HomeMy WebLinkAboutResolutions - 2017.06.15 - 22981MISCELLANEOUS RESOLUTION #17173 June 15, 2017
BY: Commissioner Phillip J. Weipert, Uhairperson, Planning and Building Committee
IN RE: PARKS AND RECREATION — 2017 FAIR FOOD NETWORK DOUBLE UP FOOD BUCKS
PROGRAM AWARD ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Oakland County Parks and Recreation Commission has been notified of the award of
$15,000 from the Fair Food Network through its Double Up Food Bucks Program; and
WHEREAS the Double Up Food Bucks Program helps to improve the nutrition of low-income families
while promoting local farmers; and
WHEREAS the Double Up Food Bucks Program award provides matching dollars for SNAP benefits
recipients to spend on fresh fruits and vegetables at the Oakland County Farmers Market.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes and
accepts the 2017 Fair Food Network Double Up Food Bucks grant in the amount of $15,000.
BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners authorizes the Board's
Chairperson, or his designee, to execute the grant agreement.
Chairperson, on behalf of the Planning and Building mmittee, I move the adoption of the foregoing
resolution.
f
ommissioner Phillip J. Weipert, District #8
hairperson, Planning and Building Committee
PLANNING AND BUILDING COMMITTEE
Motion carried unanimously on a roll call vote with Jackson absent,
GRANT REVIEW SIGN OFF — Parks & Recreation
GRANT NAME: 2017 Double Up Food Bucks
FUNDING AGENCY: Fair Food Network
DEPARTMENT CONTACT PERSON: Melissa Prowse 248 858-4630
STATUS: Grant Acceptance
DATE: May 25, 2017
Pursuant to Misc. Resolution #13180, please be advised the captioned grant materials have
completed internal grant review. Below are the returned comments.
The captioned grant materials and grant acceptance package (which should include the Board of
Commissioners' Liaison Committee Resolution, the punt agreement/contract, Finance
Committee Fiscal Note, and this Sign Off email containing grant review comments) may be
requested to be placed on the appropriate Board of Commissioners' committee(s) for grant
acceptance by Board resolution.
DEPARTMENT REVIEW
Department of Management and Budget:
Approved. — Laurie Van Pelt (5/25/2017)
Department of Human Resources:
RR Approved (No Committee) — Lori Taylor (5/25/2017)
Risk Management and Safety:
Approved by Risk management. — Robert Erlenbeck (5125/2017)
Corporation Counsel:
I see no legal issues with the attached agreement. I approve. — Jody S. Hall (5/25/2017)
Grant Period Start Date: Grant Period End Date:
April 1, 2017
2017 Grant Amount:
$15,000
March 31, 2018
Beginning Fund Balance:
{funds carried over from
2016 program year)
$1,552
Double Up Food Bucks
kurnars Market Grant Agre€nient. 2017
May 24, 2017
County of Oakland
Jeremy Brown
2100 Pontiac Lake Rd
Waterford Township, MI 48328
ocmarket@oakgov.com
248-858-5495
Grant Reference Number: DU-MI-17-F0110
E1N: 38-6004876
Farmers Market/s: Oakland County Farmers Market
DearJererny Brown,
Fair Food Network ("FFIV), a tax exempt nonprofit, is pleased to grant in the amount of $16,552 to the County
of Oakland for the Double Up Food Bucks Program.
County of Oakland, hereafter called "the Grantee Organization," will receive a grant from "FFN" for the Double
Up Food Bucks program, hereafter called "the Program" at the Oakland County Farmers Market, hereafter called
"the Market".
Grantee Organization:
County of Oakland
Tokens Issued in 2017:
0
Market Cycle:
Year-Round
Tokens on-hand from
2016:
2,151
Grant Number:
DU-MI-17-F0110
Funds Disbursement
Method:
Single Payment
Total Funds Available:
$16,552
Total Tokens Available:
2,151
faiFfoodnp.twork.org 0 734.213.3999 i fb.com/falrfoodnetwork
E info@fairfoodnetwork.org j @fairfoodnetwork
This grant is made on the following terms and conditions:
Grant Terms and Conditions
I. Use and Handling of Grant Funds
a. Funds are to be used by the Grantee Organization to reimburse participating vendors at the Market for
Double Up Food Bucks Incentives spent by customers at their stalls at the Market in exchange for
eligible products,
b. Products eligible for Double Up Food Bucks Incentive redemption are unprocessed, fruits and vegetables
grown in the state where the Market is located. If the Market is in a county, which borders another
state(s), Double Up Food Bucks may also be redeemed for produce grown in the state(s) bordering that
county.
c. Double Up Food Bucks tokens or electronic loyalty credits are used as currency proxy for Incentive
distribution and redemption at the Market, hereafter called "the Incentive."
d. Funds shall not qualify for the Double Up Food Bucks Incentive nor may they be used to reimburse a
vendor at the Market If the vendor provided a customer with ineligible product.
e. Funds may not be used to reimburse a vendor who is not participating in the FFN Program or has not
signed a Vendor Agreement.
f. Any portion of the grant funds not used within the grant period or not used far the purposes stated
above must be returned to FFN within one month of when both the Grantee Organization and FFN have
agreed upon a reconciliation statement, unless the Grantee Organization receives express written
consent from FFN,
g. Grant funds shall be kept separately on the Grantee Organization's books of account as grant funds from
FFN; and accurate records of the funds received and expenses incurred under the grant should be kept
in accordance with generally accepted accounting principles.
h. Financial and program based records related to the Grant will be retained for at least four years after
the completion of the Grantee Organization's use of the Grant funds.
I. FFN, at its request, shall have reasonable access to the Grantee Organization's and/or the Market's files,
records, personnel and premises for the purposes of making financial audits, verifications, or program
evaluations as it deems necessary concerning the Grant.
Naj. part of the Grant funds may be used to carry on propaganda, or otherwise attempt to influence
legislation or to Influence or to participate in or to intervene In (including the publishing or distribution
of statements) any political campaign on behalf of (or in opposition to) any candidate far public office.
k. This agreement becomes null and void, and funds of the Grant must be returned if the terms and
conditions of the Grant are not met by the Grantee Organization.
I. The Grantee Organization should have the correct number of Incentive tokens at the end of the Program
season based on reporting provided. The calculation used to determine the number of Incentive tokens
which the Grantee Organization should have on hand at the end of the season is: the number of tokens
on-hand at the start of the season, minus the number of tokens distributed to customers, plus the
number of tokens redeemed by vendors. In the instance that the Grantee Organization does not have
the correct number of incentive tokens at the end of the season, the Grantee Organization must provide
FFN the cash value of lost tokens. At the discretion of FFN, FFN may waive any return of Grant money if
Double Up Food Bucks Farmers Market Grant Agreement 2017
14 February 201.7
2
3
there is a small margin of error (a variance equal to or less than 5%) with the reconciliation of Incentive
tokens.
II. Program Guidelines and Standards
The Grantee Organization is responsible for ensuring FFN Program guidelines are followed at the Market and
agrees to administer the Program as directed by FFN. The Grantee Organization will:
a) Vendor Education
• Provide Program information to all vendors at the Market, including those vendors who sell eligible
products and those who do not sell eligible products.
• Distribute a Double Up Food Bucks sign to each participating vendor and ensure the signs are visibly
posted for customers during the Market's hours of operation.
• Communicate a defined process and schedule for Double Up Food Bucks Incentive redemption and
reimbursement with participating vendors at the Market.
b} Incentive Redemption and Reimbursement to Vendors for Incentives
• Make reimbursement payments to participating vendors for the cash value of the Incentive
redeemed at the Market for eligible product within one week of when the sales are properly
reported by the vendor to the market.
• Prior to reimbursement, the Market must have a signed Double Up Food Bucks Vendor Agreement
on file for each vendor for each year of this Grant. The Grantee Organization must provide a copy of
this Agreement to FFN upon request.
• To determine the cash value of Double Up Food Bucks redeemed by participating vendors, the
Grantee Organization must
a) If the Market accepts Supplemental Nutrition Assistance Program ("SNAP") payments using
a Mobile Market Plus application, monitor all Incentive Loyalty reports.
• If the Market accepts SNAP via a token-based system, collect Incentive tokens from participating
vendors and maintain and submit to FFN written records of Incentive tokens redeemed by
participating vendors using a form provided by FFN or a similar form with FFN permission. Records
must indicate the name of the vendor who redeemed the tokens, the date of redemption, the dollar
value of tokens submitted and the Market name. in seasonal markets, the last day for vendors to
accept Incentive In exchange for eligible product is the Market's closing day, and the last day for the
Grantee Organization to reimburse vendors for redeemed Incentive is one week after the Market's
closing day.
c) Incentive Distribution to Customer
• The Grantee Organization will oversee Incentive distribution to customers using SNAP at the Market.
• A customer at the Market will receive a value of Incentive tokens or loyalty credits equal to the
amount of SNAP dollars spent, up to $20 per market day,
a) If SNAP benefits are accepted using a Mobile Market Plus application by each vendor, the
Grantee Organization will monitor vendors' SNAP and Incentive transactions to ensure SNAP
sales are always greater than or equal to Incentive credits awarded.
b) If SNAP benefits are accepted at a central terminal and distributed via a token-based system,
3
Double Up 1-t--K3d Fludis Farriers Market. Grant Agreement 2017
14 February 2017
4
the Grantee Organization will maintain records of daily distribution of tokens using a
standardized report form provided by FFN or a similar form with FFN permission. This form
must provide a record of each SNAP transaction and Incentive distribution.
• In seasonal markets, the last day to distribute the Incentive to customers is the last day of the
Market's season
Record-Keeping and Reporting
a) Quarterly Reports
The Grantee Organization will submit calendar month totals of the following each quarter via an online
survey link provided by FFN. Reported information is final upon submission and will be used to reconcile
Incentive funds without correction.
• Cash value of Incentive redeemed by participating vendors and dispersed to customers
• Cash value of SNAP redeemed by participating vendors and dispersed to customers
• Number of SNAP transactions
• If SNAP benefits are accepted at a central terminal and distributed via a token-based system,
number of new customers as indicated by the number of SNAP customers who respond yes to
the question "Is this your first time using your Bridge Card (or equivalent) at this market?"
• FFIV will consider requests to adjust quarterly reports made by the Grantee Organization within
one month of submission
b) Record Keeping
The Grantee Organization will maintain and keep on file the following records and provide a copy to FFN
upon request:
I. Customer Transaction Records for each market day when SNAP benefits are accepted at a
central terminal and distributed via a token-based system.
ii. Verification of SNAP sales. FFN may request third party verification of monthly SNAP sales as
demonstrated by either:
1. Copy of a daily batch report from the Market's point-of-sale device for each market day
II. Monthly statement from EBT merchant processor
iii. Report from the Mobile Market Plus application
Ili. Vendor Records indicating the cash value of Incentive redeemed by each vendor each market
day. Excel or spreadsheet document with required elements of Vendor Record Sheet is
allowable.
c) Vendor Reimbursement Records
The Grantee Organization must maintain and provide records of reimbursement payments made to
participating vendors for incentives redeemed on a quarterly basis as demonstrated by either:
I. Completed payment record column on Vendor Record Sheet provided by FFN with date,
check number, and total dollar value of check. FFN only requires payment record for
Incentive reimbursements. The Vendor Record sheet must indicate the portion allocated to
each market currency if the Grantee Organization includes multiple market currencies (eg.
SNAP, WIC Project FRESH, credit/debit) in a single reimbursement payment.
ii. Report from the Organization's accounting software verifying each Incentive reimbursement
4
Double Up Food Bucks Farmers Market Grant Agreement 2017
14 February 2017
5
payment made to vendors, aligned with Incentive redemption documentation.
iii. If the Grantee Organization makes cash reimbursement payments for Incentive redemption
by vendors, the Grantee Organization must be able to verify to FFN that these payments
were made by providing a receipt to each vendor or obtaining vendor's signature at time of
reimbursement.
iv. With FFN permission, alternative forms of documentation may be acceptable.
IV. Evaluation
• The Grantee Organization may opt-in to distribute a questionnaire to customers at point of sale and a
survey to vendors provided by FFN during the Market's season, and return completed surveys in an
envelope provided with pre-paid postage within a month of collection.
• The Grantee Organization will complete a year-end market manager evaluation survey.
• The Grantee Organization will allow for additional evaluation methods at the Market as requested by
FFN, an independent evaluation firm, or the United States Department of Agriculture (USDA).
V. Trademark
• Fair Food Network owns the trademarked name "Double Up Food Bucks" and the apple/carrot logo.
As a Grantee of the Program, the Grantee Organization may use, on a non-exclusive basis, the
licensed mark in Market promotional materials for the duration of the Grant period.
VI. Report Schedule
Program participation will be divided into the following quarters for reporting:
01: 4/1/17-6/30/17
0,2: 7/1/17-9/30/17
Q3: 10/1/17-12/31/17
0,4: 1/1/18-3/31/18
Report Name Due Date Report Format
Quarterly Report One week after the close
of each quarter
1: 7/7/17
2: 10/7117
3: 1/7/18
4: 417/18
Online via survey link posted in Market
Manager Portal of
www.DoubleUpFoodBucks.org .
Vendor Reimbursement
Records
One month after the
close of each quarter
Ql: 7/31/17
02: 10/31/17
0,3: 1/31/18
04: 4130/18
It is preferred that electronic copies be
uploaded to the online quarterly report.
Other options include: submit hard copy
records either in-person or via mail, or
send electronically to FFN by email.
Customer and Vendor Surveys Within one-month of
receipt
Grantee Organization may opt-in to
participating and mail completed surveys
in an envelope provided by FEN with pre-
paid postage.
5
Double up Food Bucf4s Farnie.rs Muket Grant Ageernent 2017
14 February 2017
6
Market Manager Survey 12/1117 Online survey link sent via email and
posted in Market Manager Portal of
www,DoubleUpFoodBucks.org.
VII. Disbursement of Funds
FFN will disburse funds following the receipt of counter-signed grant agreement and a W-9 or copy of tax
exempt letter from IRS for tax exempt organizations from the Fiduciary or Grantee Organization in one of the
following two methods as denoted on Page 1.
a) Single Payment: Funds will be released to the Fiduciary or Grantee Organization in a single payment
made by a check; or
b) Scheduled Reimbursement: FFN will reimburse the Fiduciary or Grantee Organization for the cash value
of incentives spent by customers at the Market after the Organization submits complete and accurate
reports in the following manner:
1. FFN will process payments and disburse funds for the cash value of Incentive loyalty transactions
redeemed by customers at the Market within 2 weeks of receiving a complete monthly report
from the Grantee Organization.
a. FFN will process payments and disburse funds on a bi-weekly schedule. Late reports will not
be processed until the next scheduled opportunity.
2. FFN will process payments and disburse funds for the cash value of Double Up Food Bucks tokens
redeemed for eligible product by customers within 2 weeks of receiving redeemed tokens with
complete token reimbursement report from the Grantee Organization.
a. FFN will provide the Grantee Organization with postage-paid envelopes for certified mail
return of reimbursed tokens and token reimbursement report form upon request.
If Grantee Organization violates any of its duties (including failing to make timely or accurate reports) then FFN
could require a refund from Grantee Organization to FFN of part of the Grant that relates to or is impacted by
the breach by the Grantee Organization. FFN reserves the right to discontinue, modify or withhold any payment
due under the Grant, to require repayment of expended Grant funds, or a refund of unexpended Grant funds, if,
in its judgment, such action is necessary to comply with the requirements of any law or regulations affecting Its
responsibility with respect to the Grant. If any Of the conditions of the Grant are violated by Grantee
Organization, in addition to requiring a refund of the amount giving rise to the violation, FFN will have no further
obligation to continue to fund the Grant.
The foregoing conditions comply with FFN's obligation under U.S. law to make reasonable efforts and establish
adequate procedures to see that the Grant funds are spent solely for the purposes for which they have been
granted and to obtain full and complete records on how the Grant funds have been expended. Changes in the
U.S. laws or regulations may require FFN to ask that more detailed reports be submitted or other steps be taken.
FFN will inform the Grantee Organization of any such changes. If the Grantee Organization accepts the above
stated conditions, please have a duly authorized representative of the Fiduciary or Grantee Organization sign
below and make a copy for the Organization's files. Electronic signatures are acceptable.
Return original or copy of the entire signed agreement by mail to the Michigan Farmers Market Association at
the following address:
Michigan Farmers Market Association
Attn: Double Up Food Bucks
6
Double Up Food Bucks Farmers Market Grant Agreement 2017
14 February 2017
480 Wilson Rci, Room 172
East Lansing, MI 48824
Or scanned and emalled directly:
To: foodaccess@rnifina.org I Subject: Signed agreement for Double Up Food Bucks
On behalf of Fair Food Network, I want to extend our best wishes for success in your work.
Sincerely,
AA 49/0"-
Dr. Oran B. Hesterman, President and CEO
County of Oakland for Oakland County Farmers Market
County of Oakland
Jeremy Brown
2100 Pontiac Lake Rd
Waterford Township, MI 48328
ocmarket@oakgov.com
248-858-5495
Grant Reference Number: DU-MI-17-F0110
EIN: 38-6004876
Farmers Ma rket/s: Oakland County Farmers Market
Authorized Representative of Fiduciary or Grantee Organization
County of Oakland
Signature Name and Title (Please Print or Type)
Date
Attachments
This agreement become binding when FFN receives:
1. Counter-signed grant agreement from the Organization
2. W-9 or copy of nor-profit exemption letter from IRS
7
7
Double Up Food Bucks FailMi'S market (ant Agreement 2011
14 February 2017
Signature:
a
Email: ocmarket@oakgov.com
Double Up Food Bucks Farmers Market Graot Agreement 2017
14 February 2017
DOUBLE UP FOOD BUCKS"
Double Up Food Bucks
Vendor Agreement (Token) - 2017
SIGNED CONTRACT MUST BE ON FILE PRIOR TO REIMBURSEMENT
This agreement by and between (Market Name)
and (Vendor Business Name)
whose address is city
zip phone email
is effective during the Double Up Food Bucks program season in 2016 at the Market (above). This agreement authorizes the
Vendor (above) to accept Double Up Food Bucks tokens at the specified market from authorized SNAP Bridge Card participants in
exchange for unprocessed, Michigan-grown, fresh fruits and vegetables and plants that produce food, in accordance with market
and program guidelines.
SECTION I BY SIGNING THIS AGREEMENT, THE VENDOR AGREES TO:
1. Display a sign, provided by the farmers market, indicating the Vendor accepts Double Up Food Bucks tokens.
2. Provide only unprocessed Michigan-grown, fresh fruit and vegetables, or plants that produce food, in exchange for Double
Up Food Bucks tokens.
3. Prove, upon request, that all product provided in exchange for Double Up Food Bucks tokens was grown in Michigan.
4. Not give change for purchases made with Double Up Food Bucks tokens.
5. Provide fruits and vegetables at the current price or less than the current price charged to other customers.
6. Not allow the return of product purchased with Double Up Food Bucks tokens in exchange for cash or non-food items,
7. Be monitored by the farmers market or Fair Food Network for program compliance.
8. Not provide cash or credit in exchange for Double Up Food Bucks tokens.
9. Not accept Double Up Food Bucks tokens for non-food items, except for plants that produce food.
10. Accept Double Up Food Bucks tokens from customers year round.
11 Turn in all redeemed tokens to the farmers market for reimbursement in accordance with market and program guidelines.
SECTION II THE MARKET AGREES TO:
1. Collect from the Vendor redeemed Double Up Food Bucks tokens and to account for and pay the Vendor for any tokens.
Provide a sign for the Vendor to display indicating the Vendor accepts Double Up Food Bucks tokens.
2. Monitor sales to ensure program guidelines are followed.
3. Submit signed agreement to Fair Food Network upon request.
SECTION III SANCTIONS
A Vendor and/or his/her employees who violate the provisions above may be disqualified from the program and not allowed to
participate in future programs. A Vendor will only be reimbursed by the Market for Double Up Food Bucks tokens accepted in
accordance with market and program guidelines.
SECTION IV CERTIFICATION:
The Vendor, through signature below, accepts all terms of this agreement. This agreement becomes valid only upon signature.
VENDOR:
Name (type or print) Signature Date
Oakland County Farmers Market
state
Double Up Food Bucks
Vendor Agreement 2()15 - Token
Vles'2,z,e2-
FISCAL NOTE (MISC. #17173) June 15, 2017
BY: Commissioner Thomas Middleton, Chairperson, Finance Committee
IN RE: PARKS AND RECREATION — 2017 FAIR FOOD NETWORK DOUBLE UP FOOD BUCKS
PROGRAM AWARD ACCEPTANCE
To The Oakland and County Board Of Commissioners
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced
resolution and finds:
1. The resolution accepts a grant award of $15,000 from the Fair Food Network through its Double
Up Food Bucks Program.
2. The funding will be use to reimburse participating vendors at the County Market who sell
unprocessed Michigan grown fruits and vegetables.
3. The Double Up Food Bucks Program helps to improve the nutrition of low-income families while
promoting local farmers.The award also provides matching dollars for Supplemental Nutrition
Assistance Program (SNAP) benefits to recipients to spend on fresh fruits and vegetables at the
Oakland County Farmers Market.
4. The grant period is from April 1, 2017 to March 31, 2018.
5. A budget amendment is not required.
ommissioner Thomas Middleton, District #4
Chairperson, Finance Committee
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Fleming and Bowman absent.
Resolution #17173 June 15, 2017
Moved by Berman supported by Quarles the resolutions (with fiscal notes attached) on the amended
Consent Agenda be adopted (with accompanying reports being accepted).
AYES: Crawford, Dwyer, Fleming, Gershenson, Gingell, Hoffman, Jackson, Kochenderfer,
Long, McGillivray, Middleton, Quarles, Spisz, Taub, Weipert, Woodward, Zack, Berman,
Bowman. (19)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended
Consent Agenda were adopted (with accompanying reports being accepted).
///7
VIEREBY APPROVETHIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTNE
ACTING PURSUANT 'TO MCI_ 45,550 7.
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on June 15, 2017,
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 15th day of June, 2017.