3) Be accorded consistent treatment through application of
generally accepted accounting principles appropriate to
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 receipts or
reductions of expenditure type transactions which
reduce or offset expense items allocable to an
activity as a direct or indirect cost. Examples
of such transactions are: Purchase discounts;
rebates or allowances; recoveries or indemnities
on losses; sale of publications _or equipment;
certain types of income (see section 24.1f); and
adjustments of overpayments or erroneous changes.
(b) Applicable credits may also arise when Federal
funds are received or are available from sources
other than the Title VII program to finance
*See SRS Program Regulation 1 -1.
Direct costs are those that can be 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;
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 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;
Section 24 Project Costs Policy (Continued)
•24.1- Principlea - for.Determining Costs (Continued) 1
e. (1) (b) Operation and maintenance of buildings and equip-
ment, such as telephone switchboard expenses, by
.the overall recipient of award organization; and
t
(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
imited to the extent that the agreement applies to
the Title VIZ 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 DREW, an indirect cost 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." If
the recipient of award is other than a local public
agency, it may negotiate an indirect cost rate with the
-Stgte a eency. _.� - - --
action 24 Pro ect Costs Policy •
j y (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. I£ 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 director 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 allrnoability 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.
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 cost 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 development, 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.
Sec 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 cost of space in privately or publicly awned
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)
(b'
c
(d)
(9)
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 extent 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.
Capital expenditures (Facilities and equipment)
(a) The costs of capital assets including land,
building, and equipment* are allowable up to
*Capital asset equipment is defined as equipment valued at $100 or more per
item.
.:•
Section 24 Project Costs Policy (Continued)
24.2 Allowable Project Costs (Continued)
b. (9) (a)
ten percent of the total cost of the project for
line puoget 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. Repairs, improve-
ments and renovations which increase the value o�
use of a capital asset are allowable up to five
,percent of the total project bud et. Exception to
UM 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 N
S -ctLon L4 eroject Costa policy (Continued)
' 24.2 Allowable troject Costs (Continued)
b. (11)' Communications
(a) Communications and Utilities
Communications costa 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
r 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 (111) 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
t
F � I
i
i
i
e
*on 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 Manual.
(14) Depreciation and use allowance
(a) Recipients of award may claim costs for the use
of buildings, capital improvements, and equipment
through depreciation. However, a combination of
the two methods may not be used in connection
with a single class of 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
I
Section z4 rroject costs rolicy (Continued)
.2 Allowable•Project•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.
This computation must exclude the cost of land.
Depreciation or a use allowance on 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.
(c) 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 as 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.
t
r
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 leave, military
leave, 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 -
teibution 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.
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 meth&l 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 redemption, including the neces-
sary records of accountability and reconciliation of
such records with related cash accounts.
(16)
Employee fringe benefits
Costs identified below are allowable to the extent
that total 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 leave, military
leave, 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 -
teibution 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.
Seetton 24 Project Costs Policy (Continued)
#4.Z Allowable•Project Costs (Continued)
b. (18) Exhibits r
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
t
Section 24 Project Costs Policy (Continued)
24.2 Allowable Project Costs (Continued)
b. (21) value of the property nor appreciably prolong its
intended life, but 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: (1) 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 cost of books and subscriptions to civic,
business, professional, and technical periodicals
is allowable when related to the project.
(c) Meetings and conferences. Costs are allowable
when the primary purpose of the meeting is the
dissemination of technical information relating
to the project and they are consistent with
`:ecrion 24 Project Costs Policy (Continued)
• 24.2 Allowable,Project Costs (Continued) •
b. (24)� (c) regular practices followed for other (non -Title
VII) activities of the recipient of award.
(25) Motor pools
The cost of a service organization which provides
automobiles to the project at a mileage or fixed rate
and /or provides vehicle maintenance, 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 recruitments 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 bids, 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 essential 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.
Oection 24
Project
••
Costa Policy (Continued)
�
24.2
Allowable Project Costs (Continued)
b. (31)
Taxes
I
In general, taxes or payments in lieu of taxes which
iE
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 like 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
reahonably 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.
24 Project Costs Policy (Continued)
�4.3 Unallowable Costs
a. Bad debts 1 •
Any losses arising from uncollectable accounts and other
claims, and related costs, are unallowable. j
r
{
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. Constriction
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 hereto, such as meals, beverages, lodgings,
rentals, transportation, and gratuities, are unallowable,
except when provided as specific service to older people.
t
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
i. Losses
Actual losses which coLld 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 V11 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 DHEW, projects should submit
requests to produce films well in advance of the production date.
S.t-tt nn 25 Cost Sharing Requirements
• 25.1 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-
sourcea 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 (4). Cash contributions represent the recipient of
award's outlay, including the outlay of money contributed to
the recipient of award by public agencies and institutions,
and private organizations and individuals.
d. In -kind resources
(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.
•
I
i
Section 25 Cost Sharing Requirements (Continued)
i
C 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);
s (6) The value of the use of property loaned to the
project (see Section 2%2c. (5) below;
(c) The value equal to the amount of disbursements for
goods and services (including personnel services)
loaned to the project; and
(d) A value attributable to the services of volunteers,
either skilled or unskilled. (See Section 25.2c(6)).
(3) A project may not claim as an in -kind resource:*
(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.
Cost Sharing Haq�Alromenta (Continued)
,, *2 Non - Federal Resources (Continued)
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 depreciation 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 be
used as non - Federal resources.
(c) Rates for volunteers should be consistent with
those regular rates paid for similar work in other
activities of the recipient of award. In cases
where the kinds of skills required for the fed-
erally assisted activities are not found in the
other activities of the recipient of award, rates
used should he 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.
140
Section 25 Cost Sharing Requirements (Continued)
25.2 Non- Federal Resources (Continued)
d. (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.
Seet6 Purchase of Goods and Services
Goods and services obtained from a third party (an individual,
institution or organization outside the project's own organiza-
tion) are subject to the conditions in this section. Third party
agreements are agreements between parties to accomplish a mu-
tually beneficial objective.
26.1 General
a. The recipient of a nutrition project award may purchase goods
and services from public, non - profit or proprietary agencies
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
01111.1�" �Yla_' 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 to:
(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. Like
any prudent and cost conscious buyer, the recipient of
on 26 Purchase of Goods and Services (Continued)
26.2 Recipient,of Award Responsibilities (Continued) •'
award shall not only refus v�
e to pa ore than the going
price for an item or services, but also shall seek to
r control cost ar the project.
(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-
contracte to a private proprietary agenc or individual.
26.3 Requirements of Subcontractors
a. The sources from which goods and services are purchased must f
conform to applicable provisions of Title VII of the Older
Americans Act, the regulations and this Manual.
b. Such applicable provisions must be set forth in the subcon-
tractual agreement.
C
c. All subcontracts are subject to all applicable State and
I J local laws and', regulations.
r
d. Sources from which services are. purchased moat 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.
26.4 Cost Requirements I
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 i
agency.
c. Cost reimbursable contracts and affiliation agreements
Cost reimbursable contracts and affiliation agreements are
subject to the allowable cost principles contained in the
44
I
Set; tio 6 Purchase of Goods and Services (Continued)
6.4 Cost'Requiremegts (Continued)
c. appropriate Office of Management and Budget Circular or r
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. DHEW (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 Governments'
U.S. DHEW (AOSC -8)
Educational Institutions - "Guide for Educational Insti-
tutions" U.S. DREW (OASC - 1)
Private Non - Profit Institutions - "A Guide for Non - Profit
Institutional' U.S. DHEW (OASC - 5)
Commercial Organizations - "Principles and Procedures
for Use in Cost Reimbursement Type Supply and Research
Contracts -with Commercial Organizations 's 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).
I
Section 27 Project Financial Procedures
27.1 Project obligations
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
en'd of a budget year. this amount may he 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 he 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 budge[ 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.
rznanciaL Procedures (Continued)
°
107.2 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 Vederal funds shall be retained for three .years
after_ -.ts 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.
Section 28
a �
Audit Procedures
All financial activities under the Title VII program are subject
to Federal audit at both the State and project level. DREW
follows generally accepted auditing practices in determining
that there has been a proper accounting for and use of grant -
in -aid funds. The Secretary End 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 DILEW conclusive.
s
r.
Corpus Christi, Texas
°JO�day o 19�
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,
WY-OR
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
14059