HomeMy WebLinkAboutResolutions - 2021.03.25 - 34257MISCELLANEOUS RESOLUTION #21098 March 25, 2021
BY: Commissioner Kristen Nelson, Chairperson, Legislative Affairs and Government Operations Committee
IN RE: PARKS AND RECREATION COMMISSION — APPROVAL OF 2021 FAIR FOOD NETWORK
DOUBLE UP FOOD BUCKS PROGRAM GRANT AWARD
To: Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Oakland County Parks and Recreation Commission has been awarded $25,000 from the
Fair Food Network through its Double Up Food Bucks Program; and
WHEREAS the grant funding period is January 1, 2021, through December 31, 2021; and
WHEREAS the Double Up Food Bucks Program helps to improve the nutrition of low-income families while
promoting local farmers; and
WHEREAS encouraging healthy lifestyles is a main component of the mission of the Oakland County Parks
and Recreation Commission; and
WHEREAS the Double Up Food Bucks Program award provides matching dollars for SNAP benefits
recipients to spend on fresh fruits and vegetables at the Oakland County Farmers Market; and
WHEREAS a budget amendment is not required as the funds are accounted for in general ledger account
228100 Deposits Reconciliation within the Parks and Recreation Fund (#50800); and
WHEREAS the grant agreement has completed the Grant Review Process in accordance with
Miscellaneous Resolution #19006
NOW THEREFORE BE IT RESOLVED the Oakland County Board of Commissioners approves and
accepts the 2021 Fair Food Network Double Up Food Bucks grant award of $25,000 for the grant period of
January 1, 2021 through December 31, 2021.
BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners authorizes the
Chairperson or his designee to execute the grant agreement and any other documentation required for the
grant award.
BE IT FURTHER RESOLVED a budget amendment is not required at this time.
Chairperson, on behalf of the Legislative Affairs and Government Operations Committee, I move the
adoption of the foregoing resolution
Commissioner Kristen Nelson, District #5
Chairperson, Legislative Affairs and
Government Operations Committee
LEGISLATIVE AFFAIRS AND GOVERNMENT OPERATIONS COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
GRANT REVIEW SIGN -OFF — Parks and Recreation
GRANT NAME: 2021 Double Up Food Bucks
FUNDING AGENCY: Fair Food Network
DEPARTMENT CONTACT: Melissa Prowse/(248) 249-2801
STATUS: Grant Acceptance (Greater than $10,000)
DATE: 03/03/21
Please be advised the captioned grant materials have completed internal grant review. Below are the returned comments
The Board of Commissioners' liaison committee resolution and grant acceptance package (which should include this sign -
off and the grant agreement/contract with related documentation) may be requested to be placed on the agenda(s) of the
appropriate Board of Commissioners' committee(s) for grant acceptance by Board resolution.
DEPARTMENT REVIEW
Management and Budget:
Approved by M & B. — Lynn Sonkiss (03/02/21)
Human Resources:
HR Approved — No FIR Implications —Lori Taylor (03/01 /21)
Risk Management:
Approved by Risk Management. — Robert Erlenbeck (03/01 /21)
Corporation Counsel:
Approved by Corporation Counsel —Lisa Kavalhuna (03/02/21)
From: Taylor, Lori
To: Sobocinski, Tina Marie; Corporate Counsel Frlenbeck. Robert Carl• McBroom. Diana E.! Sonkiss, Lynn C
Cc: Phelps, Jeffrey C; Prowse Malicsa lean: Autry. Amv; Andrews Michael R• Adoolu-Jones Ebru; Conforti Holly M;
Elmably, Kim K; Guzzv. Scott N; Holdsworth William A; Jen, Kyle Isaac: Jost Edward P; Masnn. Haather I
Matthews Haile ; Powers, Andrea: Sanrher Krishna I ; hS ih Julie, Snovei, Aaron G. stool, Connie L;
Stotzonfeld. Tracv Marie: Strinnfellnw 1nAnna Ward Chris; Worthinaton, Pamela L; Zhou Jenny
Subject: RE: URGENT GRANT REVIEW: Parks & Recreation - 2021 Double Up Food Bucks - Acceptance (Greater than
$10,000)
Date: Monday, March 01, 2021 11:44:22 AM
HR Approved — No HR Implications
Lori Taylor, MSA
Deputy Director -Human Resources
Oakland County Michigan
L. Brooks Patterson Executive Office Building
2100 Pontiac Lake Road
Waterford, MI48328
248-858-0548
tavlorlonb Oakaov.com
From: Sobocinski, Tina Marie <sobocinskit@oal<gov.com>
Sent: Monday, March 1, 2021 11:43 AM
To: Corporate Counsel <corpcounsel@oakgov.com>; Erlenbeck, Robert Carl
<erlenbeckr@oakgov.com>; McBroom, Diana E. <mcbroomd@oal<gov.com>; Sonkiss, Lynn C
<son kissl @oa kgov.com>; Taylor, Lori <taylorlo@oal<gov.com>
Cc: Phelps, Jeffrey C<phelpsj@oakgov.com>; Prowse, Melissa Jean <prowsem@oakgov.com>;
Aubry, Amy <aubrya@oakgov.com>; Andrews, Michael B <andrewsmb@oal<gov.com>; Adoglu-
Jones, Ebru <adoglu-jonese@oakgov.com>; Conforti, Holly M <confortih@oakgov.com>; Elgrably,
Kim K <elgrablyk@oakgov.com>; Guzzy, Scott N <guzzys@oakgov.com>; Holdsworth, William A
<holdswortha@oakgov.com>; Jen, Kyle Isaac <jenk@oakgov.com>; Joss, Edward P
<josse@oakgov.com>; Mason, Heather L <masonh@oakgov.com>; Matthews, Halley
<matthewshd@oakgov.com>; Powers, Andrea <powersa@oakgov.com>; Sanchez, Kristina L
<sanchezk@oakgov.com>; Shih, Julie <shihj@oakgov.com>; Snover, Aaron G.
<snovera@oakgov.com>; Sobocinski, Tina Marie <sobocinskit@oakgov.com>; Srogi, Connie L
<srogic@oakgov.com>; Stolzenfeld, Tracy Marie <stolzenfeldt@oakgov.com>; Stringfellow, JoAnn
<stringfellowj@oakgov.com>; Ward, Chris <wardcc@oakgov.com>; Worthington, Pamela L
<worthingtonp@oal<gov.com>; Zhou, Jenny <zhouj@oal<gov.com>
Subject: URGENT GRANT REVIEW: Parks & Recreation - 2021 Double Up Food Bucks - Acceptance
(Greater than $10,000)
Please Note: Miscellaneous Resolution is subject to review by Human Resources and Fiscal Services
for personnel changes and/or budget amendment.
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS— Lynn Sonkiss — Lori Taylor— Diana McBroom — Pat Davis
From: Frlenherk Rnhert Carl
To: Sobocinski, Tina Marie; Corporate Counsel; McBroom, Diana E.; Sonkiss. Lynn C; Taylor, Lori
Cc: Phelps, Jeffrey C Prowse Melissa JeanAubry. Amv; Andrews Michael B Adnalu-Tones. Fhru: Conforti Holly M;
notably. Kim K; Gum, Scott N; Hnldswnrth William A: Jon Kyle Isaac Joss, Edward P; Mason Heather I -
Matthewa hallow POwerS. Anrirea: Sanrhe7 Kristian I • Shili, ] lie• Snover Aarnn G : social, Connie L;
Stolzenfeld, Tracy Marie; Stringfellow JoAnn; Ward Chris; Worthmoton Pamela L; Zhou Jenny
Subject: RE: URGENT GRANT REVIEW: Parks & Recreation - 2021 Double Up Food Bucks - Acceptance (Greater than
$10,000)
Date: Monday, March 01, 2021 1:58:32 PM
Approved by Risk Management, R.E. 3/1/2021.
Robert Erlenbeck, Insurance Risk Administrator
Risk Management
Office: 248-858-1694
Cell. 248-421-9121
Office schedule. Monday through Thursday 7:00 to 5:00
From: Sobocinski, Tina Marie <sobocinskit@oakgov.com>
Sent: Monday, March 01, 2021 11:43 AM
To: Corporate Counsel <corpcounsel@oakgov.com>; Erlenbeck, Robert Carl
<erlenbeckr@oakgov.com>; McBroom, Diana E. <mcbroom d@oakgov.com>; Sonkiss, Lynn C
<sonkissl@oakgov.com>; Taylor, Lori <taylorlo@oakgov.com>
Cc: Phelps, Jeffrey C <phel psi @oal<gov.com>; Prowse, Melissa Jean <prowsem@oakgov.com>;
Aubry, Amy <aubrya@oakgov.com>; Andrews, Michael B <and rewsmb @oa kgov.cori Adoglu-
Jones, Ebru <adoglu-jonese@oakgov.com>; Conforti, Holly M <confortih@oakgov.com>; Elgrably,
Kim K <elgrablyk@oal<gov.com>; Guzzy, Scott N <guzzys@oakgov.com>; Holdsworth, William A
<holdswortha@oakgov.com>; Jen, Kyle Isaac <jenk@oakgov.com>; Joss, Edward P
<josse@oakgov.com>; Mason, Heather L<masonh@oakgov.com>; Matthews, Hailey
<matthewshd@oakgov.com>; Powers, Andrea <powersa@oakgov.com>; Sanchez, Kristina L
<sanchezk@oakgov.com>; Shih, Julie <shihj@oakgov.com>; Snover, Aaron G.
<snovera@oakgov.com>; Sobocinski, Tina Marie <sobocinskit@oakgov.com>; Srogi, Connie L
<srogic@oakgov.com>; Stolzenfeld, Tracy Marie <stolzenfeldt@oal<gov.com>; Stringfellow, JoAnn
<stringfellowj@oakgov.com>; Ward, Chris <wardcc@oakgov.com>; Worthington, Pamela L
<worthingtonp@oakgov.com>; Zhou, Jenny <zhouj@oakgov.com>
Subject: URGENT GRANT REVIEW: Parks & Recreation - 2021 Double Up Food Bucks - Acceptance
(Greater than $10,000)
Please Note: Miscellaneous Resolution is subject to review by Human Resources and Fiscal Services
for personnel changes and/or budget amendment.
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS — Lynn Sonkiss— Lori Taylor— Diana McBroom — Pat Davis
RE: GRANT CONTRACT REVIEW RESPONSE — Parks and Recreation
2021 Double Up Food Bucks Grant Program
Fair Food Network
From: Sonkiss Lynn C
To: Sohoanski. Tina Mane•. Corporate Counsel; Erlenbeck. Robert Carl: MrBroom, Diana E.: Taylor, Lori
Cc: Phelps, Jeffiev C: Prowse Melissa lean; Aubrv. Amv; Andrews, Mirhael B; Adnghi-tones, Fhnr ConfortiHolly M;
Flumbly, Kim K: Guzzv Scott N; Hnldawnrth. William A: Jeri Kyle Isaac; loss Edward P; Masnn, Heathar I ;
Matthews Halley; Powers, Andrea: Sanrhoz. KnOna I : Shih. Julie: Snover, Aaron G ; Sroa1 Connie L;
s1gl7enfeld. Trary Mann: Stringfellow, IoAnn; Ward, Chris: Warthinatnn. Pamala I : 7_hou, Jenny
Subject: RE: URGENT GRANT REVIEW: Parks & Recreation - 2021 Double Up Food Bucks - Acceptance (Greater than
$10,000)
Date: Tuesday, March 02, 2021 7:52:03 PM
Approved by M & B — 3/2/2021.
Lynn Sonkiss
Fiscal Services Officer
Oakland County, Michigan
Phone 248.858.0940
Fax 248,858.9724
sonkis,d(@oakgc)v.com
From: Sobocinski, Tina Marie <sobocinskit@oakgov.com>
Sent: Monday, March 01, 2021 11:43 AM
To: Corporate Counsel <corpcounsel@oakgov.com>; Erlenbeck, Robert Carl
<erlenbeckr@oakgov.com>; McBroom, Diana E. <mcbroomd@oakgov.com>; Sonkiss, Lynn C
<son kissl@ oa kgov.com>; Taylor, Lori <taylorlo@oal<gov.com>
Cc: Phelps, Jeffrey C <phelpsj@oakgov.com>; Prowse, Melissa Jean <prowsem@oakgov.com>;
Aubry, Amy <aubrya@oakgov.com>; Andrews, Michael B <andrewsmb@oakgov.com>; Adoglu-
Jones, Ebru <adoglu-jonese@oakgov.com>; Conforti, Holly M <confortih@oakgov.com>; Elgrably,
Kim K <elgrablyk@oakgov.com>; Guzzy, Scott N <guzzys@oal<gov.com>; Holdsworth, William A
<holdswortha@oakgov.com>; Jen, Kyle Isaac <jenk@oakgov.com>; Joss, Edward P
<josse@oal<gov.com>; Mason, Heather L<masonh@oakgov.com>; Matthews, Hailey
<matthewshd@oakgov.com>; Powers, Andrea <powersa@oakgov.com>; Sanchez, Kristina L
<sanchezk@oakgov.com>; Shih, Julie <shihj@oal<gov.com>; Snover, Aaron G.
<snovera@oal<gov.com>; Sobocinski, Tina Marie <sobocinskit@oakgov.com>; Srogi, Connie L
<srogic@oakgov.com>; Stolzenfeld, Tracy Marie <stolzenfeldt@oakgov.com>; Stringfellow, JoAnn
<stringfellowj@oakgov.com>; Ward, Chris <wardcc@oakgov.com>; Worthington, Pamela L
<worth ington p@oal<gov.com>; Zhou, Jenny <zhouj@oakgov.com>
Subject: URGENT GRANT REVIEW: Parks & Recreation - 2021 Double Up Food Bucks - Acceptance
(Greater than $10,000)
Please Note: Miscellaneous Resolution is subject to review by Human Resources and Fiscal Services
for personnel changes and/or budget amendment.
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS— Lynn Sonkiss — Lori Taylor— Diana McBroom — Pat Davis
RE: GRANT CONTRACT REVIEW RESPONSE — Parks and Recreation
2021 Double Up Food Bucks Grant Program
From: Kavalhuna. Lisa M
To: Sohoanskl. Tina Mari: Cornorate Coumel: Erlenheck. Robert Carl- MCBroom, Diana E.; Sonkiss, Lynn C Taylor,
Lori
Cc: Phelps Jeffrey C; Prowse Melissa loan: sultry, Amv; Anrlmws Michael B: Arlonlu-loner 'hoc Confortl Holly M;
Elarably. Kim K; Guzzv, Scott N; Hnlrkwnrrh. William A: Jen, Kyle Isaac; Joss, Edward P• Mason Heather I.
Matthews, Halley; Powers Andrea • Sanrha7. Kristine ; Shi ull ; Snover. Aaron C.; stool Connie L•
etnbenfeld Trace Marie; Stnnofellnw inAnn• Ward Chris • Worthinaton. Pamela L• 71hou. lenny
Subject: RE; URGENT GRANT REVIEW: Parks St Recreation - 2021 Double Up Food Bucks - Acceptance (Greater than
$10,000)
Date: Tuesday, March 02, 2021 7:52:00 AM
Approval by CC 3.2.21
Fj)AKIANW'
Lisa Kavalhuna, Senior Assistant Corporation Counsel
Oakland County Corporation Counsel
1200 N. Telegraph Road, Bldg. 14 East, Courthouse West Wing Extension, 3" floor, Pontiac, MI 48341
P11885J 1097 l F: 248 858 1003 l kavalhunalf@oakeov.com
Work hours: 7:00 a.m. to 3:30 p.m.
PItIVIt EGED AND CONFIDENTIAL -AFTORNLY rITIND( NINIHNICAHON
ler c mail I< intended only icn thmee Peianto'.vbnr, it e speclf¢ally addie.'-J Ito :"dIdenuJ and It rrotecteri L•, III nttcI le, iiem pn' Jnpn and'I", I I'iu]III I
n jai ITT, Iris privilege belong. t, the County cf I er•rnd ; nd mdividusi addre=:ee; me not authorized m waive or modrtq this o"'fege Ir am way Inrll"Ido-r 4. m•
,It Ez. I th,t; is di �, naaion o,prrdi,Dannrml=ntim lvod l•,v low of dl is mronnahon IT; I on re of h, r tisn Lilo- II.[:II cbro may I_om Gl IIt-, Lw IIII ,R tlm
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�.rcnenr mlo-irm amn i mmuel at I' o,l usi: �n;n
From: Sobocinski, Tina Marie <sobocinskit@oakgov.com>
Sent: Monday, March 1, 2021 11:43 AM
To: Corporate Counsel <corpcounsel@oakgov.com>; Erlenbeck, Robert Carl
<erlenbeckr@oal<gov.com>; McBroom, Diana E. <mcbroomd@oal<gov.com>; Sonkiss, Lynn C
<sonkissl@oal<gov.com>; Taylor, Lori <taylorlo@oakgov.com>
Cc: Phelps, Jeffrey C <phelpsj@oakgov.com>; Prowse, Melissa Jean <prowsem@oakgov.com>;
Aubry, Amy <aubrya@oakgov.com>; Andrews, Michael B <andrewsmb@oakgov.com>; Adoglu-
Jones, Ebru <adoglu-jonese@oakgov.com>; Conforti, Holly M <confortih@oakgov.com>; Elgrably,
Kim K <elgrablyl<@oakgov.com>; Guzzy, Scott N <guzzys@oakgov.com>; Holdsworth, William A
<holdswortha@oakgov.com>; Jen, Kyle Isaac <jenk@oakgov.com>; Joss, Edward P
<josse@oakgov.com>; Mason, Heather L <mason h @oakgov.com>; Matthews, Halley
<matthewshd@oakgov.com>; Powers, Andrea <powersa@oakgov.com>; Sanchez, Kristina L
<sanchezk@oakgov.com>; Shih, Julie <shihj@oakgov.com>; Snover, Aaron G.
<snovera@oal<gov.com>; Sobocinski, Tina Marie <sobocinskit@oakgov.com>; Srogi, Connie L
<srogic@oakgov.com>; Stolzenfeld, Tracy Marie <stolzenfeldt@oakgov.com>; Stringfellow, JoAnn
<stringfellowj@oal<gov.com>; Ward, Chris <wardcc@oal<gov.com>; Worthington, Pamela L
<worth I ngton p @oakgov.com>; Zhou, Jenny <zhouj@oakgov.com>
Subject: URGENT GRANT REVIEW: Parks & Recreation - 2021 Double Up Food Bucks - Acceptance
(Greater than $10,000)
Please Note: Miscellaneous Resolution is subject to review by Human Resources and Fiscal Services
for personnel changes and/or budget amendment.
Double Up Food Bucks
Farmers Markel: a iraasaf 20211.
February 2nd, 2021
County of Oakland
Oakland County Farmers Market
Fiduciary Information
Jeremy Brown
2100 Pontiac Lake Rd
Waterford Twp, MI 48328
ocmarket@oakgov.com; brownjd@oakgov.com
(248)858-5495
Mailing Information
2100 Pontiac Lake Rd
Waterford Twp, MI 48328
Market Information
2350 Pontiac Lake Rd
Waterford, MI 48328
ocmarket@oalgov.com; brownjd@oakgov.com
(248)858-5495
Grant Award Number: DU-MI-2019-70030-30400
EIN:
FNS Number:
Year authorized to accept SNAP:
0 734.213.3999 "" fb.com/fairfoodnetwork
I info@falrfoodnetwork.org "i @fairfood network
Dear Jeremy Brown,
Fair Food Network ("FFN"), a tax exempt nonprofit, is pleased to grant in the amount of $25,000 to the County
of Oakland for the Double Up Food Bucks Program.
County of Oakland, hereafter called "the Grantee Organization," will receive a grant from "FFN" fort he Double
Up Food Bucks program, hereafter called "the Program" at the Oakland County Farmers Market, hereafter called
"the Market".
Grantee Organization:
Oakland County Farmers
Market
Grant Period Start Date:
January 1, 2021
2021 Grant Amount:
$25,000
Tokens Issued in 2021:
2,000
Market Cycle:
Annual
Grant Period End Date
December 31, 2021
Beginning Fund Balance:
(funds carried over from
2020 program year)
$928
Tokens on -hand from
2020:
2,075
Grant Number:
DU-MI-2019-70030-30400
Funds Disbursement
Method:
Single Payment
Total Funds Available:
$25,928
Total Tokens Available:
4,075
The Grantee Organization agrees to administer the Program at the Market under the following terms and
conditions:
Terms and Conditions
I. Use and Handling of Grant Funds
a. Funds are to be used by the Grantee Organization to reimburse participating vendors at the Market for
Double Up Food Bucks Incentives spent by customers at their stalls at the Market in exchange for
eligible products.
b. Products eligible for Double Up Food Bucks Incentive redemption are unprocessed fruits and vegetables
grown in Michigan. Mushrooms, cut herbs and herb plants, and plants and seeds that grow food
producing plants are also eligible. If the Market is in a county which borders another state(s), Double Up
Food Bucks may also be redeemed for produce grown in the state(s) bordering that county.
c. Double Up Food Bucks tokens or electronic loyalty credits are used as currency proxy for incentive
distribution and redemption at the Market, hereafter called "The Incentive"
d. Funds shall not qualify for the Double Up Food Bucks Incentive nor may they be used to reimburse a
vendor at the Market if the vendor provided a customer with ineligible product.
e. Funds may not be used to reimburse a vendor who is not participating in the FFN Program or has not
signed a Vendor Agreement.
Double Up I ood Mucks
Varmers Marko[ Grant Agreement 20M
f. If either party determines the Grantee Organization will not be continuing with the program, any
portion of the grant funds not used within the grant period or not used for the purposes stated above
must be returned to FFN within one month of when both the Grantee Organization and FFN have
agreed upon a reconciliation statement.
g. Grant funds shall be kept separately on the Grantee Organization's books of account as grant funds from
FFN; and accurate records of the funds received and expenses incurred under the grant should be kept
in accordance with generally accepted accounting principles.
h. Financial and program -based records related to the Grant will be retained for at least five years after the
completion of the Grantee Organization's use of the Grant funds.
i. FFN, at its request, shall have reasonable access to the Grantee Organization's and/or the Market's files,
records, personnel and premises for the purposes of making financial audits, verifications, or program
evaluations as it deems necessary concerning the Grant.
j. No part of the Grant funds may be used to carry on propaganda, or otherwise attempt to influence
legislation or to influence orto participate in or to intervene in (including the publishing or distribution
of statements) any political campaign on behalf of (or in opposition to) any candidate for public office.
k. This agreement becomes null and void, and funds of the Grant must be returned if the terms and
conditions of the Grant are not met by the Grantee Organization.
I. The Grantee Organization should have the correct number of Incentive tokens at the end of the Program
season based on reporting provided. The calculation used to determine the number of Incentive tokens
which the Grantee Organization should have on hand at the end of the season is: the number of tokens
on -hand at the start of the season, minus the number of tokens distributed to customers, plus the
number of tokens redeemed by vendors. In the instance that the Grantee Organization does not have
the correct number of Incentive tokens at the end of the season, the records of the Grantee
Organization may be under review. FFN may, at its discretion, waive any financial penalty if there is a
small margin of error (a variance equal to or less than 5%) with the reconciliation of Incentive tokens.
a. In the event of a token shortage, the Grantee Organization may be penalized at a cost equal to
the replacement value of the token shortage.
b. In the event of a token overage, the Grantee Organization will resolve the overage in one of two
ways:
i. If the Grantee Organization does not initiate a 2022 grant agreement with FFN, funds
and/or tokens must be returned to FFN within one month of when both the Grantee
Organization and FFN have agreed upon a year-end contract close out reconciliation
statement.
ii. If the Grantee Organization initiates a 2022 grant agreement with FFN, funds will be
subtracted from the current grant agreement's rollover amount.
m. This contract and its related funding agreement is contingent upon the release of USDA and
philanthropic support secured by Fair Food Network.
II. Program Guidelines and Standards
Double Up Vood Bodo,
ra r'Ite r, IVIak 1,A 6t a it A}reument z021.
The Grantee Organization is responsible for ensuring FFN Program guidelines are followed at the Market and
agrees to administer the Program as directed by FFN. The Grantee Organization will:
a) Vendor Education
i. Provide Program information to all vendors at the Market, including those vendors who sell
eligible products and those who do not sell eligible products.
ii. Distribute a Double Up Food Bucks sign to each participating vendor and ensure the signs are
visibly posted for customers during the Market's hours of operation.
iii. Communicate a defined process and schedule for Double Up Food Bucks Incentive redemption
and reimbursement with participating vendors at the Market.
b) Incentive Redemption and Reimbursement to Vendors for Incentives
I. Make reimbursement payments to participating vendors for the cash value of the Incentive
redeemed at the Market for eligible product within one month of when the sales are properly
reported by the vendor to the market.
ii. Prior to reimbursement, the Market must have a signed Double Up Food Bucks Vendor
Agreement on file for each vendor for each year of this Grant. The Grantee Organization must
provide a copy of this Agreement to FFN upon request.
iii. To determine the cash value of Double Up Food Bucks redeemed by participating vendors, the
Grantee Organization must:
a. Maintain records of documentation
b. If the Market accepts SNAP via a token -based system, collect Incentive tokens from
participating vendors and maintain and submit to FFN written records of Incentive tokens
redeemed by participating vendors using a form provided by FFN or a similar form with FFN
permission. Records must indicate the name of the vendor who redeemed the tokens, the
date of redemption, the dollar value of tokens submitted and the Market name.
c. If SNAP benefits are accepted using an electronic model by each vendor OR at a physical
token distribution location for conversion to and from digital incentive credits, the Grantee
Organization will monitor vendors' SNAP and Incentive transactions to ensure SNAP sales
are always greater than or equal to Incentive credits awarded
iv. In seasonal markets, the last day for vendors to accept Incentive in exchange for eligible product
is the Market's closing day, and the last day for the Grantee Organization to reimburse vendors
for redeemed Incentive is one month after the Market's closing day.
c) Incentive Distribution to Customer
i. The Grantee Organization will oversee Incentive distribution to customers using SNAP at the Market.
ii. A customer at the Market will receive a value of Incentive tokens or loyalty credits equal to the
amount of SNAP dollars spent, up to $20 per market day. Fair Food Network maintains the
discretion to increase or decrease the amount of incentive tokens or loyalty credits to be distributed
(i.e., the daily limit).
iii. Incentives may only be redeemed by SNAP recipients for GusNIP qualifying fruits or vegetables.
[ROL11e18 Up ro wi nuclo;
ravm,oz hihieket tiranE Agreement. 2021
a. Qualifying fruits and vegetables include any variety of fresh fruits and vegetables, SNAP
eligible seeds and plants intended for cultivation and consumption (e.g., tomato seeds or
tomato plants) and fresh herbs (e.g., fresh basil, thyme, or mint)
b. If SNAP benefits are accepted using an electronic model by each vendor, the Grantee
Organization will monitor vendors' SNAP and Incentive transactions to ensure SNAP sales
are ways greater than or equal to Incentive credits awarded.
c. The Contract Organization will work with FFN and partners to make necessary changes with
point of sale, inventory systems and other new technologies to support Double Up Food
Bucks redemption.
d. if SNAP benefits are accepted at a central terminal and distributed via a token -based system,
the Grantee Organization will maintain records of daily distribution of tokens using a
standardized report form provided by FFN or a similar form with FFN permission. This form
must provide a record of each SNAP transaction and Incentive distribution.
e. In seasonal markets, the last day to distribute the Incentive to customers is the last day of
the Market's season.
III. Record -Keeping
a) Record Keeping
The Grantee Organization will maintain and keep on file the following records and provide a copy to FFN
upon request:
Customer Transaction Records for each market day when SNAP benefits are accepted at a
central terminal and distributed via a token -based system.
ii. Verification of SNAP sales. FFN may request third party verification of monthly SNAP sales as
demonstrated by either:
a. Copy of a daily batch report from the Market's point -of -sale device for each
market day
b. Monthly statement from EBT merchant processor
c. Report from a SNAP processing application
ii. Vendor Records indicating the cash value of Incentives redeemed by each vendor each
market day. Excel or spreadsheet document with required elements of Vendor Record
Sheet is allowable.
IV. Reporting Requirements and Reporting Schedule
a) Double Up Michigan Farmers Market/Direct Site Quarterly Metrics Reports
The Grantee Organization will submit calendar month totals of the following each quarter via the online
survey link provided by FFN. Reported information is final upon submission and will be used to reconcile
Incentive funds without correction:
Doubl,s Djl rood Barks
Rtmwo. IUl:irlwi 6h an[ b gnlemenl. 2021
L Cash value of Incentive redeemed by participating vendors and dispersed to customers
ii. Cash value of SNAP redeemed by participating vendors and dispersed to customers
iii. Number of SNAP transactions
iv. If SNAP benefits are accepted at a central terminal and distributed via a token -based system,
number of new customers as indicated by the number of SNAP customers who respond yes
to the question "Is this your first time using your Bridge Card (or equivalent) at this market?"
V. FFN may consider requests to adjust quarterly reports made by the Grantee Organization
within one month of submission
vi. Grantee must report within all timeframes outlined in the Report Schedule on page 6.
Failure to report will result in actions identified in Past -Due Reporting on page 8, up to and
including the termination of this contract.
vii. Grantee must complete a quarterly descriptive report outlining program activity and
operations for the previous 3 months.
Program participation will be divided into the following quarters for reporting:
Q1: 1/1/21-3/31/21
Q2:4/1/21-6/30/21
Q3:7/1/21-9/30/21
Q4: 10/1/21-12/31/21
Report Name
Double Up Michigan Fanners
Market/Direct. Site Quarterly Metrics
Report
AND
Double Up Michigan Fanners
Markel/Direct Site Quarterly Descriptive
Report
Double Up Michigan Farmers
Market/Direct Site Quarterly Metrics
Report
AND
Double Up Michigan Fanners
Market/Direct Site Quarterly Descriptive
Report
Double Up Michigan Farmers
Markel/Direct Site Quarterly Metrics
Report
AND
Double Up Michigan Farmers
Mar(el/Direct Site Quarterly Descriptive
Report
boubic Op Food ISuclo,
I arnwi,i Marker Grant Agreernerd AM
Due Date Report Format
Q1: 4/8/21 Online via survey link posted in Market
Manager Portal of
www.DoubleUi)FoodBuci(s.org
As a recipient of GusNIP funds, all Contract
Organizations must complete a Quarterly
Descriptive Report that describes quarterly
program activity for the last 3 months.
Q2: 7/8/21 Online via survey link posted in Market
Manager Portal of
www.DoubleUi3FoodBucl(s.org
As a recipient of GusNIP funds, all Contract
Organizations must complete a Quarterly
Descriptive Report that describes quarterly
program activity for the last 3 months.
Q3: 10/8/21 Online via survey link posted in Market
Manager Portal of
www.DoubleUi)FoodBucl(s.org
As a recipient of GusNIP funds, all Contract
Organizations must complete a Quarterly
Descriptive Report that describes quarterly
program activity for the last 3 months.
Double Up Michigan Farmers
Q4: 1/8/22
Online via survey link posted in Market
Market/Direct Site Quarterly Metrics
Manager Portal of
Report
www.DoubleUoFoodBucks.ore
AND
Double Up Michigan Farmers
As a recipient of GusNIP funds, all Contract
Market/Direct Site Quarterly Descriptive
Organizations must complete a Quarterly
Report
Descriptive Report that describes quarterly
program activity for the last 3 months.
Vendor Reimbursement Records
One month
It is preferred that electronic copies be uploaded
after the close
to the online quarterly report. Other options
of each
include: submit hard copy records either in person
quarter
or via mail, or send electronically to FFN by email.
Q1: 4/30/21
Q2: 7/31/21
Q3: 10/31/21
Q4: 1/31/22
Customer and Vendor Surveys Within one-
Grantee Organization may opt -in to participating
month of
and mail completed surveys in an envelope
receipt
provided by FFN with pre -paid postage.
Vendor Lists 10/31/21
It is preferred that electronic copies be uploaded
to the online quarterly report. Other options
include: submit hard copy records either via mail
or send electronically to FFN by email.
Market Manager Survey 12/1/21
Online survey link sent via email and posted in
Market Manager Portal of
www.DoubleUpFoodBucl(s.org
b) Past -Due Reporting
The Grantee Organization is expected to report by each due date. Submitting reports past the due dates
may result in the following consequences:
i. First occurrence: Removal from FFN's electronic listings of participating sites
it. Second occurrence: The Grantee Organization will be transitioned to a "scheduled
reimbursement" disbursement model where FFN will reimburse Incentive funding on a
quarterly basis after a complete submission of each Quarterly Report
iii. Third occurrence: FFN reserves the right to terminate the contract for the current year or
upcoming year
c) Notification of Grantee Organization Changes
It is the responsibility of the Grantee Organization to promptly notify FFN with changes that impact
the implementation of the Double Up Food Bucks program at their site(s). These changes include,
but are not limited to:
i. Change in market manager
ii. Change in SNAP equipment status (longer than 1 market day)
iii. Change in hours of operation or location of site(s)
noubla Ills hx¢8 nuc6s
Fainuors K,Ikel Grid Agreeurerri. 2021
iv. Change in SNAP Permit status
V. Loss of tokens, equipment or records
vi. Change in active status (no longer accepting SNAP, EBT equipment issues, Double Up
program pause, ANYTHING that would result in your site no longer accepting Double Up,
permanent or temporary)
Notification of these changes should be addressed to Cassidy Strome at: cstromePfairfoodnetwork.or¢ or
734-213-3999 ext. 109 within 5 business days of the change.
d) Vendor Reimbursement Records
The Grantee Organization must maintain and provide records of reimbursement payments made to
participating vendors for Incentives redeemed on a quarterly basis as demonstrated by either:
i. Completed payment record column on Vendor Record Sheet provided by FFN with date,
check number, and total dollar value of check. FFN only requires payment record for
Incentive reimbursements. The Vendor Record sheet must indicate the portion allocated to
each market currency if the Grantee Organization includes multiple market currencies (e.g.
SNAP, WIC Project FRESH, credit/debit) in a single reimbursement payment.
ii. Report from the Organization's accounting software verifying each Incentive reimbursement
payment made to vendors, aligned with Incentive redemption documentation.
iii. If the Grantee Organization makes cash reimbursement payments for Incentive redemption
by vendors, the Grantee Organization must be able to verify to FFN that these payments
were made by providing a receipt to each vendor or obtaining vendor's signature at time of
reimbursement.
iv. With FFN permission, alternative forms of documentation may be acceptable.
V. Disbursement of Funds
FFN will disburse funds following the receipt of counter -signed grant agreement and a signed W-9 from the
Grantee Organization in one of the following two methods as denoted on Page 1.
a. Single Payment: Funds will be released to the Grantee Organization in a single payment
made by a check; or
b. Scheduled Reimbursement: FFN will reimburse the Grantee Organization for the cash value
of Incentives spent by customers at the Market after the Organization submits complete and
accurate reports. FFN will process payments and disburse funds for the cash value of
Incentive loyalty transactions redeemed by customers at the Market within 2 weeks of
receiving a complete quarterly report from the Grantee Organization. FFN will process
payments and disburse funds on a quarterly schedule. Late reports will not be processed
until the next scheduled opportunity.
c. Additional funds may be provided to markets within the timeframe of this contract if
incentive spending is projected to exceed total contract amount and Grantee Organization
has maintained timely and accurate reporting. Amendments to contracts will be made to
the Grantee Organization during market season either as requested or upon review of
quarterly reports; and as determined by Fair Food Network.
Double Dl, I ood Bot IG
Fanners Markel (,giant Agreement 202J
VI. Evaluation
a. The Grantee Organization may opt -in to distribute a questionnaire to customers at point of
sale and a survey to vendors provided by FFN during the Market's season and return
completed surveys in an envelope provided with pre -paid postage within a month of
collection.
b. The Grantee Organization will complete a year-end market manager evaluation survey.
c. The Grantee Organization will allow for additional evaluation methods at the Market as
requested by FFN, an independent evaluation firm, the Gretchen Swanson Center for
Nutrition, or the United States Department of Agriculture (USDA).
VII. Trademark
a) Fair Food Network owns the trademarked name "Double Up Food Bucks" and the apple/carrot logo. As
a Grantee of the Program, the Grantee Organization may use, on a non-exclusive basis, the licensed
mark in Market promotional materials for the duration of the Grant period.
VIII. Violation of Agreement
If Grantee Organization violates any of its duties (including failing to make timely or accurate reports)
then FFN could require a refund from Grantee Organization to FFN of part of the Grant that relates to or
is impacted by the breach by the Grantee Organization. FFN reserves the right to discontinue, modify or
withhold any payment due under the Grant, to require repayment of expended Grant funds, or a refund
of unexpended Grant funds, if, in its judgment, such action is necessary to comply with the requirements
of any law or regulations affecting its responsibility with respect to the Grant. If any of the conditions of
the Grant are violated by Grantee Organization, in addition to requiring a refund of the amount giving
rise to the violation, FFN will have no further obligation to continue to fund the Grant.
The foregoing conditions comply with FFN's obligation under U.S. law to make reasonable efforts and
establish adequate procedures to see that the Grant funds are spent solely for the purposes for which
they have been granted and to obtain full and complete records on how the Grant funds have been
expended. Changes in the U.S. laws or regulations may require FFN to ask that more detailed reports be
submitted or other steps be taken. FFN will inform the Grantee Organization of any such changes. If the
Grantee Organization accepts the above stated conditions, please have a duly authorized representative
of the Grantee Organization sign below and make a copy for the Organization's files. Electronic
signatures are acceptable.
Subgrantee represents that neither it nor any of its principals has been debarred, suspended or
determined ineligible to participate in federal assistance awards or contracts as defined in regulations
implementing Office of Management and Budget Guidelines on Governmentwide Debarment and
Suspension (Nonprocurement) in Executive Order 12549. Subgrantee further agrees that it will notify
FFN immediately if it or any of its principals is placed on the list of parties excluded from federal
procurement or nonprocurement programs available at www.sam.gov.
Return original or copy of the entire signed agreement by mail to Fair Food Network at the following address:
rouublo op roo(i Lwci(s
li,dmieu Market GkimI AgweweuL 2021
Fair Food Network
Attn: Cassidy Strome
1250 North Main St, North Suite
Ann Arbor, MI 48104
Or scanned and emailed directly:
To: marl<etreoortinePfairfoodnetworl<.ore I Subject: Signed agreement for Double Up Food Bucks
On behalf of Fair Food Network, I want to extend our best wishes for success in your work.
Sincerely,
Dr. Oran B. Hesterman
President and CEO
UonlEk^ Up Ftmod Bucks 10
I-rvrrue�; IVl,nkut Grant Agrcuinuut 2021
County of Oakland
Oakland County Farmers Market
Fiduciary Information
Jeremy Brown
2100 Pontiac Lake Rd
Waterford Twp, MI 48328
ocmarket@oakgov.com; brownjd@oakgov.com
(248)858-5495
Mailing Information
2100 Pontiac Lake Rd
Waterford Twp, MI 48328
Market Information
2350 Pontiac Lake Rd
Waterford, MI 48328
ocmarket@oakgov.com; brownjd@oakgov.com
(248)858-5495
Grant Award Number: DU-MI-2019-70030-30400
ALE
FNS Number:
Year authorized to accept SNAP:
Market Season Information
Market Start & End Date Market Location Market Days & Hours of Operation
Number of vendors participating in Double Up Food Bucks:
Attachments
This agreement become binding when FFN receives:
1. Counter -signed grant agreement from the Organization
2. Signed W-9
1}eUI)IIt ltlp 111Ud nude. 11
Fiv mCrS !Market Grwit !4@ros Nm nt Z0'_U
Authorized Representative of Grantee Organization.
Signature Name and Title (Please Print or Type) Date
Signature Name and Title (Please Print or Type) Date
NILJI&e Up Prod Bwls 12
F.ri inLis M;)a aet Grant AgroLnwnt 202J
Resolution #21098 March 25, 2021
Moved by Weipert seconded by Luebs the resolutions on the amended Consent Agenda be adopted.
AYES: Charles, Gershenson, Gingell, Hoffman, Jackson, Joliet, Kochenderfer, Kowall, Kuhn,
Long, Luebs, Markham, McGillivray, Miller, Moss, Nelson, Powell, Spisz, Weipert, Woodward,
Cavell. (21)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions on the amended Consent Agenda were adopted.
I HEREBY APPROVE THE FOREGOING RESOLUTION
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on March 25, 2021,
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the Circuit Court at Pontiac,
Michigan this 25th day of March 202E
Lisa B kland County