HomeMy WebLinkAboutResolutions - 2018.06.13 - 23651ommissioner Philip J. Weipert, District #8
/Chairperson, Planning and Building Committee
MISCELLANEOUS RESOLUTION #18240 June 13, 2018
BY: Commissioner Philip J. Weipert, Chairperson, Hainning and Building Committee
IN RE: PARKS AND RECREATION COMMISSION — 2018 FAIR FOOD NETWORK DOUBLE UP
FOOD BUCKS GRANT ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHERES 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 encouraging healthy lifestyles is a main component of the mission of the Oakland County
parks and Recreation Commission; 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 2018 Fair Food Network Double Up Food Bucks Grant in the amount of $16,000.
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 Committee, I move the adoption of the foregoing
resolution.
PLANNING AND BUILDING COMMITTEE
Motion carried unanimously on a roll call vote with Dwyer absent.
GRANT REVIEW SIGN OFF — Parks & Recreation
GRANT NAME: 2018 Double Up Food Bucks
FUNDING AGENCY: Fair Food Network
DEPARTMENT CONTACT PERSON: Melissa Prowse 248 858-4630
STATUS: Grant Acceptance
DATE: April 10, 2038
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 (4/5/2018)
Department of Human Resources:
FIR Approved (No Committee) —Lori Taylor (4/5/2018)
Risk Management and Safety:
Approved by Risk Management. —Robert Erienbeck (4/10/2018)
Corporation Counsel:
I do not see any unresolved legal issues with the grant acceptance documents. Thus, I approve. —
Robert C. Rottaeh (4/6/2018)
IliDondo..e 1 .Jp -Rocad -flue
rarmers Market Grant Agreement 20314
FAIO
NETWORK
CHOW THE coor)
March 1, 2018
County of Oakland
Jeremy Brown
2100 Pontiac Lake Rd
Waterford Township, MI 48328
ocmarket@oakgov.com
248-858-5495
Grant Reference Number: DU-MI-18-F0110
FIN: 38-6004876
Farmers Market/s: Oakland County Farmers Market
Dear Jeremy Brown,
Fair Food Network ("FFN"), a tax exempt nonprofit, is pleased to grant in the amount of $$15,000 to the County
of Oakland for the Double Op Food Bucks Program.
County of Oakland, hereafter called "the Grantee Organization," will receive a grant from "FFN" for the Double
Up Food Bucks program, hereafter called "the Program" at the Oakland County Farmers Market, hereafter called
"the Market".
Grantee Organization: Market Cycle: Grant Number:
County of Oakland Year-Round
DU-MI-18-F0110
Grant Period Start Date: Grant Period End Date:
April 1, 2018 March 31, 2019
2018 Grant Amount: Beginning Fund Balance:
(funds carried over from
2017 program year)
$$15,000
Funds Disbursement
Method:
Single Payment
Total Funds Available:
$$15,000
Tokens Issued in 2018: Tokens on-hand from Total Tokens Available:
2017:
This grant is made on the following terms and conditions:
rairfoodnetwork.mg (1734.213.3999 fb.com/fairfoodnetwork
1± info@fairfoodnetwork,org .1 @fairfoodnetwork
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, mushrooms, cut herbs and herb plants, and plants and
seeds that grow food producing plants. 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 for 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
FIN; 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.
j. No 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 for 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 records of the Grantee
Organization may be under review. FFN may, at its discretion, waive any financial penalty if there Is a
small margin of error (a variance equal to or less than 5%) with the reconciliation of Incentive tokens.
a. In the event of a token shortage, the Grantee Organization may be penalized at a cost equal to
the replacement value of the token shortage.
Double Up Food Bucks Farmers Market Grant Agreement 2018
2
1 March 2018
b. In the event of a token overage, the Grantee Organization will be penalized at a cost equal to
the cash value of the token overage. This can happen in two ways:
1. If the Grantee Organization does not initiate a 2019 grant agreement with FIN, funds
must be returned to FFN within one month of when both the Grantee Organization and
FFN have agreed upon a reconciliation statement.
ii. If the Grantee Organization initiates a 2019 grant agreement with FFN, funds will be
subtracted from the current grant agreement's rollover amount.
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 month 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 FIN 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
an electronic model, monitor all Incentive Loyalty reports.
b) lithe 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 FEN or a similar form with FIN
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 month after the Market's closing day,
c) Incentive Distribution to Customer
• The Grante_e Organization will oversee Incentive distribution to customers using SNAP at the Market.
poubk Up rood lucks Farmers Market Grant Agreement 2018 3
1 March 2018
• 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 an electronic model 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,
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
ill. 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?"
• FFN may 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:
i. Copy of a daily batch report from the Market's point-of-sale device for each market day
IL Monthly statement from EBT merchant processor
iii. Report from a SNAP processing application
Hi. Vendor Records indicating the cash value of Incentives 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
Double Up Food Bucks Farmers Market Grant Agreement 2018
4
1 March 2018
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
payment made to vendors, aligned with Incentive redemption documentation.
iii. If the Grantee Organization makes cash reimbursement payments for Incentive redemption
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:
Q2: 4/1/18-6/30/18
Q3: 7/1/18-9/30/18
Q4: 10/1/18-12/31/18
Ql: 1/1/18-3/31/19
Double lip Food Bucks Faimers Market Grant Agreement 2018
5
1 March 2018
Report Name Due Date Report Format
Quarterly Report One week after the close
of each quarter
Q2: 7/7/18
Q3: 10/7/18
Q4: 1/7/19
Ql: 4/7/19
Online via survey link posted in Market
Manager Portal of
www.DoubleUpFoodBucks.org .
Vendor Reimbursement
Records
One month after the
close of each quarter
Q2: 7131/18
Q3: 10/31/18
Q4: 1/31/19
Ql: 4/30/19
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 FFN with pre-
paid postage.
Market Manager Survey 12/1/18 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 Grantee Organization in one of the
following two methods as denoted on Page 1.
a) Single Payment: Funds will be released to the Grantee Organization in a single payment made by
a check; or
b) Scheduled Reimbursement: FFN will reimburse the Grantee Organization for the cash value of
Incentives spent by customers at the Market after the Organization submits complete and
accurate reports. 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 quarterly report from the Grantee Organization. FFN will process payments and
disburse funds on a quarterly schedule. Late reports will not be processed until the next
scheduled opportunity.
VIII. Violation of Agreement
If Grantee Organization violates any of its duties (including failing to make timely or accurate reportsl
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, FIN will have no further obligation to continue to fund the Grant.
Double Up Food Bucks Farmers Market Grant Agreement 2018 6
1 March 2018
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 he 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 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
480 Wilson Rd, Room 172
East Lansing, MI 48824
Or scanned and emailed directly:
To: foodaccess@mifma.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,
etot 4kiNde\-
Dr. Oran B. Hesterman
President and CEO
Double Up Food Bucks Farmers Market Grant Agreement 2018 7
1 March 2018
COUNTY OF OAKLAND I 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-18 F0110
EIN: 38-6004876
Farmers Market's: Oakland County Farmers Market
Authorized Representative of 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 non-profit exemption letter from IRS
Double lip knocl Bucks Fanners Market Giant Agreement 2018
8
1 March 2018
Double Up Food Bucks
Vendor Agreement (Token) - 2018
SIGNED CONTRACT MUST BE ON FILE PRIOR TO REIMBURSEMENT
This agreement by and between (Market Name) Oakland County Farmers Market
and (Vendor Business Name)
whose address is city
DOUBLE UP FOOD BUCKS'
FAIR
NOD
NETWORK
GROIN THE GOOD
state
zip phone email
is effective during the Double Up Food Bucks program season in 2018 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
Double Up Food Bucks
Vendor Agreement 2018- Token
.(MISC. #18240) FISCAL NOTE June 13, 2018
BY: Commissioner Thomas Middleton, Chairperson, Finance Committee
IN RE: PARKS AND RECREATION COMMISSION —2018 FAIR FOOD NETWORK DOUBLE UP FOOD
BUCKS GRANT 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 used 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, 2018 to March 31, 2019.
6. A budget amendment is not required.
1 ofnmissioner Thomas Middleton, District #4
Chairperson, Finance Committee
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
Resolution #18240 June 13, 2018
Moved by Hoffman supported by Zack the resolutions (with fiscal notes attached) on the amended
Consent Agenda be adopted (with accompanying reports being accepted).
AYES: Crawford, Fleming, Gershenson, Hoffman, Jackson, Kochenderfer, KowaII, Long,
McGillivray, Middleton, Quarles, Spisz, Taub, Tietz, 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).
I HEREBY APPROVE THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45.559A (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 13, 2018,
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 13th day of June, 2018.
Lisa Brown, Oakland County