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HomeMy WebLinkAboutResolutions - 1994.05.26 - 24238C SERVICES C9MM/ITTÉE (c -t . MISCELLANEOUS RESOLUTION 194169 May 26, 1994 BY: PUBLIC SERVICES COMMITTEE, LAWRENCE A,. °BRECHT, CHAIRPERSON IN RE: COMMUNITY DEVELOPMENT D1VISION--1994 EMERGENCY SHELTER GRANT (ESG) PROGRAM--CONTRACTS WITH SOUTH OAKLAND SHELTER (SOS), HELP AGAINST VIOLENT ENCOUNTERS NOW (HAVEN), LIGHTHOUSE OF OAKLAND COUNTY (PATH PROJECT), WOMEN'S SURVIVAL CENTER (SOJOURNER HOUSE PROJECT), THE SANCTUARY (A STEP FORWARD PROJECT), NEW BETHEL OUTREACH MINISTRY, AND PONTIAC RESCUE MISSION To the Oakland County Board of Commissioners Mr.Chairperson, Ladies, and Gentlemen: WHEREAS, homelessness is a serious national, state, and local problem; and WHEREAS, the Congress of the United States, recognizing this problem, passed the Stewart B. McKinney Homeless Assistance Act in 1987, and subsequent amendments; and WHEREAS, the U.S. Department of Housing and Urban Development (HUD), on March 10, 1994, awarded Oakland County an Emergency Shelter Grant formula allocation of $119,000 for the 1994 program year, to be allocated within 180 days of receipt; and WHEREAS, the receipt of ESG funds allows the County to contract with subrecipient homeless shelters to reimburse them for the overnight shelter, food, furnishings, and transportation services they provide to homeless clients, as well as the shelters' office and administrative expenses; and WHEREAS, seven shelters in Oakland County have applied for 1994 ESG funds: South Oakland Shelter (SOS), Help Against Violent Encounters Now (HAVEN), Lighthouse of Oakland County (PATH project), Women's Survival Center (SoJourner House project), The Sanctuary (A Step Forward project), New Bethel Outreach Ministry, and Pontiac Rescue Mission; and WHEREAS, each of these shelters have demonstrated needs for funding; and WHEREAS, the County wishes to enter into contracts with each of the seven shelters to provide them with 1994 ESG funds in the following amounts: South Oakland Shelter ($56,000); Help Against Violent Encounters Now (HAVEN ($10,500); Lighthouse of Oakland County (PATH) ($10,500); Women's Survival Center (SoJourner House) ($10,500); The Sanctuary (A Step Forward) ($10,500); New Bethel Outreach Ministry ($10,500); and Pontiac Rescue Mission ($10,500) [see attached contracts]; and WHEREAS, the Oakland County Citizens Advisory Council for Community Development has voted to approve the above funding amounts; and WHEREAS, the contracts have been reviewed and approved as to form by the Office of Corporation Counsel, the Personnel Division, the Department of Management and Budget, and the Risk Management Division in accordance with the County Executive's contract review procedure. NOW THEREFORE BE IT RESOLVED that the Chairperson of the Oakland County Board of Commissioners be authorized to execute the agreements with each of the above-mentioned homeless shelters in the combined sum of $119,000. Mr. Chairperson, on behalf of the Public Services Committee, I move adoption of the foregoing resolution. Lawrence A. Obrecht, Chairperson 1994 OAKLAND COUNTY EMERGENCY SHELTER GRANT (ESG) PROGRAM CONTRACT BETWEEN THE COUNTY OF OAKLAND AND SOUTH OAKLAND SHELTER PREAMBLE 1.01. This contract is made on the first day of July, 1994, between South Oakland Shelter, hereinafter designated as the Shelter, having its principal office at 431 North Main Street, Royal Oak, Michigan 48067, and the County of Oakland, Division of Community Development, hereinafter designated as the County, having its principal office at Executive Office Building, Room 112, 1200 North Telegraph Road . Pontiac, Michigan, 48341-0414, 1.02 The effective dates of this contract shall be from July 1, 1994 to June 30, 1995, and any such additional periods to which the County shall agree. PURPOSE 2.01 The purpose of this contract is to provide reimbursements to homeless shelters for expenses incurred while sheltering and assisting homeless persons within the parameters of the Stewart B. McKinney Homeless Assistance Act (PL 100-77), and as amended. Funds provided by the County under this legislation shall be subsequently referred to as ESG funds. 2.02 The Oakland County Emergency Shelter Grant Program's primary objectives are: (A) The provision of essential services to the homeless, including medical assistance, counseling, drug abuse prevention services, and food (not to exceed 30 percent of this contract); (B) Maintenance and operation of homeless shelters, including the payment of insurance, rent, cleaning fees, security services, office and shelter supplies, and purchase of equipment within the parameters of federal guidelines; and (C) The payment of shelter staff costs for operations (i.e., wages of shelter staff on shelter business). This is limited to 10 percent of this contract. 2.03 In consideration of the mutual covenants and promises contained herein, the County and the Shelter agree as follows. RESPONSIBILITIES OF THE SHELTER 3.01 The Shelter shall carry out specific activities with ESG funds within the parameters listed in sections 2.01 and 2.02. The Shelter shall provide a funding allocation plan as Attachment A of this contract, which plan is incorporated by reference in this contract. 3.02 The Shelter shall submit reimbursement requests which contain a cover letter specifying the amount and items for which reimbursement is requested, copies of the bills for each item, and copies of the cancelled checks with which each item was paid. Each reimbursement request shall be accompanied by a Matching Funds Report (see Attachment B) and matching funds documentation, such as volunteer timesheets, at least equal in value to the amount of reimbursement requested. See Attachment C for the definition of matching funds in the Emergency Shelter Grant Program. A 3.03 The Shelter shall provide the County with demographic information regarding shelter clients or other Shelter information pertinent to this Contract at the request of the County. 3.04 The Shelter shall maintain its financial records such that Oakland County ESG funds are separated from other grant accounts and a clear record of expense and expenditure is available. 3.05 The shelter shall follow the provisions of US Office of Management and Budget (OMB) Circular A-133, Audits of Institutions of Higher Education and Other Nonprofit Organizations. The shelter certifies that it has received a copy of this Circular by signing this contract. 3.06 In compliance with Office of Management and Budget (OMB) Circular A-122, Cost Principles for Nonprofit Organizations, the Shelter shall secure prior approval from the County for the purchase of any equipment or furnishings, to be purchased with Oakland County ESG funds, having a useful life of more than two years and an acquisition cost of $500 or more per unit. 3.07 The Shelter shall allow the County and the US Department of Housing and Urban Development to conduct audits and/or program monitoring in connection with the performance and administration of this contract. 3.Q8 The Shelter shall comply with all applicable laws, ordinances, codes, and regulations of the federal. state, and local Governments. RESPONSIBILITIES OF THE COUNTY 4.01 The County shall pay the shelter a sum not to exceed $56,000 as a reimbursement for allowable expenses under the Emergency Shelter Grant Program. The County shall only reimburse the Shelter for categories of items allowable under the Oakland County Emergency Shelter Grant Program and listed in the Shelter's funding allocation plan. The County will reimburse the Shelter only upon receipt of a request in the form specified in section 3.02 of this contract. PROHIBITION OF DISCRIMINATION 5.01, Neither party shall discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of employment because of race, color, sex, height, weight, family status, or marital status in accordance with state or federal law. 5.02 The parties shall comply with the Michigan Handicappers Civil Rights Act (1976 PA 220) and the Federal Rehabilitation Act of 1973, which states that no person, by reason of handicap, will be excluded from, denied the benefits of, or be subject to discrimination under any activity or program receiving federal financial assistance. 5.03 No person shall, on the grounds of race, creed, color, sex, age, national origin, height, weight. handicap, family status, or marital status be excluded from participation in, denied the proceeds of, or subject to discrimination in the performance of this contract, in accordance with state and federal law. 2 , PROHIBITION OF POLITICAL ACTIVITY 6.01 None of the funds, materials, property, or services contributed by the County to the Shelter under this contract shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office. PROHIBITION OF RELIGIOUS ACTIVITY 7.01 There shall be no religious worship, instruction, or proselytization as part of, or in connection with. the performance of this contract. DRUG- AND ALCOHOL-FREE FACILITIES 8.01 The Shelter shall administer, in good faith, a policy designed to ensure that the Shelter is free from the illegal use, possession, or distribution of drugs and/or alcohol by its beneficiaries. 8.02 The Shelter, in compliance with the Drug-Free Workplace Act, will prominently post a drug-free workplace policy statement identical, or substantially equivalent, to the model statement included as Attachment E of this contract. INVOLVEMENT OF HOMELESS BENEFICIARIES IN SHELTER OPERATIONS 9.01 The Shelter shall, to the maximum extent practicable, involve homeless beneficiaries in constructing, renovating, maintaining, and operating the Shelter and in providing services for Shelter occupants. TERMINATION OF ASSISTANCE 10.01 The Shelter shall have a formal, written procedure in place for termination of assistance to homeless clients due to violation of Shelter rules. GENERAL CONTRACT PROVISIONS 11.01 This contract constitutes the entire agreement between the County and the Shelter with regards to the Emergency Shelter Grant Program, program year 1994 funds, and there are no further agreements, oral or written, with respect hereto. 11.02 No assignment or delegation of this contract shall be made, in whole or part, without the written consent of the County being first obtained. 11.03 Either party may, at any time during the life of this contract or any extension thereof, terminate the contract by giving thirty days' written notice. Notices to the Shelter shall be addressed to 431 North Main Street, Royal Oak, Michigan 48067, and notices to the County will be addressed to the Community Development Division, EOB Room 112, 1200 North Telegraph Road, Pontiac, MI 48341-0414. 11.04 The Shelter shall indemnify, defend, and hold harmless the County, its officials, volunteers, boards, commissions, and agents against any and all expense and liability arising from any act. omission, or negligence of the Shelter. 11.05 In the event the Shelter becomes involved in, or is threatened with, litigation relative to this contract and project, the Shelter shall immediately notify the County and the County may enter into such litigation to protect the interests of the County as they may appear. 11.06 The Shelter shall maintain, during the life of this contract, and any extension thereof, the following insurance coverage: (A) Worker's Compensation meeting Michigan statutory requirements and Employer's Liability with a minimum limit of $100,000 each accident; (B) A Comprehensive General Liability policy with a minimum combined single limit of $500,000 per occurrence for bodily injury or property damage. This policy shall include contractual and personal injury coverage. (C) Automobile Liability in accordance with Michigan no-fault laws with a minimum combined single limit of $300,000 per occurrence for bodily injury and property damage. Coverage shall include owned, non-owned, and hired automobiles. Insurance will be maintained with a well-rated insurance company, licensed in the State of Michigan and acceptable to Oakland County Risk Management. The contractor is responsible for all premiums, deductibles, co-payments, uncovered losses, and losses in excess of valid coverages required to be maintained by the contractor. 11 07 Certificates evidencing the required insurance coverage and subsequent renewals must be presented to, and approved by, the County prior to any services under this contract. Evidence of renewal of expiring coverage must also be submitted to, and approved by, Oakland County prior to such expiration date. Certificates must provide for thirty day written notice to the certificate holder of cancellation of contractor's coverage. 11.08 The relationship of the Shelter to the County shall be that of an independent contractor. No partnership, association, or joint enterprise shall arise between the parties hereto as a result of any provision of this contract, nor shall any provision herein be construed as making an employee of the shelter an agent or employee of the County. 11.09 The Shelter shall notify the County, in writing, of its intent to pursue a claim against the County for breach of any of the terms of this contract. No suit may be commenced by the Shelter for breach of this contract prior to the expiration of ninety days from the date of such notification. Within this ninety-day period, the Shelter, at the request of the County, must meet with an appointed representative of the County for purposes of attempting to resolve the dispute. ATTACHMENTS 12.01 The following attachments are appended to, and incorporated within, this contract: Attachment A—Shelters Funding Allocation Plan Attachment B--Matching Funds Report Attachment C--Definition of Matching Funds Attachment D--Shelters Matching Funds Certification Attachment E--Model Drug-Free Workplace Policy Statement 4 IN WITNESS THEREOF. the Shelter and the County have executed this contract as of the date first written above SOUTH OAKLAND SHELTER THE COUNTY OF OAKLAND BY BY: POSITION: POSITION: DATE: DATE: ATTEST ATTEST: DATE: DATE: 5 ATTACHMENT A 1994 OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM SOUTH OAKLAND SHELTER'S FUNDING ALLOCATION PLAN ESSENTIAL SERVICES South Oakland Shelter, in accordance with Emergency Shelter Grant guidelines, will spend no more than 30 percent of its total grant on essential services. These include, but are not limited to, counseling, education, food, medical supplies, and transportation. TOTAL ALLOCATION FOR ESSENTIAL SERVICES OPERATIONS AND MAINTENANCE South Oakland Shelter can spend up to 100 percent of its grant on this expense category, which includes, but is not limited to, insurance, utilities, cleaning expenses, telephone bills, furnishings, office supplies, and security services. TOTAL ALLOCATION FOR OPERATIONS AND MAINTENANCE ADMINISTRATION South Oakland Shelter may spend up to 10 percent of its grant on administrative expenses (salary of shelter staff). TOTAL ALLOCATION FOR ADMINISTRATION TOTAL GRANT TO SOUTH OAKLAND SHELTER BY: POSITION: DATE: ATTEST: DATE: ATTACHMENT B OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM MATCHING FUNDS REPORT ATTACH SUPPORTING DOCUMENTATION FOR LINES 6a-e (TIME SHEETS, VALUE COMPUTATIONS, ETC.) TO THIS REPORT 1. Name of Shelter 2. Contact Person 3. Telephone 4. Date of Reimbursement Request 5. Amount of Reimbursement Request 6. Matching funds to be used for this Reimbursement Request: A. Volunteer Time (calculate at $5.00/hour) B. Salary paid to staff of shelter (do not use salary reimbursed through ESG as match) C. Value of donated material/ building* D. Value of building lease* E. Total match (must equal or exceed line 5) I certify that the information in this report is true and accurate to the best of my knowledge and that funds used to match this grant (amounts shown on lines 6a-e) have not been used to match any other Emergency Shelter Grant from Oakland County or any other jurisdiction. Signature Title Date *Oakland County will determine the value of any donated material or building, or any lease, using any method reasonably calculated to establish a fair market value. The shelter, by submitting this report. agrees that Oakland County's calculation of value of items in lines 6c and 6d shall be final. THIS REPORT MUST BE SUBMITTED WITH EACH REIMBURSEMENT REQUEST OR THE SHELTER SHALL NOT BE REIMBURSED, IN ACCORDANCE WITH THE CONTRACT BETWEEN THE SHELTER AND THE COUNTY. ATTACHMENT C EXPLANATION OF MATCHING FUNDS FROM EMERGENCY SHELTER GRANT REGULATIONS AT 24 CFR 576.71 (a) AND (b) (a) General. Each grantee must match the funding provided by HUD under this Part with an equal amount of funds from sources other than under this part. These funds must be provided after the date of the grant award to the grantee. Funds used to match a previous ESG grant may not be used to match a subsequent grant award under this part. A grantee may comply with this requirement by providing the supplemental funds itself, or through supplemental funds or voluntary efforts provided by any state recipient or non profit recipient (as appropriate). (b) Calculating the matching amount. In calculating the amount of matching funds, there may be included the value of any donated material or building; the value of any lease on a building; any salary paid to staff of the grantee or to any State recipient or nonprofit recipient (as appropriate) in carrying out the emergency shelter program:* and the time and services contributed by volunteers to carry out the emergency shelter program, determined at the rate of $5 per hour. For purposes of this paragraph (b), the grantee will determine the value of any donated material or building, or any lease, using any method reasonably calculated to establish a fair market value. *NOTE: The shelter recipient may not use salary reimbursed by the Oakland County ESG program as a match. For instance, if you request reimbursement for Jane Doe's salary for the month of July, 1994, you may not also use her salary for July,1994 as a match. ATTACHMENT D OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM SOUTH OAKLAND SHELTER'S MATCHING FUNDS CERTIFICATION In accordance with federal regulations at 24 CFR 576.71 (a) and (b) and the provisions of this contract, South Oakland Shelter (SOS) as the subgrantee shelter provider agrees to match all ESG funds received with an equal amount of matching funds. The shelter also agrees to provide documentation of its matching funds each time it submits a reimbursement request to the county as specified in this contract. Shelter Director Date Attest Date ATTACHMENT E OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM MODEL DRUG-FREE WORKPLACE POLICY STATEMENT The federal Drug-Free Workplace Act of 1988 imposes certain requirements on and its employees as recipients of federal grant funds. supports the purpose and goals of the act and by this policy, announces its intention to comply with this act and make continuing "good faith" efforts to provide a drug-free workplace. Therefore, it is the policy of that any unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance in the workplace is strictly prohibited. All employees of must abide by the terms of this policy and must notify their manager of any criminal drug statute conviction no later than five days after such conviction. Employees violating this policy are subject to appropriate personnel/disciplinary action, up to and including termination, and/or other remedial measures as the individual circumstances warrant. is committed to maintaining a drug-free workplace. All employees are expected to cooperate and give this policy their full support. 1994 OAKLAND COUNTY EMERGENCY SHELTER GRANT (ESG) PROGRAM CONTRACT BETWEEN THE COUNTY OF OAKLAND AND HELP AGAINST VIOLENT ENCOUNTERS NOW (HAVEN) PREAMBLE 1.01. This contract is made on the first day of July, 1994, between Help Against Violent Encounters Now (HAVEN), hereinafter designated as the Shelter, having its principal office at 92 Whittemore Street, Pontiac, Michigan 48342, and the County of Oakland, Division of Community Development, hereinafter designated as the County, having its principal office at Executive Office Building, Room 112, 1200 North Telegraph Road , Pontiac, Michigan, 48341-0414. 1.02 The effective dates of this contract shall be from July 1, 1994 to June 30, 1995, and any such additional periods to which the County shall agree. PURPOSE 2.01 The purpose of this contract is to provide reimbursements to homeless shelters for expenses incurred while sheltering and assisting homeless persons within the parameters of the Stewart B. McKinney Homeless Assistance Act (PL 100-77), and as amended. Funds provided by the County under this legislation shall be subsequently referred to as ESG funds. 2.02 The Oakland County Emergency Shelter Grant Program's primary objectives are: (A) The provision of essential services to the homeless , including medical assistance, counseling, drug abuse prevention services, and food (not to exceed 30 percent of this contract); (B) Maintenance and operation of homeless shelters, including the payment of insurance, rent, cleaning fees, security services, office and shelter supplies, and purchase of equipment within the parameters of federal guidelines; and (C) The payment of shelter staff costs for operations (i.e., wages of shelter staff on shelter business). This is limited to 10 percent of this contract. 2.03 In consideration of the mutual covenants and promises contained herein, the County and the Shelter agree as follows. RESPONSIBILITIES OF THE SHELTER 301 The Shelter shall carry out specific activities with ESG funds within the parameters listed in sections 2.01 and 2.02. The Shelter shall provide a funding allocation plan as Attachment A of this contract, which plan is incorporated by reference in this contract. 3.02 The Shelter shall submit reimbursement requests which contain a cover letter specifying the amount and items for which reimbursement is requested, copies of the bills for each item, and copies of the cancelled checks with which each item was paid. Each reimbursement request shall be accompanied by a Matching Funds Report (see Attachment B) and matching funds documentation, such as volunteer timesheets, at least equal in value to the amount of reimbursement requested. See Attachment C for the definition of matching funds in the Emergency Shelter Grant Program. f 3.03 The Shelter shall provide the County with demographic information regarding shelter clients or other Shelter information pertinent to this Contract at the request of the County. 3.04 The Shelter shall maintain its financial records such that Oakland County ESG funds are separated from other grant accounts and a clear record of expense and expenditure is available. 3.05 The shelter shall follow the provisions of US Office of Management and Budget (OMB) Circular A-133. Audits of Institutions of Higher Education and Other Nonprofit Organizations. The shelter certifies that it has received a copy of this Circular by signing this contract, 3.06 In compliance with Office of Management and Budget (OMB) Circular A-122, Cost Principles for Nonprofit Organizations. the Shelter shall secure prior approval from the County for the purchase of any equipment or furnishings, to be purchased with Oakland County ESG funds, having a useful life of more than two years and an acquisition cost of 8500 or more per unit. 3.07 The Shelter shall allow the County and the US Department of Housing and Urban Development to conduct audits and/or program monitoring in connection with the performance and administration of this contract. 3.08 The Shelter shall comply with all applicable laws, ordinances, codes, and regulations of the federal. state, and local Governments. RESPONSIBILITIES OF THE COUNTY 4,01_ The County shall pay the shelter a sum not to exceed $10,500 as a reimbursement for allowable expenses under the Emergency Shelter Grant Program. The County shall only reimburse the Shelter for categories of items allowable under the Oakland County Emergency Shelter Grant Program and listed in the Shelter's funding allocation plan. The County will reimburse the Shelter only upon receipt of a request in the form specified in section 3.02 of this contract. PROHIBITION OF DISCRIMINATION 5.01 Neither party shall discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of employment because of race, color, sex, height, weight, family status, or marital status in accordance with state or federal law. 5.02 The parties shall comply with the Michigan Handicappers Civil Rights Act (1976 PA 220) and the Federal Rehabilitation Act of 1973, which states that no person, by reason of handicap, will be excluded from, denied the benefits of, or be subject to discrimination under any activity or program receiving federal financial assistance. 503 No person shall, on the grounds of race, creed, color, sex, age, national origin, height, weight, handicap, family status, or marital status be excluded from participation in, denied the proceeds of, or subject to discrimination in the performance of this contract, in accordance with state and federal law. PROHIBITION OF POLITICAL ACTIVITY 6.01 None of the funds, materials, property, or services contributed by the County to the Shelter under this contract shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office. PROHIBITION OF RELIGIOUS ACTIVITY 7.01 There shall be no religious worship, instruction, or proselytization as part of, or in connection with. the performance of this contract. DRUG- AND ALCOHOL-FREE FACILITIES 8.01 The Shelter shall administer, in good faith, a policy designed to ensure that the Shelter is free from the illegal use. possession, or distribution of drugs and/or alcohol by its beneficiaries. 8.02 The Shelter, in compliance with the Drug-Free Workplace Act, will prominently post a drug-free workplace policy statement identical, or substantially equivalent, to the model statement included as Attachment E of this contract. INVOLVEMENT OF HOMELESS BENEFICIARIES IN SHELTER OPERATIONS 9.01 The Shelter shall, to the maximum extent practicable, involve homeless beneficiaries in constructing, renovating, maintaining, and operating the Shelter and in providing services for Shelter occupants. TERMINATION OF ASSISTANCE 10.01 The Shelter shall have a formal, written procedure in place for termination of assistance to homeless clients due to violation of Shelter rules. GENERAL CONTRACT PROVISIONS 11 01 This contract constitutes the entire agreement between the County and the Shelter with regards to the Emergency Shelter Grant Program, program year 1994 funds, and there are no further agreements, oral or written, with respect hereto. 11.02 No assignment or delegation of this contract shall be made, in whole or part, without the written consent of the County being first obtained. 11.03 Either party may, at any time during the life of this contract or any extension thereof, terminate the contract by giving thirty days written notice. Notices to the Shelter shall be addressed to 92 Whittemore Street, Pontiac, Michigan 48342, and notices to the County will be addressed to the Community Development Division, EOB Room 112, 1200 North Telegraph Road, Pontiac, MI 48341-0414. 11.04 The Shelter shall indemnify, defend, and hold harmless the County, its officials, volunteers, boards, commissions, and agents against any and all expense and liability arising from any act, omission. or negligence of the Shelter. 11.05 In the event the Shelter becomes involved in, or is threatened with, litigation relative to this contract and project, the Shelter shall immediately notify the County and the County may enter into such litigation to protect the interests of the County as they may appear. 11.08 The Shelter shall maintain, during the life of this contract, and any extension thereof, the following insurance coverage: (A) Worker's Compensation meeting Michigan statutory requirements and Employer's Liability with a minimum limit of $100,000 each accident; (B) A Comprehensive General Liability policy with a minimum combined single limit of $500,000 per occurrence for bodily injury or property damage. This policy shall include contractual and personal injury coverage. (C) Automobile Liability in accordance with Michigan no-fault laws with a minimum combined single limit of $300,000 per occurrence for bodily injury and property damage. Coverage shall include owned, non-owned, and hired automobiles. Insurance will be maintained with a well-rated insurance company, licensed in the State of Michigan and acceptable to Oakland County Risk Management. The contractor is responsible for all premiums, deductibles, co-payments, uncovered losses, and losses in excess of valid coverages required to be maintained by the contractor. 11.07 Certificates evidencing the required insurance coverage and subsequent renewals must be presented to, and approved by, the County prior to any services under this contract. Evidence of renewal of expiring coverage must also be submitted to, and approved by, Oakland County prior to such expiration date. Certificates must provide for thirty day written notice to the certificate holder of cancellation of contractor's coverage. 11.08 The relationship of the Shelter to the County shall be that of an independent contractor. No partnership, association, or joint enterprise shall arise between the parties hereto as a result of any provision of this contract, nor shall any provision herein be construed as making an employee of the shelter an agent or employee of the County. 11.09 The Shelter shall notify the County, in writing, of its intent to pursue a claim against the County for breach of any of the terms of this contract. No suit may be commenced by the Shelter for breach of this contract prior to the expiration of ninety days from the date of such notification. Within this ninety-day period, the Shelter, at the request of the County, must meet with an appointed representative of the County for purposes of attempting to resolve the dispute. ATTACHMENTS 12 01 The following attachments are appended to, and incorporated within, this contract: Attachment A—Shelters Funding Allocation Plan Attachment B--Matching Funds Report Attachment C--Definition of Matching Funds Attachment 0—Shelter's Matching Funds Certification Attachment E--Model Drug-Free Workplace Policy Statement IN WITNESS THEREOF, the Shelter and the County have executed this contract as of the date first written above. HELP AGAINST VIOLENT ENCOUNTERS NOW (HAVEN) THE COUNTY OF OAKLAND BY . BY: POSITION . POSITION: DATE: DATE. ATTEST. ATTEST: DATE DATE: ATTACHMENT A 1994 OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM HELP AGAINST VIOLENT ENCOUNTERS NOWS (HAVEN'S) FUNDING ALLOCATION PLA N ESSENTIAL SERVICES HAVEN, in accordance with Emergency Shelter Grant guidelines, will spend no more than 30 percent of its total grant on essential services. These include, but are not limited to, counseling, education, food, medical supplies, and transportation, TOTAL ALLOCATION FOR ESSENTIAL SERVICES OPERATIONS AND MAINTENANCE HAVEN can spend up to 100 percent of its grant on this expense category, which includes, but is not limited to. insurance, utilities, cleaning expenses, telephone bills, furnishings, office supplies, and security services. TOTAL ALLOCATION FOR OPERATIONS AND MAINTENANCE ADMINISTRATION HAVEN may spend up to 10 percent of its grant on administrative expenses (salary of shelter staff). TOTAL ALLOCATION FOR ADMINISTRATION TOTAL GRANT TO HAVEN BY: POSITION: DATE: ATTEST: DATE: ATTACHMENT B OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM MATCHING FUNDS REPORT ATTACH SUPPORTING DOCUMENTATION FOR LINES 6a-e (TIME SHEETS, VALUE COMPUTATIONS, ETC.) TO THIS REPORT 1 Name of Shelter 2. Contact Person 3. Telephone 4. Date of Reimbursement Request 5. Amount of Reimbursement Request 6. Matching funds to be used for this Reimbursement Request: A. Volunteer Time (calculate at $5.00/hour) B. Salary paid to staff of shelter (do not use salary reimbursed through ESG as match) C. Value of donated material/ building* D. Value of building lease* E. Total match (must equal or exceed line 5) I certify that the information in this report is true and accurate to the best of my knowledge and that funds used to match this grant (amounts shown on lines 6a-e) have not been used to match any other Emergency Shelter Grant from Oakland County or any other jurisdiction. Signature Title Date *Oakland County will determine the value of any donated material or building, or any lease, using any method reasonably calculated to establish a fair market value. The shelter, by submitting this report, agrees that Oakland County's calculation of value of items in lines 6c and 6d shall be final. THIS REPORT MUST BE SUBMITTED WITH EACH REIMBURSEMENT REQUEST OR THE SHELTER SHALL NOT BE REIMBURSED, IN ACCORDANCE WITH THE CONTRACT BETWEEN THE SHELTER AND THE COUNTY. ATTACHMENT C EXPLANATION OF MATCHING FUNDS FROM EMERGENCY SHELTER GRANT REGULATIONS AT 24 CFR 576.71 (a) AND (b) (a) General. Each grantee must match the funding provided by HUD under this Part with an equal amount of funds from sources other than under this part. These funds must be provided after the date of the grant award to the grantee. Funds used to match a previous ESG grant may not be used to match a subsequent grant award under this part. A grantee may comply with this requirement by providing the supplemental funds itself, or through supplemental funds or voluntary efforts provided by any state recipient or non profit recipient (as appropriate). (b) Calculating the matching amount. In calculating the amount of matching funds, there may be included the value of any donated material or building; the value of any lease on a building; any salary paid to staff of the grantee or to any State recipient or nonprofit recipient (as appropriate) in carrying out the emergency shelter program:* and the time and services contributed by volunteers to carry out the emergency shelter program, determined at the rate of $5 per hour. For purposes of this paragraph (b), the grantee will determine the value of any donated material or building, or any lease, using any method reasonably calculated to establish a fair market value. *NOTE: The shelter recipient may not use salary reimbursed by the Oakland County ESG program as a match. For instance, if you request reimbursement for Jane Doe's salary for the month of July, 1994, you may not also use her salary for July,1994 as a match. ATTACHMENT D OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM HAVEN'S MATCHING FUNDS CERTIFICATION In accordance with federal regulations at 24 CFR 576.71 (a) and (b) and the provisions of this contract, Help Against Violent Encounters Now (HAVEN) as the subgrantee shelter provider agrees to match all ESG funds received with an equal amount of matching funds. The shelter also agrees to provide documentation of its matching funds each time it submits a reimbursement request to the county as specified in this contract. Shelter Director Date Attest Date ATTACHMENT E OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM MODEL DRUG-FREE WORKPLACE POLICY STATEMENT The federal Drug-Free Workplace Act of 1988 imposes certain requirements on and its employees as recipients of federal grant funds. supports the purpose and goals of the act and by this policy. announces its intention to comply with this act and make continuing "good faith" efforts to provide a drug-free workplace. Therefore, it is the policy of that any unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance in the workplace is strictly prohibited. All employees of must abide by the terms of this policy and must notify their manager of any criminal drug statute conviction no later than five days after such conviction. Employees violating this policy are subject to appropriate personnel/disciplinary action, up to and including termination, and/or other remedial measures as the individual circumstances warrant. is committed to maintaining a drug-free workplace. All employees are expected to cooperate and give this policy their full support. 1994 OAKLAND COUNTY EMERGENCY SHELTER GRANT (ESG) PROGRAM CONTRACT BETWEEN THE COUNTY OF OAKLAND AND LIGHTHOUSE OF OAKLAND COUNTY (PATH PROJECT) PREAMBLE 1.01 This contract is made on the first day of July, 1994, between Lighthouse of Oakland County. and specifically its Pontiac Area Transitional Housing (PATH) project, hereinafter designated as the Shelter, having its principal office at 109 Williams Street, PO Box 430425, Pontiac, Michigan 48343, and the County of Oakland, Division of Community Development, hereinafter designated as the County, having its principal office at Executive Office Building, Room 112, 1200 North Telegraph Road, Pontiac, Michigan, 48341-0414 1.02 The effective dates of this contract shall be from July 1, 1994 to June 30, 1995, and any such additional periods to which the County shall agree. PURPOSE 2.01 The purpose of this contract is to provide reimbursements to homeless shelters for expenses incurred while sheltering and assisting homeless persons within the parameters of the Stewart B. McKinney Homeless Assistance Act (PL 100-77), and as amended. Funds provided by the County under this legislation shall be subsequently referred to as ESG funds. 2.02 The Oakland County Emergency Shelter Grant Program's primary objectives are: (A) The provision of essential services to the homeless, including medical assistance, counseling, drug abuse prevention services, and food (not to exceed 30 percent of this contract); (B) Maintenance and operation of homeless shelters, including the payment of insurance, rent, cleaning fees, security services, office and shelter supplies, and purchase of equipment within the parameters of federal guidelines; and (C) The payment of shelter staff costs for operations (i.e., wages of shelter staff on shelter business). This is limited to 10 percent of this contract. 2.03 In consideration of the mutual covenants and promises contained herein, the County and the Shelter agree as follows. RESPONSIBILITIES OF THE SHELTER 3.01 The Shelter shall carry out specific activities with ESG funds within the parameters listed in sections 2.01 and 2.02. The Shelter shall provide a funding allocation plan as Attachment A of this contract, which plan is incorporated by reference in this contract. 3.02 The Shelter shall submit reimbursement requests which contain a cover letter specifying the amount and items for which reimbursement is requested, copies of the bills for each item, and copies of the cancelled checks with which each item was paid. Each reimbursement request shall be accompanied by a Matching Funds Report (see Attachment B) and matching funds documentation, such as volunteer timesheets, at least equal in value to the amount of reimbursement requested. See Attachment C for the definition of matching funds in the Emergency Shelter Grant Program. ,.• 3.03 The Shelter shall provide the County with demographic information regarding shelter clients or other Shelter information pertinent to this Contract at the request of the County. 3.04 The Shelter shall maintain its financial records such that Oakland County ESG funds are separated from other grant accounts and a clear record of expense and expenditure is available. 3.05 The shelter shall follow the provisions of US Office of Management and Budget (OMB) Circular A-133, Audits of Institutions of Higher Education and Other Nonprofit Organizations, The shelter certifies that it has received a copy of this Circular by signing this contract. 3.06 In compliance with Office of Management and Budget (OMB) Circular A-122, Cost Principles for Nonprofit Organizations, the Shelter shall secure prior approval from the County for the purchase of any equipment or furnishings, to be purchased with Oakland County ESG funds, having a useful life of more than two years and an acquisition cost of $500 or more per unit. 3.07 The Shelter shall allow the County and the US Department of Housing and Urban Development to conduct audits and/or program monitoring in connection with the performance and administration of this contract. 3.08 The Shelter shall comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local Governments. RESPONSIBILITIES OF THE COUNTY 4,01 The County shall pay the shelter a sum not to exceed $10,500 as a reimbursement for allowable expenses under the Emergency Shelter Grant Program. The County shall only reimburse the Shelter for categories of items allowable under the Oakland County Emergency Shelter Grant Program and listed in the Shelter's funding allocation plan. The County will reimburse the Shelter only upon receipt of a request in the form specified in section 3.02 of this contract. PROHIBITION OF DISCRIMINATION 5.01 Neither party shall discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of employment because of race, color, sex, height, weight, family status, or marital status in accordance with state or federal law. 5.02 The parties shall comply with the Michigan Handicappers Civil Rights Act (1976 PA 220) and the Federal Rehabilitation Act of 1973, which states that no person, by reason of handicap, will be excluded from denied the benefits of, or be subject to discrimination under any activity or program receiving federal financial assistance, 5.03 No person shall, on the grounds of race, creed, color, sex, age, national origin, height, weight, handicap, family status, or marital status be excluded from participation in, denied the proceeds of. or subject to discrimination in the performance of this contract, in accordance with state and federal law. PROHIBITION OF POLITICAL ACTIVITY 6.01 None of the funds, materials, property, or services contributed by the County to the Shelter under this contract shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office. PROHIBITION OF RELIGIOUS ACTIVITY 7.01 There shall be no religious worship, instruction, or proselytization as part of, or in connection with, the performance of this contract DRUG- AND ALCOHOL-FREE FACILITIES 8,01 The Shelter shall administer, in good faith, a policy designed to ensure that the Shelter is free from the illegal use, possession, or distribution of drugs and/or alcohol by its beneficiaries. 8.02 The Shelter, in compliance with the Drug-Free Workplace Act, will prominently post a drug-free workplace policy statement identical, or substantially equivalent, to the model statement included as Attachment E of this contract. INVOLVEMENT OF HOMELESS BENEFICIARIES IN SHELTER OPERATIONS 9.01 The Shelter shall, to the maximum extent practicable, involve homeless beneficiaries in constructing, renovating, maintaining, and operating the Shelter and in providing services for Shelter occupants. TERMINATION OF ASSISTANCE 10.01 The Shelter shall have a formal, written procedure in place for termination of assistance to homeless clients due to violation of Shelter rules. GENERAL CONTRACT PROVISIONS 11.01 This contract constitutes the entire agreement between the County and the Shelter with regards to the Emergency Shelter Grant Program, program year 1994 funds, and there are no further agreements, oral or written, with respect hereto. 11.02 No assignment or delegation of this contract shall be made, in whole or part, without the written consent of the County being first obtained. 11.03 Either party may, at any time during the life of this contract or any extension thereof, terminate the contract by giving thirty days' written notice. Notices to the Shelter shall be addressed to 109 Williams Street, PO Box 430425, Pontiac, Michigan 48343, and notices to the County will be addressed to the Community Development Division, EOB Room 112, 1200 North Telegraph Road, Pontiac, MI 48341-0414. 11.04 The Shelter shall indemnify, defend, and hold harmless the County, its officials, volunteers, boards, 3 commissions, and agents against any and all expense and liability arising from any act, omission. or negligence of the Shelter. 11.05 In the event the Shelter becomes involved in, or is threatened with, litigation relative to this contract and project, the Shelter shall immediately notify the County and the County may enter into such litigation to protect the interests of the County as they may appear. 11.06 The Shelter shall maintain, during the life of this contract, and any extension thereof, the following insurance coverage: (A) Worker's Compensation meeting Michigan statutory requirements and Employer's Liability with a minimum limit of $100,000 each accident; (B) A Comprehensive General Liability policy with a minimum combined single limit of $500,000 per occurrence for bodily injury or property damage. This policy shall include contractual and personal injury coverage. (C) Automobile Liability in accordance with Michigan no-fault laws with a minimum combined single limit of $300,000 per occurrence for bodily injury and property damage. Coverage shall include owned, non-owned, and hired automobiles. Insurance will be maintained with a well-rated insurance company, licensed in the State of Michigan and acceptable to Oakland County Risk Management. The contractor is responsible for all premiums. deductibles, co-payments, uncovered losses, and losses in excess of valid coverages required to be maintained by the contractor, 11.07 Certificates evidencing the required insurance coverage and subsequent renewals must be presented to, and approved by, the County prior to any services under this contract. Evidence of renewal of expiring coverage must also be submitted to, and approved by, Oakland County prior to such expiration date. Certificates must provide for thirty day written notice to the certificate holder of cancellation of contractor's coverage. 11.08 The relationship of the Shelter to the County shall be that of an independent contractor. No partnership, association, or joint enterprise shall arise between the parties hereto as a result of any provision of this contract, nor shall any provision herein be construed as making an employee of the shelter an agent or employee of the County, 11 09 The Shelter shall notify the County, in writing, of its intent to pursue a claim against the County for breach of any of the terms of this contract. No suit may be commenced by the Shelter for breach of this contract prior to the expiration of ninety days from the date of such notification. Within this ninety-day period, the Shelter, at the request of the County, must meet with an appointed representative of the County for purposes of attempting to resolve the dispute. ATTACHMENTS 12.01 The following attachments are appended to, and incorporated within, this contract: Attachment A—Shelters Funding Allocation Plan Attachment B—Matching Funds Report Attachment C--Definition of Matching Funds Attachment 0--Shelter's Matching Funds Certification Attachment E--Model Drug-Free Workplace Policy Statement 4 IN WITNESS THEREOF, the Shelter and the County have executed this contract as of the date first written above. LIGHTHOUSE OF OAKLAND COUNTY THE COUNTY OF OAKLAND BY. BY: POSITION: POSITION: DATE: DATE: ATTEST ATTEST DATE DATE. 5 ATTACHMENT A 1994 OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM LIGHTHOUSE OF OAKLAND COUNTY INC'S FUNDING ALLOCATION PLAN FOR ITS PONTIAC AREA TRANSITIONAL HOUSING (PATH) PROJECT ESSENTIAL SERVICES Lighthouse of Oakland County (PATH project) , in accordance with Emergency Shelter Grant guidelines, will spend no more than 30 percent of its total grant on essential services. These include, but are not limited to, counseling, education, food, medical supplies, and transportation. TOTAL ALLOCATION FOR ESSENTIAL SERVICES OPERATIONS AND MAINTENANCE Lighthouse of Oakland County (PATH project) can spend up to 100 percent of its grant on this expense category, which includes, but is not limited to, insurance, utilities, cleaning expenses, telephone bills, furnishings, office supplies, and security services. TOTAL ALLOCATION FOR OPERATIONS AND MAINTENANCE ADMINISTRATION Lighthouse of Oakland County (PATH project) may spend up to 10 percent of its grant on administrative expenses (salary of shelter staff). TOTAL ALLOCATION FOR ADMINISTRATION TOTAL GRANT TOLIGHTHOUSE OF OAKLAND COUNTY (FOR PATH PROJECT) BY: POSITION: DATE: ATTEST: DATE: •t ' ATTACHMENT B OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM MATCHING FUNDS REPORT ATTACH SUPPORTING DOCUMENTATION FOR LINES 6a-e (TIME SHEETS, VALUE COMPUTATIONS, ETC.) TO THIS REPORT Name of Shelter 2. Contact Person 3. Telephone 4. Date of Reimbursement Request 5. Amount of Reimbursement Request 6. Matching funds to be used for this Reimbursement Request: A. Volunteer Time (calculate at $5.00/hour) B. Salary paid to staff of shelter (do not use salary reimbursed through ESG as match) C. Value of donated material/ building* D. Value of building lease* E. Total match (must equal or exceed line 5) I certify that the information in this report is true and accurate to the best of my knowledge and that funds used to match this grant (amounts shown on lines 6a-e) have not been used to match any other Emergency Shelter Grant from Oakland County or any other jurisdiction. Signature Title Date *Oakland County will determine the value of any donated material or building, or any lease, using any method reasonably calculated to establish a fair market value. The shelter, by submitting this report, agrees that Oakland County's calculation of value of items in lines 6c and 6d shall be final. THIS REPORT MUST BE SUBMITTED WITH EACH REIMBURSEMENT REQUEST OR THE SHELTER SHALL NOT BE REIMBURSED, IN ACCORDANCE WITH THE CONTRACT BETWEEN THE SHELTER AND THE COUNTY. I ATTACHMENT C EXPLANATION OF MATCHING FUNDS FROM EMERGENCY SHELTER GRANT REGULATIONS AT 24 CFR 576.71 (a) AND (b) (a) General. Each grantee must match the funding provided by HUD under this Part with an equal amount of funds from sources other than under this part. These funds must be provided after the date of the grant award to the grantee. Funds used to match a previous ESG grant may not be used to match a subsequent grant award under this part. A grantee may comply with this requirement by providing the supplemental funds itself, or through supplemental funds or voluntary efforts provided by any state recipient or non profit recipient (as appropriate). (b) Calculating the matching amount In calculating the amount of matching funds, there may be included the value of any donated material or building; the value of any lease on a building; any salary paid to staff of the grantee or to any State recipient or nonprofit recipient (as appropriate) in carrying out the emergency shelter program:* and the time and services contributed by volunteers to carry out the emergency shelter program, determined at the rate of $5 per hour. For purposes of this paragraph (b), the grantee will determine the value of any donated material or building, or any lease, using any method reasonably calculated to establish a fair market value. *NOTE: The shelter recipient may not use salary reimbursed by the Oakland County ESG program as a match. For instance, if you request reimbursement for Jane Doe's salary for the month of July, 1994, you may not also use her salary for July,1994 as a match. ATTACHMENT D OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM LIGHTHOUSE OF OAKLAND COUNTY'S MATCHING FUNDS CERTIFICATION (PATH PROJECT) In accordance with federal regulations at 24 CFR 576.71 (a) and (b) and the provisions of this contract, Lighthouse of Oakland County (PATH project) as the subgrantee shelter provider agrees to match all ESG funds received with an equal amount of matching funds. The shelter also agrees to provide documentation of its matching funds each time it submits a reimbursement request to the county as specified in this contract. Shelter Director Date Attest Date ATTACHMENT E OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM MODEL DRUG-FREE WORKPLACE POLICY STATEMENT The federal Drug-Free Workplace Act of 1988 imposes certain requirements on and its employees as recipients of federal grant funds. supports the purpose and goals of the act and by this policy, announces its intention to comply with this act and make continuing "good faith" efforts to provide a drug-free workplace. Therefore, it is the policy of that any unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance in the workplace is strictly prohibited. All employees of must abide by the terms of this policy and must notify their manager of any criminal drug statute conviction no later than five days after such conviction. Employees violating this policy are subject to appropriate personnel/disciplinary action, up to and including termination, and/or other remedial measures as the individual circumstances warrant. is committed to maintaining a drug-free workplace. All employees are expected to cooperate and give this policy their full support. •• 1994 OAKLAND COUNTY EMERGENCY SHELTER GRANT (ESG) PROGRAM CONTRACT BETWEEN THE COUNTY OF OAKLAND AND WOMEN'S SURVIVAL CENTER (SOJOURNER HOUSE PROJECT) PREAMBLE 1.01 This contract is made on the first day of July, 1994, between Women's Survival Center, and specifically its SoJourner House project, hereinafter designated as the Shelter, having its principal office at 167 West Pike Street, Pontiac, Michigan 48341 and the County of Oakland, Division of Community Development, hereinafter designated as the County, having its principal office at Executive Office Building, Room 112, 1200 North Telegraph Road, Pontiac, Michigan, 48341-0414. 1.02 The effective dates of this contract shall be from July 1, 1994 to June 30, 1995, and any such additional periods to which the County shall agree. PURPOSE 2.01 The purpose of this contract is to provide reimbursements to homeless shelters for expenses incurred while sheltering and assisting homeless persons within the parameters of the Stewart B. McKinney Homeless Assistance Act (PL 100-77), and as amended. Funds provided by the County under this legislation shall be subsequently referred to as ESG funds. The Oakland County Emergency Shelter Grant Program's primary objectives are: (A) The provision of essential services to the homeless, including medical assistance, counseling, drug abuse prevention services, and food (not to exceed 30 percent of this contract); (B) Maintenance and operation of homeless shelters, including the payment of insurance, rent, cleaning fees, security services, office and shelter supplies, and purchase of equipment within the parameters of federal guidelines; and (C) The payment of shelter staff costs for operations (i.e., wages of shelter staff on shelter business). This is limited to 10 percent of this contract. 2.03 In consideration of the mutual covenants and promises contained herein, the County and the Shelter agree as follows. RESPONSIBILITIES OF THE SHELTER 3.01 The Shelter shall carry out specific activities with ESG funds within the parameters listed in sections 2.01 and 2.02. The Shelter shall provide a funding allocation plan as Attachment A of this contract, which plan is incorporated by reference in this contract. 3.02 The Shelter shall submit reimbursement requests which contain a cover letter specifying the amount and items for which reimbursement is requested, copies of the bills for each item, and copies of the cancelled checks with which each item was paid. Each reimbursement request shall be accompanied by a Matching Funds Report (see Attachment B) and matching funds documentation, such as volunteer timesheets, at least equal in value to the amount of reimbursement requested. See Attachment C for the definition of matching funds in the Emergency Shelter Grant Program. 2.02 3.03 The Shelter shall provide the County with demographic information regarding shelter clients or other Shelter information pertinent to this Contract at the request of the County. 3.04 The Shelter shall maintain its financial records such that Oakland County ESG funds are separated from other grant accounts and a clear record of expense and expenditure is available. 3.05 The shelter shall follow the provisions of US Office of Management and Budget (OMB) Circular A-133, Audits of Institutions of Higher Education and Other Nonprofit Organizations. The shelter certifies that it has received a copy of this Circular by signing this contract. 3.06 In compliance with Office of Management and Budget (OMB) Circular A-122, Cost Principles for Nonprofit Organizations, the Shelter shall secure prior approval from the County for the purchase of any equipment or furnishings, to be purchased with Oakland County ESG funds, having a useful life of more than two years and an acquisition cost of $500 or more per unit. 3.07 The Shelter shall allow the County and the US Department of Housing and Urban Development to conduct audits and/or program monitoring in connection with the performance and administration of this contract. 308 The Shelter shall comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local Governments. RESPONSIBILITIES OF THE COUNTY 4.01 The County shall pay the shelter a sum not to exceed $10,500 as a reimbursement for allowable expenses under the Emergency Shelter Grant Program. The County shall only reimburse the Shelter for categories of items allowable under the Oakland County Emergency Shelter Grant Program and listed in the Shelter's funding allocation plan. The County will reimburse the Shelter only upon receipt of a request in the form specified in section 3.02 of this contract. PROHIBITION OF DISCRIMINATION 5.01 Neither party shall discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of employment because of race, color, sex, height, weight, family status, or marital status in accordance with state or federal law. 5.02 The parties shall comply with the Michigan Handicappers Civil Rights Act (1976 PA 220) and the Federal Rehabilitation Act of 1973, which states that no person, by reason of handicap, will be excluded from denied the benefits of, or be subject to discrimination under any activity or program receiving federal financial assistance. 5.03 No person shall, on the grounds of race, creed, color, sex, age, national origin, height, weight, handicap, family status, or marital status be excluded from participation in, denied the proceeds of, or subject to discrimination in the performance of this contract, in accordance with state and federal law PROHIBITION OF POLITICAL ACTIVITY 6.01 None of the funds, materials, property, or services contributed by the County to the Shelter under this contract shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office. PROHIBITION OF RELIGIOUS ACTIVITY 7.01 There shall be no religious worship, instruction, or proselytization as part of, or in connection with. the performance of this contract. DRUG- AND ALCOHOL-FREE FACILITIES 8.01 The Shelter shall administer, in good faith, a policy designed to ensure that the Shelter is free from the illegal use, possession, or distribution of drugs and/or alcohol by its beneficiaries. 8.02 The Shelter, in compliance with the Drug-Free Workplace Act, will prominently post a drug-free workplace policy statement identical, or substantially equivalent, to the model statement included as Attachment E of this contract. INVOLVEMENT OF HOMELESS BENEFICIARIES IN SHELTER OPERATIONS 9.01 The Shelter shall, to the maximum extent practicable, involve homeless beneficiaries in constructing, renovating, maintaining, and operating the Shelter and in providing services for Shelter occupants. TERMINATION OF ASSISTANCE 10.01 The Shelter shall have a formal, written procedure in place for termination of assistance to homeless clients due to violation of Shelter rules. GENERAL CONTRACT PROVISIONS 11.01 This contract constitutes the entire agreement between the County and the Shelter with regards to the Emergency Shelter Grant Program, program year 1994 funds, and there are no further agreements. oral or written, with respect hereto. 11.02 No assignment or delegation of this contract shall be made, in whole or part, without the written consent of the County being first obtained. 11.03 Either party may, at any time during the life of this contract or any extension thereof, terminate the contract by giving thirty days' written notice. Notices to the Shelter shall be addressed to167 West Pike Street, Pontiac. Michigan 48341 and notices to the County will be addressed to the Community Development Division, EOB Room 112, 1200 North Telegraph Road, Pontiac, MI 48341-0414. 11.04 The Shelter shall indemnify, defend, and hold harmless the County, its officials, volunteers, boards, 3 commissions, and agents against any and all expense and liability arising from any act, omission, or negligence of the Shelter. 11.06 In the event the Shelter becomes involved in, or is threatened with, litigation relative to this contract and project, the Shelter shall immediately notify the County and the County may enter into such litigation to protect the interests of the County as they may appear. 11 06 The Shelter shall maintain, during the life of this contract, and any extension thereof, the following insurance coverage: (A) Worker's Compensation meeting Michigan statutory requirements and Employer's Liability with a minimum limit of $100,000 each accident; (B) A Comprehensive General Liability policy with a minimum combined single limit of $500,000 per occurrence for bodily injury or property damage. This policy shall include contractual and personal injury coverage. (C) Automobile Liability in accordance with Michigan no-fault laws with a minimum combined single limit of $300,000 per occurrence for bodily injury and property damage. Coverage shall include owned, non-owned, and hired automobiles. Insurance will be maintained with a well-rated insurance company, licensed in the State of Michigan and acceptable to Oakland County Risk Management. The contractor is responsible for all premiums, deductibles, co-payments, uncovered losses, and losses in excess of valid coverages required to be maintained by the contractor. 11.07 Certificates evidencing the required insurance coverage and subsequent renewals must be presented to, and approved by, the County prior to any services under this contract. Evidence of renewal of expiring coverage must also be submitted to. and approved by, Oakland County prior to such expiration date. Certificates must provide for thirty day written notice to the certificate holder of cancellation of contractor's coverage. 11.08 The relationship of the Shelter to the County shall be that of an independent contractor. No partnership, association, or joint enterprise shall arise between the parties hereto as a result of any provision of this contract, nor shall any provision herein be construed as making an employee of the shelter an agent or employee of the County. 11 09 The Shelter shall notify the County, in writing, of its intent to pursue a claim against the County for breach of any of the terms of this contract. No suit may be commenced by the Shelter for breach of this contract prior to the expiration of ninety days from the date of such notification. Within this ninety-day period, the Shelter, at the request of the County, must meet with an appointed representative of the County for purposes of attempting to resolve the dispute. ATTACHMENTS .12.01 The following attachments are appended to, and incorporated within, this contract: Attachment A—Shelter's Funding Allocation Plan Attachment B—Matching Funds Report Attachment C--Definition of Matching Funds Attachment D—Shelter's Matching Funds Certification Attachment E--Model Drug-Free Workplace Policy Statement IN WITNESS THEREOF, the Shelter and the County have executed this contract as of the date first written above. WOMEN'S SURVIVAL CENTER THE COUNTY OF OAKLAND BY: BY: POSITION: POSITION: DATE: DATE: ATTEST: ATTEST DATE: DATE: 5 ATTACHMENT A 1994 OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM WOMEN'S SURVIVAL CENTER'S FUNDING ALLOCATION PLAN FOR ITS SOJOURNER HOUSE PROJECT ESSENTIAL SERVICES Women's Survival Center (SoJourner House project), in accordance with Emergency Shelter Grant guidelines, will spend no more than 30 percent of its total grant on essential services. These include, but are not limited to, counseling, education, food, medical supplies, and transportation. TOTAL ALLOCATION FOR ESSENTIAL SERVICES $ _ OPERATIONS AND MAINTENANCE Women's Survival Center (SoJourner House project) can spend up to 100 percent of its grant on this expense category, which includes, but is not limited to, insurance, utilities, cleaning expenses, telephone bills, furnishings, office supplies, and security services. TOTAL ALLOCATION FOR OPERATIONS AND MAINTENANCE ADMINISTRATION Women's Survival Center (SoJourner House project) may spend up to 10 percent of its grant on administrative expenses (salary of shelter staff). TOTAL ALLOCATION FOR ADMINISTRATION $ _ TOTAL GRANT TO WOMEN'S SURVIVAL CENTER (FOR SOJOURNER HOUSE PROJECT) BY: POSITION: DATE: ATTEST: DATE: • ATTACHMENT B OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM MATCHING FUNDS REPORT ATTACH SUPPORTING DOCUMENTATION FOR LINES 6a-e (TIME SHEETS, VALUE COMPUTATIONS, ETC.) TO THIS REPORT 1. Name of Shelter 2. Contact Person 3. Telephone 4. Date of Reimbursement Request 5. Amount of Reimbursement Request 6. Matching funds to be used for this Reimbursement Request: A. Volunteer Time (calculate at $5.00/hour) B. Salary paid to staff of shelter (do not use salary reimbursed through ESG as match) C Value of donated material/ building* D. Value of building lease* E. Total match (must equal or exceed line 5) certify that the information in this report is true and accurate to the best of my knowledge and that funds used to match this grant (amounts shown on lines 6a-e) have not been used to match any other Emergency Shelter Grant from Oakland County or any other jurisdiction. Signature Title Date *Oakland County will determine the value of any donated material or building, or any lease, using any method reasonably calculated to establish a fair market value. The shelter, by submitting this report, agrees that Oakland County's calculation of value of items in lines 6c and 6d shall be final. THIS REPORT MUST BE SUBMITTED WITH EACH REIMBURSEMENT REQUEST OR THE SHELTER SHALL NOT BE REIMBURSED, IN ACCORDANCE WITH THE CONTRACT BETWEEN THE SHELTER AND THE COUNTY. ATTACHMENT C EXPLANATION OF MATCHING FUNDS FROM EMERGENCY SHELTER GRANT REGULATIONS AT 24 CFR 576.71 (a) AND (b) (a) General. Each grantee must match the funding provided by HUD under this Part with an equal amount of funds from sources other than under this part. These funds must be provided after the date of the grant award to the grantee. Funds used to match a previous ESG grant may not be used to match a subsequent grant award under this part. A grantee may comply with this requirement by providing the supplemental funds itself. or through supplemental funds or voluntary efforts provided by any state recipient or non profit recipient (as appropriate). (b) Calculating the matching amount. In calculating the amount of matching funds, there may be included the value of any donated material or building; the value of any lease on a building; any salary paid to staff of the grantee or to any State recipient or nonprofit recipient (as appropriate) in carrying out the emergency shelter program;* and the time and services contributed by volunteers to carry out the emergency shelter program, determined at the rate of $5 per hour. For purposes of this paragraph (b), the grantee will determine the value of any donated material or building, or any lease, using any method reasonably calculated to establish a fair market value. *NOTE: The shelter recipient may not use salary reimbursed by the Oakland County ESG program as a match. For instance, if you request reimbursement for Jane Doe's salary for the month of July, 1994, you may not also use her salary for July,1994 as a match. ATTACHMENT D OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM WOMEN'S SURVIVAL CENTER'S MATCHING FUNDS CERTIFICATION (SOJOURNER HOUSE PROJECT) In accordance with federal regulations at 24 CFR 576.71 (a) and (b) and the provisions of this contract, Women's Survival Center (SoJourner House project) as the subgrantee shelter provider agrees to match all ESG funds received with an equal amount of matching funds. The shelter also agrees to provide documentation of its matching funds each time it submits a reimbursement request to the county as specified in this contract. Shelter Director Date Attest Date ATTACHMENT E OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM MODEL DRUG-FREE WORKPLACE POLICY STATEMENT The federal Drug-Free Workplace Act of 1988 imposes certain requirements on and its employees as recipients of federal grant funds, supports the purpose and goals of the act and by this policy, announces its intention to comply with this act and make continuing "good faith" efforts to provide a drug-free workplace. Therefore, it is the policy of that any unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance in the workplace is strictly prohibited. All employees of must abide by the terms of this policy and must notify their manager of any criminal drug statute conviction no later than five days after such conviction. Employees violating this policy are subject to appropriate personnel/disciplinary action, up to and including termination, and/or other remedial measures as the individual circumstances warrant, is committed to maintaining a drug-free workplace. All employees are expected to cooperate and give this policy their full support. 1994 OAKLAND COUNTY EMERGENCY SHELTER GRANT (ESG) PROGRAM CONTRACT BETWEEN THE COUNTY OF OAKLAND AND THE SANCTUARY, INC. (A STEP FORWARD) PREAMBLE 101 This contract is made on the first day of July, 1994, between The Sanctuary, Inc., and specifically its A step Forward project, hereinafter designated as the Shelter, having its principal office at 132 Franklin Boulevard, Pontiac, Michigan 48341 and the County of Oakland, Division of Community Development, hereinafter designated as the County, having its principal office at Executive Office Building, Room 112, 1200 North Telegraph Road, Pontiac, Michigan, 48341-0414. 1.02 The effective dates of this contract shall be from July 1, 1994 to June 30, 1995, and any such additional periods to which the County shall agree. PURPOSE 2.01 The purpose of this contract is to provide reimbursements to homeless shelters for expenses incurred while sheltering and assisting homeless persons within the parameters of the Stewart B. McKinney Homeless Assistance Act (Pt, 100-77), and as amended. Funds provided by the County under this legislation shall be subsequently referred to as ESG funds. 2.02 The Oakland County Emergency Shelter Grant Program's primary objectives are: (A) The provision of essential services to the homeless, including medical assistance, counseling, drug abuse prevention services, and food (not to exceed 30 percent of this contract); (B) Maintenance and operation of homeless shelters, including the payment of insurance, rent, cleaning fees, security services, office and shelter supplies, and purchase of equipment within the parameters of federal guidelines; and (C) The payment of shelter staff costs for operations (i.e., wages of shelter staff on shelter business). This is limited to 10 percent of this contract. 2.03 In consideration of the mutual covenants and promises contained herein, the County and the Shelter agree as follows. RESPONSIBILITIES OF THE SHELTER 3.01 The Shelter shall carry out specific activities with ESG funds within the parameters listed in sections 2.01 and 2.02. The Shelter shall provide a funding allocation plan as Attachment A of this contract, which plan is incorporated by reference in this contract. 3.0Z The Shelter shall submit reimbursement requests which contain a cover letter specifying the amount and items for which reimbursement is requested, copies of the bills for each item, and copies of the cancelled checks with which each item was paid. Each reimbursement request shall be accompanied by a Matching Funds Report (see Attachment B) and matching funds documentation, such as volunteer timesheets, at least equal in value to the amount of reimbursement requested. See Attachment C for the definition of matching funds in the Emergency Shelter Grant Program. 1 3.03 The Shelter shall provide the County with demographic information regarding shelter clients or other Shelter information pertinent to this Contract at the request of the County. 3.04 The Shelter shall maintain its financial records such that Oakland County ESG funds are separated from other grant accounts and a clear record of expense and expenditure is available. 3.05 The shelter shall follow the provisions of US Office of Management and Budget (OMB) Circular A-133, Audits of Institutions of Higher Education and Other Nonprofit Organizations. The shelter certifies that it has received a copy of this Circular by signing this contract. 3.06 In compliance with Office of Management and Budget (OMB) Circular A-122. Cost Principles for Nonprofit Organizations, the Shelter shall secure prior approval from the County for the purchase of any equipment or furnishings, to be purchased with Oakland County ESG funds, having a useful life of more than two years and an acquisition cost of $500 or more per unit. 3.07 The Shelter shall allow the County and the US Department of Housing and Urban Development to conduct audits and/or prograrr monitoring in connection with the performance and administration of this contract. 3.08 The Shelter shall comply with all applicable laws, ordinances, codes, and regulations of the federal. state, and local Governments. RESPONSIBILITIES OF THE COUNTY 4.01 The County shall pay the shelter a sum not to exceed $10,500 as a reimbursement for allowable expenses under the Emergency Shelter Grant Program. The County shall only reimburse the Shelter for categories of items allowable under the Oakland County Emergency Shelter Grant Program and listed in the Shelter's funding allocation plan. The County will reimburse the Shelter only upon receipt of a request in the form specified in section 3.02 of this contract. PROHIBITION OF DISCRIMINATION 5.01 Neither party shall discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of employment because of race, color, sex, height, weight, family status, or marital status in accordance with state or federal law. 5.02 The parties shall comply with the Michigan Handicappers Civil Rights Act (1976 PA 220) and the Federal Rehabilitation Act of 1973, which states that no person, by reason of handicap, will be excluded from, denied the benefits of, or be subject to discrimination under any activity or program receiving federal financial assistance. 5.03 No person shall, on the grounds of race, creed, color, sex, age, national origin, height. weight, handicap, family status, or marital status be excluded from participation in, denied the proceeds of, or subject to discrimination in the performance of this contract, in accordance with state and federal law. 2 PROHIBITION OF POLITICAL ACTIVITY 6.01 None of the funds, materials, property, or services contributed by the County to the Shelter under this contract shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office, PROHIBITION OF RELIGIOUS ACTIVITY 7 01 There shall be no religious worship, instruction, or proselytization as part of, or in connection with. the performance of this contract, DRUG- AND ALCOHOL-FREE FACILITIES 8.01 The Shelter shall administer, in good faith, a policy designed to ensure that the Shelter is free from the illegal use, possession, or distribution of drugs and/or alcohol by its beneficiaries. 8.02 The Shelter, in compliance with the Drug-Free Workplace Act, will prominently post a drug-free workplace policy statement identical, or substantially equivalent, to the model statement included as Attachment E of this contract. INVOLVEMENT OF HOMELESS BENEFICIARIES IN SHELTER OPERATIONS 9.01 The Shelter shall, to the maximum extent practicable, involve homeless beneficiaries in constructing, renovating, maintaining, and operating the Shelter and in providing services for Shelter occupants. TERMINATION OF ASSISTANCE 10.01 The Shelter shall have a formal, written procedure in place for termination of assistance to homeless clients due to violation of Shelter rules, GENERAL CONTRACT PROVISIONS 11.01 This contract constitutes the entire agreement between the County and the Shelter with regards to the Emergency Shelter Grant Program, program year 1994 funds, and there are no further agreements, oral or written, with respect hereto. 11.02 No assignment or delegation of this contract shall be made, in whole or part, without the written consent of the County being first obtained. 11.03 Either party may, at any time during the life of this contract or any extension thereof, terminate the contract by giving thirty days' written notice. Notices to the Shelter shall be addressed to 132 Franklin Boulevard, Pontiac, Michigan 48341, and notices to the County will be addressed to the Community Development Division, EOB Room 112, 1200 North Telegraph Road, Pontiac, Ml 48341-0414. 11.04 The Shelter shall indemnify, defend, and hold harmless the County, its officials, volunteers, boards, 3 commissions, and agents against any and all expense and liability arising from any act, omission. or negligence of the Shelter. 11.05 In the event the Shelter becomes involved in, or is threatened with, litigation relative to this contract and project, the Shelter shall irrmediately notify the County and the County may enter into such litigation to protect the interests of the County as they may appear. 11.06 The Shelter shall maintain, during the life of this contract, and any extension thereof, the following insurance coverage: (A) Worker's Compensation meeting Michigan statutory requirements and Employer's Liability with a minimum limit of $100,000 each accident; (B) A Comprehensive General Liability policy with a minimum combined single limit of $500,000 per occurrence for bodily injury or property damage. This policy shall include contractual and personal injury coverage. (C) Automobile Liability in accordance with Michigan no-fault laws with a minimum combined single limit of $300,000 per occurrence for bodily injury and property damage. Coverage shall include owned, non-owned, and hired automobiles. Insurance will be maintained with a well-rated insurance company, licensed in the State of Michigan and acceptable to Oakland County Risk Management. The contractor is responsible for all premiums, deductibles, co-payments, uncovered losses, and losses in excess of valid coverages required to be maintained by the contractor. 11.07 Certificates evidencing the required insurance coverage and subsequent renewals must be presented to, and approved by, the County prior to any services under this contract. Evidence of renewal of expiring coverage must also be submitted to, and approved by, Oakland County prior to such expiration date. Certificates must provide for thirty day written notice to the certificate holder of cancellation of contractor's coverage. 11.08 The relationship of the Shelter to the County shall be that of an independent contractor. No partnership, association, or joint enterprise shall arise between the parties hereto as a result of any provision of this contract, nor shall any provision herein be construed as making an employee of the shelter an agent or employee of the County. 11.09 The Shelter shall notify the County, in writing, of its intent to pursue a claim against the County for breach of any of the terms of this contract No suit may be commenced by the Shelter for breach of this contract prior to the expiration of ninety days from the date of such notification. Within this ninety-day period, the Shelter. at the request of the County, must meet with an appointed representative of the County for purposes of attempting to resolve the dispute. ATTACHMENTS 12.01 The following attachments are appended to, and incorporated within, this contract: Attachment A—Shelter's Funding Allocation Plan Attachment B--Matching Funds Report Attachment C--Definition of Matching Funds Attachment 0—Shelter's Matching Funds Certification Attachment E--Model Drug-Free Workplace Policy Statement 4 IN WITNESS THEREOF the Shelter and the County have executed this contract as of the date first written above. THE SANCTUARY INC. THE COUNTY OF OAKLAND BY BY. POSITION: POSITION: DATE. DATE: ATTEST: ATTEST. DATE. DATE: 5 ATTACHMENT A 1994 OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM THE SANCTUARY, INC.'S FUNDING ALLOCATION PLAN FOR ITS A STEP FORWARD PROJECT ESSENTIAL SERVICES The Sanctuary, Inc. (A Step Forward project), in accordance with Emergency Shelter Grant guidelines, will spend no more than 30 percent of its total grant on essential services. These include, but are not limited to, counseling, education, food, medical supplies, and transportation. TOTAL ALLOCATION FOR ESSENTIAL SERVICES OPERATIONS AND MAINTENANCE The Sanctuary, Inc. (A Step Forward project), can spend up to 100 percent of its grant on this expense category, which includes, but is not limited to, insurance, utilities, cleaning expenses, telephone bills, furnishings, office supplies, and security services. TOTAL ALLOCATION FOR OPERATIONS AND MAINTENANCE ADMINISTRATION The Sanctuary, Inc. (A Step Forward project) may spend up to 10 percent of its grant on administrative expenses (salary of shelter staff). TOTAL ALLOCATION FOR ADMINISTRATION TOTAL GRANT TO THE SANCTUARY, INC. (FOR A STEP FORWARD PROJECT) BY: POSITION: DATE: ATTEST: DATE: ATTACHMENT B OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM MATCHING FUNDS REPORT ATTACH SUPPORTING DOCUMENTATION FOR LINES 6a-e (TIME SHEETS, VALUE COMPUTATIONS, ETC.) TO THIS REPORT 1. Name of Shelter 2. Contact Person 3. Telephone 4. Date of Reimbursement Request 5. Amount of Reimbursement Request 6. Matching funds to be used for this Reimbursement Request: A. Volunteer Time (calculate at $5.00/hour) B. Salary paid to staff of shelter (do not use salary reimbursed through ESG as match) C. Value of donated material/ building* D. Value of building lease* E. Total match (must equal or exceed line 5) I certify that the information in this report is true and accurate to the best of my knowledge and that funds used to match this grant (amounts shown on lines 6a-e) have not been used to match any other Emergency Shelter Grant from Oakland County or any other jurisdiction. Signature Title Date *Oakland County will determine the value of any donated material or building, or any lease, using any method reasonably calculated to establish a fair market value. The shelter, by submitting this report, agrees that Oakland County's calculation of value of items in lines 6c and 6d shall be final. THIS REPORT MUST BE SUBMITTED WITH EACH REIMBURSEMENT REQUEST OR THE SHELTER SHALL NOT BE REIMBURSED, IN ACCORDANCE WITH THE CONTRACT BETWEEN THE SHELTER AND THE COUNTY. ATTACHMENT C EXPLANATION OF MATCHING FUNDS FROM EMERGENCY SHELTER GRANT REGULATIONS AT 24 CFR 576.71 (a) AND (b) (a) General. Each grantee must match the funding provided by HUD under this Part with an equal amount of funds from sources other than under this part. These funds must be provided after the date of the grant award to the grantee. Funds used to match a previous ESG grant may not be used to match a subsequent grant award under this part. A grantee may comply with this requirement by providing the supplemental funds itself, or through supplemental funds or voluntary efforts provided by any state recipient or non profit recipient (as appropriate). (b) Calculating the matching amount. In calculating the amount of matching funds, there may be included the value of any donated material or building; the value of any lease on a building; any salary paid to staff of the grantee or to any State recipient or nonprofit recipient (as appropriate) in carrying out the emergency shelter program;* and the time and services contributed by volunteers to carry out the emergency shelter program, determined at the rate of $5 per hour. For purposes of this paragraph (b), the grantee will determine the value of any donated material or building, or any lease, using any method reasonably calculated to establish a fair market value. *NOTE: The shelter recipient may not use salary reimbursed by the Oakland County ESG program as a match. For instance, if you request reimbursement for Jane Doe's salary for the month of July, 1994, you may not also use her salary for July,1994 as a match. ATTACHMENT D OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM THE SANCTUARY, INC.'S MATCHING FUNDS CERTIFICATION (A STEP FORWARD PROJECT) In accordance with federal regulations at 24 CFR 576.71 (a) and (b) and the provisions of this contract, The Sanctuary, Inc. (A Step Forward project) as the subgrantee shelter provider agrees to match all ESG funds received with an equal amount of matching funds. The shelter also agrees to provide documentation of its matching funds each time it submits a reimbursement request to the county as specified in this contract. Shelter Director Date Attest Date ATTACHMENT E OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM MODEL DRUG-FREE WORKPLACE POLICY STATEMENT The federal Drug-Free Workplace Act of 1988 imposes certain requirements on and its employees as recipients of federal grant funds, supports the purpose and goals of the act and by this policy, announces its intention to comply with this act and make continuing "good faith" efforts to provide a drug-free workplace. Therefore, it is the policy of that any unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance in the workplace is strictly prohibited. All employees of must abide by the terms of this policy and must notify their manager of any criminal drug statute conviction no later than five days after such conviction. Employees violating this policy are subject to appropriate personnel/disciplinary action, up to and including termination, and/or other remedial measures as the individual circumstances warrant. is committed to maintaining a drug-free workplace. All employees are expected to cooperate and give this policy their full support. 1994 OAKLAND COUNTY EMERGENCY SHELTER GRANT (ESG) PROGRAM CONTRACT BETWEEN THE COUNTY OF OAKLAND AND NEW BETHEL OUTREACH MINISTRY PREAMBLE 1.01 This contract is made on the first day of July, 1994, between New Bethel Outreach Ministry, hereinafter designated as the Shelter, having its principal office at 396 Orchard Lake Road, PO Box 431382, Pontiac, Michigan 48343 and the County of Oakland, Division of Community Development. hereinafter designated as the County, having its principal office at Executive Office Building, Room 112, 1200 North Telegraph Road, Pontiac, Michigan, 48341-0414. 1.02 The effective dates of this contract shall be from July 1, 1994 to June 30, 1995, and any such additional periods to which the County shall agree. PURPOSE 2.01 The purpose of this contract is to provide reimbursements to homeless shelters for expenses incurred while sheltering and assisting homeless persons within the parameters of the Stewart B. McKinney Homeless Assistance Act (PL 100-77), and as amended. Funds provided by the County under this legislation shall be subsequently referred to as ESG funds. 2.02 The Oakland County Emergency Shelter Grant Program's primary objectives are: (A) The provision of essential services to the homeless , including medical assistance, counseling, drug abuse prevention services, and food (not to exceed 30 percent of this contract); (B) Maintenance and operation of homeless shelters, including the payment of insurance, rent, cleaning fees, security services, office and shelter supplies, and purchase of equipment within the parameters of federal guidelines; and (C) The payment of shelter staff costs for operations (i.e., wages of shelter staff on shelter business). This is limited to 10 percent of this contract. 2.03 In consideration of the mutual covenants and promises contained herein, the County and the Shelter agree as follows. RESPONSIBIUTIES OF THE SHELTER 3.01 The Shetter shall carry out specific activities with ESG funds within the parameters listed in sections 2.01 and 2.02. The Shelter shall provide a funding allocation plan as Attachment A of this contract, which plan is incorporated by reference in this contract. 3.02 The Shelter shall submit reimbursement requests which contain a cover letter specifying the amount and items for which reimbursement is requested, copies of the bills for each item, and copies of the cancelled checks with which each item was paid. Each reimbursement request shall be accompanied by a Matching Funds Report (see Attachment B) and matching funds documentation, such as volunteer timesheets, at least equal in value to the amount of reimbursement requested. See Attachment C for the definition of matching funds in the Emergency Shelter Grant Program. 1 3.03 The Shelter shall provide the County with demographic information regarding shelter clients or other Shelter information pertinent to this Contract at the request of the County. 3.04 The Shelter shall maintain its financial records such that Oakland County ESG funds are separated from other grant accounts and a clear record of expense and expenditure is available. 3.05 The shelter shall follow the provisions of US Office of Management and Budget (OMB) Circular A-133, Audits of Institutions of Higher Education and Other Nonprofit Organizations. The shelter certifies that it has received a copy of this Circular by signing this contract. 3.06 In compliance with Office of Management and Budget (OMB) Circular A-122, Cost Principles for Nonprofit Organizations, the Shelter shall secure prior approval from the County for the purchase of any equipment or furnishings, to be purchased with Oakland County ESG funds, having a useful life of more than two years and an acquisition cost of $500 or more per unit. 3,07 The Shelter shall allow the County and the US Department of Housing and Urban Development to conduct audits and/or program monitoring in connection with the performance and administration of this contract. 3,08 The Shelter shall comply with all applicable laws, ordinances, codes, and regulations of the federal. state, and local Governments. RESPONSIBILITIES OF THE COUNTY 4.01 The County shall pay the shelter a sum not to exceed $10,500 as a reimbursement for allowable expenses under the Emergency Shelter Grant Program. The County shall only reimburse the Shelter for categories of items allowable under the Oakland County Emergency Shelter Grant Program and listed in the Shelter's funding allocation plan. The County will reimburse the Shelter only upon receipt of a request in the form specified in section 3.02 of this contract PROHIBITION OF DISCRIMINATION 5.01 Neither party shall discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of employment because of race, color, sex, height, weight. family status, or marital status in accordance with state or federal law. 5.02 The parties shall comply with the Michigan Handicappers Civil Rights Act (1976 PA 220) and the Federal Rehabilitation Act of 1973, which states that no person, by reason of handicap, will be excluded from, denied the benefits of, or be subject to discrimination under any activity or program receiving federal financial assistance. 5,03 No person shall, on the grounds of race, creed, color, sex, age, national origin, height, weight, handicap, family status, or marital status be excluded from participation in, denied the proceeds of, or subject to discrimination in the performance of this contract, in accordance with state and federal law. s: PROHIBITION OF POLITICAL ACTIVITY 6.01 None of the funds, materials, property, or services contributed by the County to the Shelter under this contract shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office. PROHIBITION OF RELIGIOUS ACTIVITY 7.01 There shall be no religious worship, instruction, or proselytization as part of, or in connection with. the performance of this contract. DRUG- AND ALCOHOL-FREE FACILITIES 8.01 The Shelter shall administer, in good faith, a policy designed to ensure that the Shelter is free from the illegal use, possession, or distribution of drugs and/or alcohol by its beneficiaries. 8.02 The Shelter. in compliance with the Drug-Free Workplace Act, will prominently post a drug-free workplace policy statement identical, or substantially equivalent, to the model statement included as Attachment E of this contract. INVOLVEMENT OF HOMELESS BENEFICIARIES IN SHELTER OPERATIONS 901 The Shelter shall, to the maximum extent practicable, involve homeless beneficiaries in constructing. renovating, maintaining, and operating the Shelter and in providing services for Shelter occupants. TERMINATION OF ASSISTANCE 10.01 The Shelter shall have a formal, written procedure in place for termination of assistance to homeless clients due to violation of Shelter rules. GENERAL CONTRACT PROVISIONS 11.01 This contract constitutes the entire agreement between the County and the Shelter with regards to the Emergency Shelter Grant Program, program year 1994 funds, and there are no further agreements, oral or written, with respect hereto. 11.02 No assignment or delegation of this contract shall be made, in whole or part, without the written consent of the County being first obtained. 11.03 Either party may, at any time during the life of this contract or any extension thereof, terminate the contract by giving thirty days' written notice. Notices to the Shelter shall be addressed to 396 Orchard Lake Road, PO Box 431382, Pontiac, Michigan 48343 and notices to the County will be addressed to the Community Development Division, EOB Room 112, 1200 North Telegraph Road, Pontiac, MI 48341-0414. 11.04 The Shelter shall indemnify, defend, and hold harmless the County, its officials, volunteers, boards, • commissions, and agents against any and all expense and liability arising from any act, omission or negligence of the Shelter. 11.0 In the event the Shelter becomes involved in, or is threatened with, litigation relative to this contract and project, the Shelter shall immediately notify the County and the County may enter into such litigation to protect the interests of the County as they may appear. 11.06 The Shelter shall maintain, during the life of this contract, and any extension thereof, the following insurance coverage: (A) Worker's Compensation meeting Michigan statutory requirements and Employer's Liability with a minimum limit of $100,000 each accident; (B) A Comprehensive General Liability policy with a minimum combined single limit of $500,000 per occurrence for bodily injury or property damage. This policy shall include contractual and personal injury coverage. (C) Automobile Liability in accordance with Michigan no-fault laws with a minimum combined single limit of $300,000 per occurrence for bodily injury and property damage. Coverage shall include owned, non-owned, and hired automobiles. Insurance will be maintained with a well-rated insurance company, licensed in the State of Michigan and acceptable to Oakland County Risk Management. The contractor is responsible for all premiums, deductibles, co-payments, uncovered losses, and losses in excess of valid coverages required to be maintained by the contractor. 11„T Certificates evidencing the required insurance coverage and subsequent renewals must be presented to, and approved by, the County prior to any services under this contract. Evidence of renewal of expiring coverage must also be submitted to, and approved by, Oakland County prior to such expiration date. Certificates must provide for thirty day written notice to the certificate holder of cancellation of contractor's coverage. 11.08 The relationship of the Shelter to the County shall be that of an independent contractor. No partnership, association, or joint enterprise shall arise between the parties hereto as a result of any provision of this contract, nor shall any provision herein be construed as making an employee of the shelter an agent or employee of the County. 11.09 The Shelter shall notify the County, in writing, of its intent to pursue a claim against the County for breach of any of the terms of this contract. No suit may be commenced by the Shelter for breach of this contract prior to the expiration of ninety days from the date of such notification. VVithin this ninety-day period. the Shelter, at the request of the County, must meet with an appointed representative of the County for purposes of attempting to resolve the dispute. ATTACHMENTS 12,01 The following attachments are appended to, and incorporated within, this contract: Attachment A—Shelters Funding Allocation Plan Attachment B—Matching Funds Report Attachment C—Definition of Matching Funds Attachment D—Shelter's Matching Funds Certification Attachment E--Model Drug-Free Workplace Policy Statement IN WITNESS THEREOF, the Shelter and the County have executed this contract as of the date first written above. NEW BETHEL OUTREACH MINISTRY THE COUNTY OF OAKLAND BY BY: POSITION: POSITION: DATE: DATE: ATTEST ATTEST: DATE DATE: ATTACHMENT A 1994 OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM NEW BETHEL OUTREACH MINISTRY'S FUNDING ALLOCATION PLAN ESSENTIAL SERVICES New Bethel Outreach Ministry, in accordance with Emergency Shelter Grant guidelines, will spend no more than 30 percent of its total grant on essential services. These include, but are not limited to, counseling, education, food, medical supplies, and transportation. TOTAL ALLOCATION FOR ESSENTIAL SERVICES OPERATIONS AND MAINTENANCE New Bethel Outreach Ministry can spend up to 100 percent of its grant on this expense category, which includes, but is not limited to, insurance, utilities, cleaning expenses. telephone bills, furnishings, office supplies, and security services. TOTAL ALLOCATION FOR OPERATIONS AND MAINTENANCE ADMINISTRATION New Bethel Outreach Ministry may spend up to 10 percent of its grant on administrative expenses (salary of shelter staff). TOTAL ALLOCATION FOR ADMINISTRATION TOTAL GRANT TO NEW BETHEL OUTREACH MINISTRY BY: POSITION: DATE: ATTEST: DATE: ATTACHMENT B OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM MATCHING FUNDS REPORT ATTACH SUPPORTING DOCUMENTATION FOR LINES 6a-e (TIME SHEETS, VALUE COMPUTATIONS, ETC.) TO THIS REPORT 1. Name of Shelter 2. Contact Person 3. Telephone 4. Date of Reimbursement Request 5. Amount of Reimbursement Request 6. Matching funds to be used for this Reimbursement Request: A. Volunteer Time (calculate at $5.00/hour) B. Salary paid to staff of shelter (do not use salary reimbursed through ESG as match) C. Value of donated material/ building* D. Value of building lease* E. Total match (must equal or exceed line 5) I certify that the information in this report is true and accurate to the best of my knowledge and that funds used to match this grant (amounts shown on lines 6a-e) have not been used to match any other Emergency Shelter Grant from Oakland County or any other jurisdiction. Signature Title Date *Oakland County will determine the value of any donated material or building, or any lease, using any method reasonably calculated to establish a fair market value. The shelter, by submitting this report, agrees that Oakland County's calculation of value of items in lines 6c and 6d shall be final. THIS REPORT MUST BE SUBMITTED WITH EACH REIMBURSEMENT REQUEST OR THE SHELTER SHALL NOT BE REIMBURSED, IN ACCORDANCE WITH THE CONTRACT BETWEEN THE SHELTER AND THE COUNTY. ATTACHMENT C EXPLANATION OF MATCHING FUNDS FROM EMERGENCY SHELTER GRANT REGULATIONS AT 24 CFR 576.71 (a) AND (b) (a) General. Each grantee must match the funding provided by HUD under this Part with an equal amount of funds from sources other than under this part. These funds must be provided after the date of the grant award to the grantee. Funds used to match a previous ESG grant may not be used to match a subsequent grant award under this part. A grantee may comply with this requirement by providing the supplemental funds itself, or through supplemental funds or voluntary efforts provided by any state recipient or non profit recipient (as appropriate). (b) Calculating the matching amount. In calculating the amount of matching funds, there may be included the value of any donated material or building; the value of any lease on a building; any salary paid to staff of the grantee or to any State recipient or nonprofit recipient (as appropriate) in carrying out the emergency shelter program;* and the time and services contributed by volunteers to carry out the emergency shelter program, determined at the rate of $5 per hour. For purposes of this paragraph (b), the grantee will determine the value of any donated material or building, or any lease, using any method reasonably calculated to establish a fair market value, *NOTE: The shelter recipient may not use salary reimbursed by the Oakland County ESG program as a match. For instance, if you request reimbursement for Jane Doe's salary for the month of July, 1994, you may not also use her salary for July,1994 as a match. ATTACHMENT D OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM NEW BETHEL OUTREACH MINISTRY'S MATCHING FUNDS CERTIFICATION In accordance with federal regulations at 24 CFR 576.71 (a) and (b) and the provisions of this contract, New Bethel Outreach Ministry as the subgrantee shelter provider agrees to match all ESG funds received with an equal amount of matching funds. The shelter also agrees to provide documentation of its matching funds each time it submits a reimbursement request to the county as specified in this contract. Shelter Director Date Attest Date ft ATTACHMENT E OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM MODEL DRUG-FREE WORKPLACE POLICY STATEMENT The federal Drug-Free Workplace Act of 1988 imposes certain requirements on and its employees as recipients of federal grant funds. supports the purpose and goals of the act and by this policy, announces its intention to comply with this act and make continuing "good faith" efforts to provide a drug-free workplace. Therefore, it is the policy of that any unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance in the workplace is strictly prohibited. All employees of must abide by the terms of this policy and must notify their manager of any criminal drug statute conviction no later than five days after such conviction. Employees violating this policy are subject to appropriate personnel/disciplinary action, up to and including termination, and/or other remedial measures as the individual circumstances warrant. is committed to maintaining a drug-free workplace. All employees are expected to cooperate and give this policy their full support. • • % 1994 OAKLAND COUNTY EMERGENCY SHELTER GRANT (ESG) PROGRAM CONTRACT BETWEEN THE COUNTY OF OAKLAND AND PONTIAC RESCUE MISSION PREAMBLE 1.01 This contract is made on the first day of July, 1994, between Pontiac Rescue Mission. hereinafter designated as the Shelter, having its principal office at 35 East Huron Street, Pontiac, Michigan 48342, and the County of Oakland, Division of Community Development, hereinafter designated as the County, having its principal office at Executive Office Building, Room 112, 1200 North Telegraph Road, Pontiac, Michigan. 48341-0414. DZ The effective dates of this contract shall be from July 1, 1994 to June 30, 1995, and any such additional periods to which the County shall agree. PURPOSE 2,01 The purpose of this contract is to provide reimbursements to homeless shelters for expenses incurred while sheltering and assisting homeless persons within the parameters of the Stewart B. McKinney Homeless Assistance Act (PL 100-77), and as amended. Funds provided by the County under this legislation shall be subsequently referred to as ESG funds. 2.02 The Oakland County Emergency Shelter Grant Program's primary objectives are: (A) The provision of essential services to the homeless , including medical assistance, counseling, drug abuse prevention services, and food (not to exceed 30 percent of this contract); (B) Maintenance and operation of homeless shelters, including the payment of insurance, rent, cleaning fees, security services, office and shelter supplies, and purchase of equipment within the parameters of federal guidelines; and (C) The payment of shelter staff costs for operations (i.e., wages of shelter staff on shelter business). This is limited to 10 percent of this contract. 2.03 In consideration of the mutual covenants and promises contained herein, the County and the Shelter agree as follows. RESPONSIBILITIES OF THE SHELTER 3.01 The Shelter shall carry out specific activities with ESG funds within the parameters listed in sections 2.01 and 2.02. The Shelter shall provide a funding allocation plan as Attachment A of this contract, which plan is incorporated by reference in this contract. 3,02 The Shelter shall submit reimbursement requests which contain a cover letter specifying the amount and items for which reimbursement is requested, copies of the bills for each item, and copies of the cancelled checks with which each item was paid. Each reimbursement request shall be accompanied by a Matching Funds Report (see Attachment B) and matching funds documentation, such as volunteer timesheets, at least equal in value to the amount of reimbursement requested. See Attachment C for the definition of matching funds in the Emergency Shelter Grant Program. 4 - 3.03 The Shelter shall provide the County with demographic information regarding shelter clients or other Shelter information pertinent to this Contract at the request of the County. 3.04 The Shelter shall maintain its financial records such that Oakland County ESG funds are separated from other grant accounts and a clear record of expense and expenditure is available. 3.05 The shelter shall follow the provisions of US Office of Management and Budget (OMB) Circular A-133 Audits of Institutions of Higher Education and Other Nonprofit Organizations. The shelter certifies that it has received a copy of this Circular by signing this contract. 3.06 In compliance with Office of Management and Budget (OMB) Circular A-122, Cost Principles for Nonprofit Organizations, the Shelter shall secure prior approval from the County for the purchase of any equipment or furnishings, to be purchased with Oakland County ESG funds, having a useful life of more than two years and an acquisition cost of $500 or more per unit. 3.07 The Shelter shall allow the County and the US Department of Housing and Urban Development to conduct audits and/or program monitoring in connection with the performance and administration of this contract. 3.0& The Shelter shall comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local Governments. RESPONSIBILITIES OF THE COUNTY 4.01 The County shall pay the shelter a sum not to exceed $10,500 as a reimbursement for allowable expenses under the Emergency Shelter Grant Program. The County shall only reimburse the Shelter for categories of items allowable under the Oakland County Emergency Shelter Grant Program and listed in the Shelter's funding allocation plan. The County will reimburse the Shelter only upon receipt of a request in the form specified in section 3.02 of this contract. PROHIBITION OF DISCRIMINATION 5.01 Neither party shall discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of employment because of race, color, sex, height, weight, family status, or marital status in accordance with state or federal law. 5.02 The parties shall comply with the Michigan Handicappers Civil Rights Act (1976 PA 220) and the Federal Rehabilitation Act of 1973, which states that no person, by reason of handicap, will be excluded from, denied the benefits of, or be subject to discrimination under any activity or program receiving federal financial assistance. 5.03 No person shall, on the grounds of race, creed, color, sex, age, national origin, height, weight, handicap. family status, or marital status be excluded from participation in, denied the proceeds of, or subject to discrimination in the performance of this contract, in accordance with state and federal law. 2 PROHIBITION OF POLITICAL ACTIVITY 6.01 None of the funds, materials, property, or services contributed by the County to the Shelter under this contract shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office. PROHIBITION OF RELIGIOUS ACTIVITY 7 01 There shall be no religious worship, instruction, or proseiytization as part of, or in connection with. the performance of this contract. DRUG- AND ALCOHOL-FREE FACILITIES 5.01 The Shelter shall administer, in good faith, a policy designed to ensure that the Shelter is free from the illegal use, possession, or distribution of drugs and/or alcohol by its beneficiaries 8.02 The Shelter, in compliance with the Drug-Free Workplace Act, will prominently post a drug-free workplace policy statement identical, or substantially equivalent, to the model statement included as Attachment E of this contract. INVOLVEMENT OF HOMELESS BENEFICIARIES IN SHELTER OPERATIONS 9.01 The Shelter shall, to the rlaXiMUM extent practicable, involve homeless beneficiaries in constructing, renovating, maintaining, and operating the Shelter and in providing services for Shelter occupants. TERMINATION OF ASSISTANCE 10 01 The Shelter shall have a formal, written procedure in place for termination of assistance to homeless clients due to violation of Shelter rules. GENERAL CONTRACT PROVISIONS 11.01 This contract constitutes the entire agreement between the County and the Shelter with regards to the Emergency Shelter Grant Program, program year 1994 funds, and there are no further agreements, oral or written, with respect hereto. 11.02 No assignment or delegation of this contract shall be made, in whole or part, without the written consent of the County being first obtained. 11.03 Either party may, at any time during the life of this contract or any extension thereof, terminate the contract by giving thirty days' written notice. Notices to the Shelter shall be addressed to 35 East Huron Street. Pontiac, Michigan 48342, and notices to the County will be addressed to the Community Development Division, EOB Room 112, 1200 North Telegraph Road, Pontiac, MI 48341-0414. :11.04 The Shelter shall indemnify, defend, and hold harmless the County, its officials, volunteers, boards, 3 commissions. and agents against any and all expense and liability arising from any act, omission. or negligence of the Shelter. 11.05 In the event the Shelter becomes involved in, or is threatened with, litigation relative to this contract and project. the Shelter shall immediately notify the County and the County may enter into such litigation to protect the interests of the County as they may appear. 11_06 The Shelter shall maintain, during the life of this contract, and any extension thereof, the following insurance coverage: (A) Worker's Compensation meeting Michigan statutory requirements and Employer's Liability with a minimum limit of $100,000 each accident; (B) A Comprehensive General Liability policy with a minimum combined single limit of $500,000 per occurrence for bodily injury or property damage. This policy shall include contractual and personal injury coverage. (C) Automobile Liability in accordance with Michigan no-fault laws with a minimum combined single limit of $300,000 per occurrence for bodily injury and property damage. Coverage shall include owned, non-owned, and hired automobiles. Insurance will be maintained with a well-rated insurance company, licensed in the State of Michigan and acceptable to Oakland County Risk Management. The contractor is responsible for all premiums. deductibles, co-payments, uncovered losses, and losses in excess of valid coverages required to be maintained by the contractor. 11.07 Certificates evidencing the required insurance coverage and subsequent renewals must be presented to, and approved by, the County prior to any services under this contract. Evidence of renewal of expiring coverage must also be submitted to, and approved by, Oakland County prior to such expiration date. Certificates must provide for thirty day written notice to the certificate holder of cancellation of contractor's coverage. 11.08 The relationship of the Shelter to the County shall be that of an independent contractor No partnership, association, or joint enterprise shall arise between the parties hereto as a result of any provision of this contract, nor shall any provision herein be construed as making an employee of the shelter an agent or employee of the County. 11 09 The Shelter shall notify the County, in writing, of its intent to pursue a claim against the County for breach of any of the terms of this contract. No suit may be commenced by the Shelter for breach of this contract prior to the expiration of ninety days from the date of such notification. Within this ninety-day period, the Shelter, at the request of the County, must meet with an appointed representative of the County for purposes of attempting to resolve the dispute. ATTACHMENTS 12.01 The following attachments are appended to, and incorporated within, this contract: Attachment A—Shelter's Funding Allocation Plan Attachment B--Matching Funds Report Attachment C--Definition of Matching Funds Attachment D--Shelter's Matching Funds Certification Attachment E--Model Drug-Free Workplace Policy Statement 4 IN WITNESS THEREOF, the Shelter and the County have executed this contract as of the date first written above. PONTIAC RESCUE MISSION THE COUNTY OF OAKLAND BY: BY: POSITION: POSITION: DATE. DATE: ATTEST: ATTEST: DATE. DATE: ATT_ACHMENT A 1994 OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM PONTIAC RESCUE MISSION'S FUNDING ALLOCATION PLAN ESSENTIAL SERVICES Pontiac Rescue Mission, in accordance with Emergency Shelter Grant guidelines, will spend no more than 30 percent of its total grant on essential services. These include, but are not limited to, counseling, education, food, medical supplies, and transportation. TOTAL ALLOCATION FOR ESSENTIAL SERVICES OPERATIONS AND MAINTENANCE Pontiac Rescue Mission can spend up to 100 percent of its grant on this expense category, which includes, but is not limited to, insurance, utilities, cleaning expenses, telephone bills. furnishings, office supplies, and security services. TOTAL ALLOCATION FOR OPERATIONS AND MAINTENANCE ADMINISTRATION Pontiac Rescue Mission may spend up to 10 percent of its grant on administrative expenses (salary of shelter staff). TOTAL ALLOCATION FOR ADMINISTRATION TOTAL GRANT TO PONTIAC RESCUE MISSION BY: POSITION: DATE: ATTEST: DATE: ATTACHMENT B OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM MATCHING FUNDS REPORT ATTACH SUPPORTING DOCUMENTATION FOR LINES 6a-e (TIME SHEETS, VALUE COMPUTATIONS, ETC.) TO THIS REPORT 1. Name of Shelter 2. Contact Person 3. Telephone 4. Date of Reimbursement Request 5. Amount of Reimbursement Request 6. Matching funds to be used for this Reimbursement Request: A. Volunteer Time (calculate at $5.00/hour) B. Salary paid to staff of shelter (do not use salary reimbursed through ESG as match) C. Value of donated material/ building* D. Value of building lease* E. Total match (must equal or exceed line 5) I certify that the information in this report is true and accurate to the best of my knowledge and that funds used to match this grant (amounts shown on lines 6a-e) have not been used to match any other Emergency Shelter Grant from Oakland County or any other jurisdiction. Signature Title Date *Oakland County will determine the value of any donated material or building, or any lease, using any method reasonably calculated to establish a fair market value. The shelter, by submitting this report, agrees that Oakland County's calculation of value of items in lines 6c and 6d shall be final. THIS REPORT MUST BE SUBMITTED WITH EACH REIMBURSEMENT REQUEST OR THE SHELTER SHALL NOT BE REIMBURSED, IN ACCORDANCE WITH THE CONTRACT BETWEEN THE SHELTER AND THE COUNTY. ATTACHMENT C EXPLANATION OF MATCHING FUNDS FROM EMERGENCY SHELTER GRANT REGULATIONS AT 24 CFR 676.71 (a) AND (b) (a) General. Each grantee must match the funding provided by HUD under this Part with an equal amount of funds from sources other than under this part. These funds must be provided after the date of the grant award to the grantee. Funds used to match a previous ESG grant may not be used to match a subsequent grant award under this part. A grantee may comply with this requirement by providing the supplemental funds itself, or through supplemental funds or voluntary efforts provided by any state recipient or non profit recipient (as appropriate). (b) Calculating the matching amount. In calculating the amount of matching funds, there may be included the value of any donated material or building; the value of any lease on a building; any salary paid to staff of the grantee or to any State recipient or nonprofit recipient (as appropriate) in carrying out the emergency shelter program;* and the time and services contributed by volunteers to carry out the emergency shelter program, determined at the rate of $5 per hour. For purposes of this paragraph (b), the grantee will determine the value of any donated material or building, or any lease, using any method reasonably calculated to establish a fair market value. *NOTE: The shelter recipient may not use salary reimbursed by the Oakland County ESG program as a match. For instance, if you request reimbursement for Jane Doe's salary for the month of July, 1994, you may not also use her salary for July,1994 as a match. 0 . 1' op. ATTACHMENT D OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM PONTIAC RESCUE MISSION'S MATCHING FUNDS CERTIFICATION In accordance with federal regulations at 24 CFR 576.71 (a) and (b) and the provisions of this contract, Pontiac Rescue Mission as the subgrantee shelter provider agrees to match all ESG funds received with an equal amount of matching funds. The shelter also agrees to provide documentation of its matching funds each time it submits a reimbursement request to the county as specified in this contract. Shelter Director Date Attest Date • 4 1 ATTACHMENT E OAKLAND COUNTY EMERGENCY SHELTER GRANT PROGRAM MODEL DRUG-FREE WORKPLACE POLICY STATEMENT The federal Drug-Free Workplace Act of 1988 imposes certain requirements on and its employees as recipients of federal grant funds. supports the purpose and goals of the act and by this policy, announces its intention to comply with this act and make continuing "good faith" efforts to provide a drug-free workplace. Therefore, it is the policy of that any unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance in the workplace is strictly prohibited. All employees of must abide by the terms of this policy and must notify their manager of any criminal drug statute conviction no later than five days after such conviction. Employees violating this policy are subject to appropriate personnel/disciplinary action, up to and including termination, and/or other remedial measures as the individual circumstances warrant. is committed to maintaining a drug-free workplace. All employees are expected to cooperate and give this policy their full support. 1r 6 /0 L. Brooks Patter 7 County Executive Date Resolution #94169 May 26, 1994 Moved by Obrecht supported by McPherson the resolution be adopted. AYES: Gosling, Huntoon, Jensen, Johnson, Kaczmar, Kingzett, Law, McCulloch, McPherson, Miltner, Moffitt, Obrecht, Palmer, Pernick, Powers, Schmid, Taub, Aaron, Crake, Dingeldey, Douglas, Garfield. (22) NAYS: None. (0) A sufficient majority having voted therefor, the resolution was adopted. I HEREBIA/PPROVIWOREGOING RESOLpTION STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Lynn D. Allen, 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 May 26, 1994 with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and a eff4xed the seal of the County of Oakland at Pontiac, Michigan this 26th day of/My 1T974'17.7--/7 . . . c,7,. '" 1 ,'...-4,..{..1...A..... 4.). Li ' - • '••• ____:...... _ ..-:;./i Lyni. j.D. Allen, County Clerk .: _ _