HomeMy WebLinkAboutResolutions - 2017.10.11 - 23141MISCELLANEOUS RESOLUTION #17284
October 11, 2017
BY: Commissioner Christine Long, Chairperson, General Government Committee
IN RE: DEPARTMENT OF HEALTH AND HUMAN SERVICES CHILDREN'S VILLAGE DIVISION —
CHILD AND ADULT CARE FOOD PROGRAM GRANT ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS Oakland County applied for and has been awarded the Child and Adult Care Food Program
Grant from the Office of School Support Services, Michigan Department of Education for reimbursement
of meals to Mandy's Place residents at Children's Village for the period July 1, 2017 through June 30,
2018; and
WHEREAS the Office of School Support Services, Michigan Department of Education administers the
United States Department of Agriculture National School Lunch/Commodity Distribution, Child and Adult
Care Food Program; and
WHEREAS the purpose of the program is to make nutritionally balanced low cost meals and milk
available statewide to children at emergency shelters; and
WHEREAS Mandy's Place at Oakland County Children's Village is registered as an emergency shelter;
and
WHEREAS Mandy's Place residents qualify for free breakfasts, free lunches, and free dinners seven
days a week and are reimbursed based on rates provided in the Child Care Centers Reimbursement
Rates July 1, 2017 — June 30, 2018; and
WHEREAS the grant amount is unknown at the time of acceptance, however, it is based on the attached
per meal reimbursement rates; and
WHEREAS for the previous school year period of July 1, 2016 through June 30, 2017, the total cost of
meals and snacks was approximately $821,296 of which Children's Village was reimbursed $81,664.71
from the Michigan Department of Education for the Child and Adult Care Food Program; and
WHEREAS meal provision expenditures are not recorded by program due to cost efficient bulk purchases
that cover food services for the entire campus; and
WHEREAS there is no grant match requirement; and
WHEREAS the attached agreement has completed the Grant Review Process in accordance with the
Board of Commissioners Grant Acceptance Procedures.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes and
accepts the attached Child and Adult Care Food Program Institution Agreement and Certification
Statement for grant meal reimbursements from the Michigan Department of Education for the period July
1, 2017 through June 30, 2018.
BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any future
commitment and continuation of this program is contingent upon future levels of grant funding.
BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to
execute the grant agreement and to approve any grant extensions or changes, within fifteen percent
(15%) of the original award, which are consistent with the original agreement as approved.
Chairperson, on behalf of the General Government Committee, I move the adoption of the foregoing
resolytion.
Nvv
Commissioner Christine Long, Irilct
Chairperson, General Governm mittee
GENERAL GOVERNMENT COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
GRANT REVIEW SIGN OFF — Children's Village
GRANT NAME: Child and Adult Care Food Program
FUNDING AGENCY: Michigan Department of Education
DEPARTMENT CONTACT PERSON: Joanna Overall 858-1164
STATUS: Grant Acceptance
DATE: September 13, 2017
Pursuant to Misc. Resolution #17194, 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 grant 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 (9/12/2017)
Department of human Resources:
HR Approved (No Committee) — Lori Taylor (9/12/2017)
Risk Management and Safety:
Approved by Risk Management. — Robert Erlenbeck (9/13/2017)
Corporation Counsel:
Approved by Corporation Counsel. — Steve Rideout (9/12/2017)
Strong, Lori M
From: megs@michigan.gov
Sent: Thursday, August 31, 2017 12:19 PM
To: Alessi, Gregory L; Strong, Lori M
Subject: MEGSPlus - CACFP Approval
CACFP 2018 Application Approved: Your fiscal year 2018 MEGS+ Certification for the Child and Adult Care Food
Program (CACFP), has been approved. Please take the time to read the Permanent Agreement and Certification
Statement within your Application. These items comprise your contract with the Michigan Department of Education to
participate in the CACFP and identify your responsibilities as a program participant. If you have any questions, please
e-mail: MDE-CNAP-CACFP miehigan.gov
1
Michigan Department of Education
Child and Adult Care Food Program
Reimbursement Rates
July 1, 2017 - June 30, 2018
CHILD CARE CENTERS
CATEGORY BREAKFAST LUNCH/SUPPER SNACK
Category A Child (Free) $ 88'
Category B Child (Reduced)
$ .44
Category C Child (Paid) $. 08
An additional $ .2325 cash-in-lieu of commodities is paid for each lunch and supper served.
Rate is for each meal, meeting CACFP requirements, served to each participating child,
M1CHK N
Rev. 7/2017
micHIGAN.,T)
Child and Adult Care Food Program Ediredtiiiri
Institution/Michigan Department of Education
PERMANENT AGREEMENT
Child Nutrition Program Agencv/Subagency CFDA # Program Title
Child and Adult Care Food Program USDA/Food and Nutrition Service 10.558 Child and Adult Care Food Program
In order to carry out the purpose of Section 17 of the Richard B. Russell National School Lunch Act,
as amended, the regulations governing the Child and Adult Care Food Program (CACFP) set forth in
Title 42 of the United States Code § 1766, and 7 CFR Part 226 and the Child Nutrition Act of 1966,
as amended, the Michigan Department of Education (State Agency) and the institution enter into the
following agreement.
A. The Institution agrees:
1. To accept final administrative and financial responsibility for management of a proper,
efficient and effective non-profit food service program for CACFP operations as an
institution, as well as at all centers or facilities listed in the institution's annual approved
application. In addition, the institution agrees to submit an amended application as
changes occur.
2. To comply with and meet all responsibilities and requirements set forth in
7 CFR Part 226, as well as handbooks, instructions, guidance, and policies issued by
Food and Nutrition Services (FNS) and/or the State Agency.
3. To comply with all requirements of Title VI of the Civil Rights Act of 1964 (P.L. 88-352),
Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of
1973, the Age Discrimination Act of 1975, and the U.S. Department of Agriculture
(USDA) regulations concerning non-discrimination (7 CFR parts 15, 15a and 15b),
including requirements for racial and ethnic participation data collection, public
notification of non-discrimination policy, and reviews to assure compliance with such
policy, to the end that no person may, on the bases of race, color, national origin, age,
disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs,
marital status, familial or parental status, sexual orientation, or all or part of an
individual's income is derived from any public assistance program, or protected genetic
information in employment, or in any program or activity conducted or funded by the
Department. (Not all prohibited bases will apply to all programs and/or employment
activities.)
4. To retain CACFP records and ensure that sponsored centers or providers maintain such
records, for three years plus the current fiscal year or until audit findings have been
resolved, and to maintain twelve (12) months of records on-site at sponsored centers or
provider's homes for immediate review,
5. That records will not be recreated after the fact.
6. To obtain State Agency approval for any new center or facility (provider) prior to
claiming CACFP reimbursement, and only claim reimbursement for the meal types
approved by the State Agency for the center or facility.
7. To maintain dated menus for meals/snacks claimed,
8. To maintain daily attendance records for participants. Attendance is taken daily as
participants arrive and depart.
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9. To claim only those meals served to participant(s) in attendance supported by daily
attendance records, and enrolled at the time of the meal. Emergency shelters may only
claim meals served to eligible resident children. However, emergency shelters and
at-risk programs are not required to collect enrollment information for participating
children. At-risk programs may use sign-in sheets as the daily roster. Emergency
shelters must maintain, at a minimum, a list of children by name, date of birth, and
dates of residency in the shelter.
10. That meal attendance will be dated and recorded at the time the meal/snack is served,
at point of service (POS). Except for at-risk programs and emergency shelters, meal
attendance must be recorded by each participant's complete name. For at-risk
programs and emergency shelters, a meal count is acceptable along with a daily roster
of children receiving meals. For day care homes, meal attendance may be recorded up
until midnight on the day the meal/snack was served unless the home serves more than
12 children in a day, or if the provider has been seriously deficient.
11. To permit state or federal officials to make announced or unannounced reviews of their
operations and records during the institution's normal hours of child or adult care
operations. State or federal officials making such reviews must show photo
identification that demonstrates that they are employees of one of these entities.
12. To obtain and submit to MDE each July an annual A-133 Audit if your institution expends
more than $750,000 in federal funds per year.
13. If operating an at-risk afterschool care program, the institution will:
a. provide children with daily, regularly scheduled activities in an organized, structured
and supervised environment
b. include daily educational or enrichment activities
c. be located in a geographical area served by a school in which 50% or more of the
children enrolled are eligible for free or reduced price school meals
d. meet state or local health safety standards
e. claim no more than one afterschool snack and/or supper, per child, per day
f, only claim snacks/suppers served to eligible children after school hours during the
regular school year (except holidays and weekends during the regular school year
when snacks may be served at any time of the day and suppers may be served at
the traditional "supper hour")
g. not charge or collect payments for CACFP at-risk snacks/suppers served to eligible
children
14. If operating an emergency shelter serving homeless children, the institution will:
a. not charge or collect for payments for CACFP meals and snacks served to eligible
children in emergency shelters
b. claim no more than three meals (breakfast, lunch, supper) or two meals and one
snack per child per day
c. only claim meals served in congregate meal settings. Meals consumed in private
family quarters in an emergency shelter are not reimbursable. Exception: Meals
served to infants from birth through age 11 months in private family quarters that
are part of the emergency shelter may be claimed for reimbursement if the shelter
provides all of the required components to the infant's parent or guardian and
maintains records documenting that sufficient food had been provided to meet the
meal pattern requirements
d. not claim a program meal under more than one federal program. However, an
institution may use other funding sources to supplement the CACFP reimbursement
for the same meal
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15. If operating an Adult Day Services program, the institution will:
a) provide a community-based group program designed to meet the needs of
functionally impaired adults through an individual plan of care. Such a program
shall be a structured, comprehensive program that provides a variety of health,
social and related support services to enrolled adult participants
b) serve one or more of the following meal types — breakfast, lunch, supper and snack.
Reimbursement may not be claimed for more than two meals and one snack, or one
snack and two meals, provided daily to each adult participant
c) not claim CACFP reimbursement for meals claimed under Part C of Title III of the
Older Americans Act of 1965. Reimbursement may not be claimed for meals served
to persons who are not reenrolled or for meals served to participants at any one
time in excess of the center's authorized capacity or for any meal served at a for-
profit center during a calendar month when less than 25 percent of enrolled
participants were Title XIX or title XX beneficiaries
d) maintain daily records of time of service meal counts by type (breakfast, lunch,
supper and snack) served to enrolled participants and to adults performing labor
necessary to the food service
e) meet state or local health safety standards
f) if receiving vended meals, ensure that the facility providing the meals does not
receive Title III funds for the meals delivered
g) keep enrollment records and age of enrolled participants under the age of 60
h) keep records that demonstrate each enrolled participant under the age of 60 meets
the functional impairment eligibility requirements
I) maintain records that qualified Adult Day Services participants reside in their own
home (whether alone or with spouses, children or guardian), or in group living
arrangements (not a group home)
B. The State Agency will:
1. To the extent of funds available, reimburse the institution in connection with approved
meals to eligible participants at the centers and/or homes listed in the application during
the period hereinafter stated. During any fiscal year, the amount of reimbursement for
meals on behalf of each center or facility shall not exceed an amount equal to the
number of meals, by types, served to participants, multiplied by the rates established
by the USDA. Homes will be paid the per meal rate established by the USDA. Family
day care home sponsors will be paid based on the number of day care homes
participating by the applicable rates specified in federal regulation.
2. Submit on behalf of all institutions a statewide media press release announcing the
availability of meals to eligible participants and that the meals are available to all
participants in attendance regardless of race, color, national origin, age, disability, sex,
gender identity, religion, reprisal, and where applicable, political beliefs, marital status,
familial or parental status, sexual orientation, or all or part of an individual's income is
derived from any public assistance program, or protected genetic information in
employment or participation in any program or activity conducted or funded by the
Department. (Not all prohibited bases will apply to all programs and/or employment
activities.)
C. Termination of Agreement
This Agreement may be terminated on the part of either party and the State Agency may begin
proceedings to terminate or suspend this Agreement immediately after receipt of evidence that the
terms and conditions of this Agreement and of the regulations governing CACFP have not been fully
complied with by the institution. No termination, suspension, or expiration of this Agreement,
however, shall affect the obligation of the institution to maintain and retain records and to make
such records available for audit.
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MDE may agree to terminate this agreement upon an institution's notification to the State of
Michigan's Licensing Agency that the institution is voluntarily closing or closing for other reasons not
related to program deficiencies and has no pending action with the Child Care Licensing Division.
The CACFP Agreement will only be terminated for voluntary closure or closure for reasons not
related to program deficiencies if the institution is in good standing with CACFP and has no pending
actions, such as but not limited to: serious deficiency, corrective action, suspension, proposal to
terminate/proposal to disqualify, and does not owe any outstanding debt to the MDE or the United
States Department of Agriculture's Food and Nutrition Service. No additional notification will be sent
to institutions that are terminated due to the voluntary closure or closure due to other reasons not
related to program deficiencies.
S:CACFP/Forms/Permanent Agreement FY 2018 Rev. 07/20/2017
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MICHIGANn7
Education CACFP Centers Certification - Fiscal Year 2018
The authorized official listed below certifies and understands the following:
• I am the authorized official who is designated as the person in authority who is financially and
administratively responsible for the administration and operation of the institution
• I have read and agree to the Terms of the Permanent Agreement and this certification
▪ This facility does not limit admission of accessibility due to race, color, national origin, age,
disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital
status, familial or parental status, sexual orientation, or all or part of an individual's income is
derived from any public assistance program, or protected genetic information in employment or in
any program or activity conducted or funded by the Department
• Neither this institution nor any of its principals have been convicted of any activity that indicated a
lack of business integrity in the past seven years
• Neither this institution nor any of its principals have been declared ineligible to participate in any
other publicly funded program by reason of violating that program's requirements in the past 7
years
• The Child and Adult Care Food Program (CACFP) News Media Release was made available to the
local media (Michigan Department of Education (MDE) distributes- see CACFP's website under
Centers - Annual Administrative Forms)
• Key staff as well as responsible person(s) for each site has been trained in program requirements
prior to assuming CACFP duties and at least annually up to their level of responsibility in the
program, including Civil Rights requirements
• All information on the application is true and correct
• This institution has a screening system to scrutinize any criminal convictions of program staff as
well prior management of not-for-profit or government supported programs
• A screening system is in place to scrutinize any criminal convictions of board members which may
disqualify them from performing program administrative functions
• The CACFP will be administered in accordance with the Agreement, Policy Statement and CACFP
Regulation (7 CFR, Part 226)
• Information on the application is given in connection with receipt of federal funds
• Officials of the U.S. Department of Agriculture (USDA) and MDE may verify this information
• Deliberate misrepresentation may subject me to prosecution under applicable state and federal
criminal statutes and placement on the National Disqualification List
• If any information on this certification form or program application changes, I will amend my
application and submit it to MDE CACFP immediately
• The names, mailing addresses, and dates of birth of all current institution principals including
Chairman of the Board have been submitted to MDE
• The institution and the institution's principals, site directors, board of directors, contact persons,
and other responsible principals are not currently on the National Disqualification List
• The list of any publicly funded programs that the institution and its principals have participated in
during the past seven years, is current
• The institution is currently compliant with the required performance standards of financial viability
and management, administrative capability, and program accountability as described in
7 CFR §226.6(b)(2)(vii)
• The institution has not unreported less-than-arms-length transactions or other potential conflicts of
interest in the upcoming year; all such conflicts have been disclosed to MDE
• I agree to obtain and submit to MDE each July an annual A-133 Audit if my institution expends
more than $750,000 in federal funds per year
• MDE may agree to terminate this agreement upon an institution's notification to the State of
Michigan's Licensing Agency that the institution is voluntarily closing or closing for other reasons
not related to program deficiencies and has no pending action with the Child Care Licensing
Division. The CACFP Agreement will only be terminated for voluntary closure or closure for reasons
not related to program deficiencies if the institution is in good standing with CACFP and has no
pending actions, such as but not limited to: serious deficiency, corrective action, suspension,
proposal to terminate/proposal to disqualify, and does not owe any outstanding debt to the MDE or
the United States Department of Agriculture's Food and Nutrition Service. No additional
notification will be sent to institutions that are terminated due to the voluntary closure or closure
due to other reasons not related to program deficiencies.
5:CACFP/Forrns/CACFP Centers Certification 2318 Rev, 07/20/2017
MICH1GA"
EdWatiola CACFP Centers Certification - Fiscal Year 2018
Additional certifications for Sponsoring organizations:
(Administrative Institutions that oversee multiple sites)
• The management plan on file with the MDE is complete and up-to-date
• No sponsored facility, responsible principal, or responsible individual of a sponsored facility is
currently on the National Disqualified List
• The outside employment policy most recently submitted to MDE remains current and in effect.
• All sponsored sites are licensed or not subject to licensing.
Each time this application is submitted, I certify that any of the above information that has changed since
the initial application has already been submitted to MD E is being submitted with this certification.
I certify that the above information is true and correct.
S:CACFP/Forrns/CACFP Centers Certification 2018 Rev. 07/20/2017
FISCAL NOTE (MISC. #17284) October 11, 2017
BY: Commissioner Thomas Middleton, Chairperson, Finance Committee
IN RE: DEPARTMENT OF HEALTH AND HUMAN SERVICES CHILDREN'S VILLAGE DIVISION —CHILD
AND ADULT CARE FOOD PROGRAM GRANT ACCEPTANCE
To the Oakland 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. Resolution authorizes the acceptance of reimbursement funding from the United States
Department of Agriculture National School Lunch/Commodity Distribution, Child and Adult Care
Food Program, under the administration of the Office of School Support Services, Michigan
Department of Education.
2. The grant amount is unknown at the time of acceptance; however, the previous cost of meals and
snacks for the prior grant was approximately $821,296 of which Children's Village was
reimbursed $81,664.71 from the Michigan Department of Education.
3. The purpose of the program is to make nutritionally balanced, low cost meals and milk available
statewide to children at emergency shelters.
4. The funding period is July 1, 2017 through June 30, 2018.
1111
Cbmmissioner Thomas Middleton, D strict #4
Chairperson, Finance Committee
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
Resolution #17284 October 11, 2017
Moved by Kowa 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, KowaII, Long,
McGillivray, Middleton, Quarles, Spisz, Taub, Weipert, Woodward, Berman, Bowman. (18)
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).
I HEREBY APPROVE THE FOREGOING ES
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 October 11,
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 11 1b day of October, 2017.
/
Lisa Brown,Brown, Oakland County