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Home My WebLink AboutResolutions - 2022.06.23 - 37409BOARD OF COMMISSIONERS June 23, 2022 MISCELLANEOUS RESOLUTION #22-214 Sponsored By: William Miller III Economic Development - Veterans Services - Grant Application FY 2023 County Veterans Service Fund Grant Application Authorization Chairperson and Members of the Board: WHEREAS the Michigan Veterans Affairs Agency has. for planning, allotted Oakland County's Veterans Services Division grant funding in the amount of S255,319 for Fiscal Year 2023; and WHEREAS this is the fourth year the County has applied for the County Veteran Service Fund Grant; and 11 HERE AS the finding will be used to increase,awareness of the benefits and resources available to veterans and their dependents in the county through a marketing campaign; and WHEREAS the marketing campaign will consist of advertising through radio, newspapers, billboards, social media, and mailings; and WHEREAS the finding will also be used to provide transportation to Oakland County Veterans Services offices; and WHEREAS the finding will also be utilized for Resource Fairs and veteran owned Business; entrepreneurs workshops; and IVIIEREAS the total prograin budget consists of the following: $90.000 for entranced transportation services, S75,000 for veterans resource fairs, $72.097 for rarketing, $15.000 for events and workshops for veteran owned businesses, S3,222 for outreach technology needs: and «'HEREAS this grant application has completed the Grant Review Process in accordance with the Grants Policy approved by the Board of Commissioners at their January 21. 2021 meeting; and WHEREAS there is no County match required -,vith this grant. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the application for grant funding from the Michigan Veterans Affairs Agency in the amount of $255,319 for the grant period of October 1, 2022 through September 30, 2023. BE IT FURTHER RESOLVED that the application for this grant does not obligate the County to any future couimitnient and continuation of the grant program is contingent upon future levels of grant finding. BE IT FURTHER RESOLVED that no budget amendment is required at this tine. Chairperson, the following Commissioners are sponsoring the foregoing Resolution: William Miller III du Date: June 23, 2022 David Woodward, Commissioner 4 a WY4 Date: June 24, 2022 Hilarie Chambers, Deputy County Executive it Date: June 24, 2022 Lisa Brown, County Clerk I Register of Deeds COMMITTEE TRACKING 2022-06-15 Economic Development & Infrastructure - Recommend and Forward to Finance 2022-06-15 Finance - recommend to Board 2022-06-15 Full Board VOTE TRACKING Motioned by Commissioner Charles Cavell seconded by Commissioner Michael Gingell to adopt the attached Grant Application: FY 2023 County Veterans Service Fund Grant Application Authorization, Yes: David Woodward, Michael Gingell, Karen Joliat, Kristen Nelson, Eileen Kowall, Angela Powell. Thomas Kuhn, Chuck Moss, Marcia Gershenson, William Miller III, Yolanda Smith Charles, Charles Cavell, Penny Luebs, Janet Jackson, Gar}, McGillivray, Robert Hoffittan, Adam Kochenderfer ( 17) No: Christine Long, Philip Weipert (2) Abstain: None (0) Absent: (0) Passed ATTACHMENTS 1. FY23 CVSF Grant Application Sign Off 2, Oakland County FY23 CVSF Grant Application' 3. Oakland County CVSF - Item and Service Budget Request Form—FY23 4. VeteranSvc FY2023 Countv Veteran Svc Fund MR 5. CVSF Grant Guidance FY23 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 it resolution adopted by the Oakland County Board of Coimnissioners on June 23, 2022, with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my band and affixed the seal of the Circuit Court at Pontiac, Michigin on Thursday. June 23, 2022, Lisa Brown, Ooklrmd County Clerk :'Register of Deeds Please Note: The attached Miscellaneous Resolution is subject to further revision once posted to the Board of Commissioners' Civic Clerk site. GRANT NAME: FY2023 County Veteran Service Fund (CVSF) Grant FUNDING AGENCY: Michigan Veterans Affairs Agency DEPARTMENT CONTACT PERSON: GARTH WOOTTEN (248) 858-0790 STATUS: Application (Greater than $50,000) DATE: 05/24/2022 Please be advised the captioned grant materials have completed internal grant review. Below are returned comments. You may now obtain the Board Chair's signature for submittal of the application. The grant application package (which should include this sign -off and the grant application with related documentation) as well as the Report from Fiscal Services to the Board Chairperson may be submitted to the Board of Commissioners for placement on the agenda (s) of the appropriate Board of Commissioners' committee (s) DEPARTMENT REVIEW Department of Management and Budget: Lynn Sonkiss: Approved by M & B - 5/16/2022. The memo to the HOC seeking the exception to the application BOC MR should be included in the award proposal for reference. Also, if awarded this will grant will fall under a special revenue fund and will not be part of the General Fund (ie not FND 10100 or FND 10101). The due date for reviewer comments shows as 9/19/22 but given the deadline submission date of 5/20/222, I take it that the reviewer comment date is supposed to be 5/19/22. [draft MR is attached] Department of Human Resources: Approved — Heather Mason 05/17/2022 Risk Management and Safety: Approved — Robert Erlenbeck 05/18/2022 Corporation Counsel: Approved — Sharon Kessler 05/18/2022 View Award Proposal 08:46 AM 05/20/2022 Page 1 of 4 _...............__......................._..........--.........................._........._......_............................_............._.....--. Award Proposal APP00003: FY23 CVSF Grant 10/01/2022 Proposal Number APP00003 Status Approved ........................................................................ .................................................... ....... -........................................... .................................................................. .......................................................................... Proposal Company Name Description Lifecycle Status Submission Type Signed Date CFDA Number CFDA Description Proposed Award Type Award Tier Institutional Id Spend Restriction Default Related Proposal Budget Template Budget Grantor Sub -Proposal Prime Grantor Grantor Bill -To Grantor Payment Type Proposal Amounts Currency Grantor Direct Cost Grantor Indirect Cost Grantor Total Match Total Proposal Total Match Required by Grantor . .....-............_..............................., Proposal Calendar Proposed Schedule Award Proposal Start Date Award Proposal End Date .......... ---- ------------ Proposal Lines Award Prop Oakland County FY23 CVSF Grant The Michigan Veterans Affairs Agency is providing funds under the County Veterans Service Fund in the amount of $255,319.00. We will use these funds to provide free transportation to our Pontiac and Troy offices, to support Veterans Resource Fairs, Marketing, to hold veteran owned business entrepreneur workshops and to purchase items for outreach technology needs. The MVAA is aware that we will not be able to have the applications signed by our Board Chair by the deadline. They will accept an unsigned application as long as the application is going through the review and approval process. Proposal New Other Awards 3 - $250,001 - $999,999 Michigan Department of Military and Veterans Affairs Michigan Department of Military and Veterans Affairs Michigan Department of Military and Veterans Affairs LSD 255,319.00 0.00 255,319.00 0.00 255,319.00 FY23 CVSF Grant 10/01/2022 09/30/2023 Line Number 1 Proposal Line Details Line Item Details Line Type Cost Reimbursable Primary Yes Grant FY23 CVSF Grant View Award Proposal 08A6 AM 05/20/2022 Page 2 of 4 ................................................................................................................. Line Amount ............................................................................................. 255,319.00 Revenue Category Line Item Description ................................ ..............................................................-.................. Indirect Cost .......................... Rate Agreement 0% Rate (01/01/1900) Basis Type Total Direct Costs Object Class Set Standard Cost Rate Type Oakland County Exception .. Additional Information ): From Date 10/01/2022 To Date 09/30/2023 Memo is Cost Center i Program i *Fund FND10101 General Fund -Grants Additional Worktags Subredpient........................................................... Proposal Line Notes Person Committed Effort Responsibility PeKe rsonnel : Budget From To Schedule Committed Annual Match Period Date ;Date Type Months : Effort Committed Rate Effort Proposal Notes Notes The Michigan Veterans Affairs Agency is providing funds under the County Veterans Service Fund in the amount of $255,319.00. We will use these funds to provide free transportation to our Pontiac and Troy offices, to support Veterans Resource Fairs, Marketing, to hold veteran owned business entrepreneur workshops and to purchase items for outreach technology needs. The MVAA is aware that we will not be able to have the applications signed by our Board Chair by the deadline. They will accept an unsigned application as long as the application is going through the review and approval process. Attachments Attachment CVSF Grant Guidance FY23.pdf Oakland County CVSF - Item and Service Budget Request Form_FY23.xlsx Oakland Countv FY23 CVSF Grant ADDllcatlon Ddf Grant Review Information Grant Review Information Type Other Documents Other Documents Grant Application Attachment Category 16. Grantor Submission Due Date: 5/20/22 URGENT 15. Match/Source (if applicable): NA 14. Total Budget: 255,319.00 13. Grantor Funds: 255,319.00 12. New Grant Funded Position(s) Reauest: NA Comment View Award Proposal 08:46 AM 05/20/2022 Page 3 of 4 Grant Review Information Type 11. Prior Year Total Funding: 10. Funding Continuation: 09. IT Resources (New Computer Hardware/Software Needs or Purchases): 08. New Facility/Office Space Needs: 07. Contract - Indicate Contractor(s) and Service/Product(s): 06. Will you issue subaward(s) — Indicate Agency(ies): 05. Original Source of Funding: 04. Document Identification Number: 03. Department Contact Name/Number: 02. Operating Department: 01. Due Date for Reviewer Comments: Process History Comment 645,464.00 New Yes No NA No Michigan Veterans Affairs Agency Unknown Garth Wootten 248-858-0790 Veterans Services Division 9/19/22 Process Step Status I Completed On Due Date Person (Up to 5) I All Persons Award Proposal Award Proposal Submitted 05/16/2022 05/17/2022 Garth Wootten Event Event 10:47:44 AM (11726) Award Proposal Review Award Sent Back 05/16/2022 05/17/2022 Tifanny Keyes - Event Proposal 11:57:19 AM Bowie(12452) (Sponsored Programs Manager) Award Proposal Award Proposal Submitted 05/16/2022 05/17/2022 Garth Wootten Event Event 12:41:39 PM (11726) Award Proposal Review Award Approved 05/16/2022 05/17/2022 Tifanny Keyes - Event Proposal 04:18:01 PM Bowie(12452) (Sponsored Programs ManaoeO Comment 1'Send Back Reason from Tifanny Keyes -Bowie: Please include the project Synopsis on the proposal notes and complete all grant review information questions. Process Award Proposal Event Award Proposal Event Award Proposal Event Award Proposal Event Award Proposal Event Award Proposal Event Step Status Approval by Approved Grant Review Departments (All) Approval by Approved Grant Review Departments (All) Review Award Approvers Proposal Added Review Award Approved Proposal Review Award Proposal Approval by Grant Review Departments (All) Approved Approved View Award Proposal Completed On Due Date 05/17/2022 12:13:10 AM 05/17/2022 11:43:45 AM 05/18/2022 05/17/2022 08:32:30 AM 05/18/2022 05/17/2022 08:32:30 AM 05/18/2022 09:36:38 AM 05/18/2022 02:44:38 PM Person (Up to 5) Lynn Sonkiss (18263)(Grant Review Departments) Heather Mason (14906)(Grant Review Departments) Tifanny Keyes - Bowie (12452) (Sponsored Programs Manager) Tifanny Keyes - Bowie (12452) (Sponsored Programs Manager) Sharon Kessler (24996) Robert Erlenbeck (27643) (Grant Review Deoartments) 08:46 AM 05/20/2022 Page 4 of 4 All Comment Persons 1 Lynn Sonkiss: Approved by M & B - 5/16/2022. The memo to the BOC seeking the exception to the application BOC MR should be included in the award proposal for reference. Also, if awarded this will grant will fall under a special revenue fund and will not be part of the General Fund (ie not FND10100 or FND10101). The due date for reviewer comments shows as 9/19/22 but given the deadline submission date of 5/20/222, 1 take it that the reviewer comment date is supposed to be 5/19/22. 1 1 1 1 1 LPN VET FY2023 COUNTY VETERAN SERVICE FUND GRANT GRANT APPLICATION TEMPLATE � INS AL"1� This is the only approved template for use in submitting the County Veteran Service Fund (CVSF) grant request. Definitions to determine the proper individual to list as a contact can be found in the Grant Guidance. Your Authorizing Official is the person able to accept funds and enter the County into agreements and contracts. This is usually the Chairperson of the Board of Commissioners. ,CONTACT INFORMATION,�� Applicant County Oakland Total Grant 255 319.00 Amount , :,SIGMA Vendor Code: CV0048080 SIGMA Address Code 130 Project Director Garth Wootten Mailing Address:1200 N Telegraph Rd, Bldg 26E, Pontiac MI 48341 Phone 248-858-0785 E-mail Address: wootteng@oakgov.com Financial Officer Jinjun Zhou Mailing Address 2100 Pontiac Lake Rd, Waterford, MI 48328 Phone 248-858-4920 E-mail Address zhouj@oakgov.com Authorized Official David T. Woodward Mailing Address' 1200 N Telegraph Rd, Pontiac MI 48341 Phone 248-858-0100 — - E-mail Address woodwardd@oakgov.com All assistance, programming, and service initiatives need to be submitted with separate project narrative, budget narrative, and Excel request forms. Please duplicate the Project Detail, Budget Narrative, and Excel request sheets as needed for each initiative/program/salaries your county is seeking funding. Attach pages as needed. Grant amount requested above is the TOTAL of ALL initiatives/programs/salaries. Page 1 of 4 Project Title Veterans Service Enhancements Grant Focus Areal Transportation, Community Engagement, Marketing, Outreach Resources PROJECT NARRATIVE Detailed project narrative must be provided below: Oakland County Veterans Services has an established Veterans Services Division under PA 139 of 1973. We have 11 accredited Veterans Service officers who have PIV cards and remote access. We have a transportation program that transports veterans to the VA Medical Centers in Detroit and Ann Arbor. The overall goal of these veterans service enhancement programs is to increase awareness and accessibility of our resources to veterans. The marketing campaign will increase awareness and the resource fairs and workshops will increase access to our accredited veterans benefits counselors. The transportation program will break down any barriers to getting into our office locations. Finally, we will purchase items which will allow our counseling staff to work efficiently at outreach locations. Transportation Program-$90,000.00 We will partner with SMART to provide any veteran or dependent with free point to point transportation to our offices in Pontiac and Troy. This will eliminate any transportation barriers that veterans or dependents may have to get access to our Veterans Benefits Counselors. Veterans Resource Fairs-$75,000.00 We will host 12 Veterans Resource Fairs in Oakland County. As an incentive for attendance we will purchase non perishable food boxes and utilize Meijer food cards. This will also assist veterans who may need food assistance. Marketing-$72,097 We will use a marketing campaign to increase awareness of the services offered by our offices. We will utilize Radio, Billboard, digital media, direct mailing, print media ads and marketing items for outreach events. Veterans owned business/entrepreneur wokshop-$15,000.00 We will host 6 small business/entrepreneur workshops to provide training on business basics, market research,customer identification, online marketing, e-commerce and certification. Outreach Technology needs-$3,222.00 We will purchase signature pads, PIV Card Readers, Scanner Printers and headphones which will allow our staff to work remotely when performing outreach at Michigan Works offices or other locations. Page 2 of 4 Budget Narrative/Justification must be provided below. In addition, an itemized list of all expenditures, including salary if applicable, must be provided in the Excel budget templates provided. Add Excel spreadsheets as an attachment for each initiative. Transportation We will implement an interlocal agreement with Suburban Mobility Authority for Regional Transportation (SMART) to provide point to point transportation from anywhere in Oakland County to our Veterans Services offices in Pontiavac and Troy. We will be charged on a per ride basis. This will enable veterans with transportation challenges to access our services via free transportation. Veterans Resource Fairs We will host 12 Veterans Resource Fairs in Oakland County. We will have the fairs in different locations throughout the county to make sur ethat they reach as many veterans as possible. We will purchase non perishable food boxes form a local food pantry (Gleaners or Forgotten Harvest) and provide those to veterans attending. In addition we would like to utilize the Meijer gift cards program to provide those for veterans attending the resource fair. At the Resource Fair we will provide benefits counseling and access to a wide variety of veterans resources. Marketing We will develop an extensive marketing campaign utilizing the marketing experts in our; Economic Development Department. We will utilize a wide variety of marketing means to ensure broad coverage of our campaign. The goal of the marketing campaign will be to increase veteran and dependent contact with our office. Means utilized will include Radio, billboards, digital media, newspaper, social media and giveaway items for outreach events. Veterans Business Workshops We will assist veteran owned businesses and entrepreneurs to ensure their success. We will advise them of resources available to them and discuss veterans benefits that they may be eligible for. We will host 6 events at different locations throughout Oakland County. The costs will cover hall rental, educational materials, speaker fees and food for these events. Outreach Technology Items We have been doing more outreach including placing staff at Michigan Works locations on a regular basis. We would like to purchase items which will allow them to work efficiently at those locations. Purchased items would be portable scanner/printers, PIV Card Readers, Signature Pads and Headphones. Page 3 of 4 Type an "X" in the box for confirmation of the following statements. I understand that my County must become registered to do business with the State of X Michigan prior to receiving any grant funding. Registration is available at the following website: www.michig:m.hot'/SIGMAVSS. T understand that the grant agreement must be signed by the Authorizing Official before grant funds can be expended. X I have included Itemized budget attachments for each initiative/program/salary request. X I have included FY17 and current year County budgets for the organization structure that provides assistance to veterans and/or family members. X I understand that I should receive an email confirmation of submission of my application X within 24 business hours, and if 1 do not receive an email confirmation, I should contact the agency for confirmation. I understand that remote access to the United States Department of Veterans Affairs )( computing systems to obtain PIV cards for county veteran services officers must be established no later than September 24, 2022. Signature: Date: Page 4 of 4 Fiscal Year 2023 County Veteran Service Fund Grant Budget Request One initiative per page. Make additional sheets for each initiative. Applicant County f Grant Number I SIGMA Vendor Code Oakland FOR MVAA USE ONLY ICV0048080 11. Project / Initiative Name Veterans Service Enhancement Ill. Project Total (Amount requested for this initiative) Jill. Expenditure Details I Item / Service Description JTransportation rides to veterans services offices IMeijer gift cards JNon perishable food boxes JRadio advertising JDigital media IDigital billboard Social media advertising Direct mailing IPromotional items J Newspaper advertising small business workshop food (Small business workshop educational materials JSmall business workshop speaker fee small Business Hall Rental Portable Scanner/Printer JSignature Pads JPiv Card Reader Headphones J J J Quantity I Cost Per Unit 2,000 $45.00 750 $50.00 750 $50.00 1 $30,000.00 1 J $10,000.00 1 J $10,000.00 1 $5,000.00 150 150 10 9 $5,000.00 $ 7,097.00 $5,000.00 $20.00 $20.00 $500.00 $1,000.00 $460.00 $94.00 $13.30 $25.00 J Total 1+ 1 255,319.00j Cost $90,000.00 $37,500.00 $37,500.00 J $30,000.00 $10,000.00 $10,000.00 J $5,000.00 $5,000.00 $7,097.00 $5,000.00 J $3,000.00 $3,000.00 $3,000.00 J $6,000.00 1 $2,300.00 1 $564.00 J $133.00 $225.00 $0.00 J $0.00 J $0.00 $0.00 J $0.00 $0.00 $0.00 $0.00 J $0.00 $0.00 $0.00 J $0.00 $0.00 $0.00 $0.00 1 $0.00 J $0.00 $255,319.00 Oakland County, Michigan ECONOMIC DEVELOPMENT- VETERAN SERVICES DIVISION - FY2023 COUNTY VETERAN SERVICE FUND GRANT ACCEPTANCE Schedule "A" DETAIL R/EI R Fund Name Veteran Service Funtl I Division Name Veteran Services IFund#IDivision 29252 A�Prdgram 1090401 #Account#I 132050 I Operating Unit1OU9 615571 Fund Budget Project l Affiliate) Reference) Unit 2 Project# �Activiry�Analysis GLB GLB Accountats Titlemendment State Operating Gran s Total Revenue FY 2023 FY 2024 Amendment $ 255,319 $ - A023 $ 255,319 $ FY 2025 Amendment_ $ $ E E E E E Veleran Serv+ce Fund Veteran Service Fund Veteran Service Fund Veteran Service Fund Veteran Service Fund Veteran Veteran Veteran Veteran Veteran Seances Services Services Services Services 29252 29252 29252 29252 29252 1090401 1090401 109D401 1090401 1090401 132050 132050 132050 132050 132050 730072 732011 732165 7511049 750245 2023 2023 2023 2023 2023 GLB GLB GLB GLB GLB GLB GLB GLB GLB GLB Advertising Transporlalwn Workshop and Meetings Computer Supplies Incentives Total Expenditures $ 72.097 90,000 15,000 3,222 75, D00 $ 255,319 $ - - $ _____ $ $ U 4IRS N sl 9 IWOM12 a'11h :orr....®r: Michigan Veterans Affairs Agency (MVAA) is accepting applications for fiscal year (FY) 2023 County Veteran Service Fund grants (PA 210 of 2018). Public Act 210 of 2018 amends PA 192 of 1953, entitled "An act to create a county department of veterans' affairs in certain counties, and to prescribe its powers and duties; and to transfer the powers and duties of the soldiers' relief commission in such counties," (MCL 35.621 to 35.624) by amending the title and by adding section 3a. This Act creates a county department of veteran's affairs in certain counties, and to prescribe its powers and duties; to create the County Veteran Service Fund (CVSF) and to provide for contributions to and expenditures from that fund; and to transfer the powers and duties of the soldier's relief commission in those counties. ATIVE11 ON big 101Y®7IONFAIto Funding Mechanism: Grant Total Available Funding: $4,250,000.00 Anticipated Number of Awards: 83 Purpose: Grant dollars are intended to enhance and improve county veteran service operations in an effort to connect veterans to their federal benefits and provide consistent access to services throughout the state. Length of Project: Up to 1 fiscal year, depending on fund availability Cost Sharing/Match Required: No Continuation Funds: Contingent upon appropriation funding The total disbursement for each grant shall be determined by combining the following amounts: (a) A base amount of $50,000. (b) A per capita amount according to the number of veterans residing in each county. The amount in this subdivision shall be determined by dividing the amount remaining in the fund after accounting for all disbursements under subdivision (a) by the total number of veterans residing in this state and multiplying the resulting dollar amount by the number of veterans residing in the county receiving the grant. Population figures for veterans residing in this state and in each county of this state shall be obtained from 2020 Geographic Distribution of VA Expenditures (GDX) Report published by the United States Department of Veterans Affairs (USDVA). (c) If the amount remaining in the fund after accounting for all disbursements under subsection (a) is less than the amount obtained by multiplying $1,000.00 by the number of counties receiving grants, MVAA shall not perform a calculation under subsection (b) and shall not disburse the portion of grant funds described under that subsection. There is no cost sharing or match required. 2 1 P a g e A completed and signed application (including any attachments) must be received by MVAA via e-mail to MVA AGr illsOu c rivan.goy no later than 5 p.m. Eastern time on May 20, 2022. Subject should identify individual county and FY23 CVSF Grant Application (ex: FY23 CVSF XXX County Application). The time of receipt by MVAA is determined by the time stamp provided by the State of Michigan e-mail system. Applicants are strongly encouraged to submit their application in advance of the due date to avoid any delays in electronic mail delivery. There will be no extensions of this deadline. Applications received by MVAA beginning at 5:01 p.m. EST on May 20, 2022, and thereafter may not be considered for funding. It is recommended you do not wait until the last minute to submit your grant application. This is a State of Michigan e-mail address and you run the risk of a server overload. The same person shall not serve as The Project Director, the Authorized Official, and the Financial Officer. Project Director* —The person from the applicant's County Department of Veterans Affairs (CDVA) with overall responsibility for project management and ensuring that all grant guidelines and requirements are met. *County must askfor permission and be granted an exception by MVAAfor someone other titan Director of CDVA to be the Project Director. Financial Officer —The person from the applicant's organization responsible for the financial accounting of project -related expenditures (must be different than the Authorized Official). Authorized OfficialTheperson from the applicant's organization authorized to enter into an agreement with the DMVAIMVAA to accept grant funds (must be different than the Financial Officer). -v Eligibility is limited to Michigan counties that meet the eligibility criteria. To be eligible to receive a grant, a county most satisfy the following: (a) Maintain a minimum level of county funding for veteran service operations equal to the level of county funding for veteran service operations for the fiscal year preceding September 24, 2018; i.e., Fiscal Year 2017. (b) Establish remote access to the United States Department of Veterans Affairs (USDVA) computing systems and require county veteran service officers to obtain a PIV card. (c) Submit quarterly reports to MVAA in accordance with the reporting requirements detailed in this document. 31Pa9e (d) Provide no less than 20 hours per week toward veteran service operations. (e) Submit all required reports, in the requested format, to MVAA on a quarterlybasis demonstrating that the county department of veterans' affairs expended the grant funds received directly and solely on veteran service operations during the period of the report. • It is the expectation of MVAA that these services will be initiated/implemented as soon as possible after the award. Priority will be given to applications that seek to establish a County Department of Veterans Affairs or enhance existing current veteran service operations. Other requests may be considered acceptable unless they deviate too far from veteran service operations as defined. You will be notified if your application falls in this category and will be afforded the opportunity to reapply. Project personnel hired with FY21 and/or FY22 grant funds may continue to be funded with FY23 grant funds. Supplanting is not allowed. For this funding opportunity, below is a list of commonly used terms as defined by Public Act 210 of 2018: 1. "Accredited veteran service officer": an individual who has met the qualifications for accreditation under 38 USC 5904 and 38 CFR 14.629. 2. "County veteran service fund" or "fund": the county veteran service fund created within the state treasury. 3. "PIV card": a personal identity verification card issued by USDVA. 4. "Veteran service operations": assistance and programming to meet the needs of veterans in this state. Veteran service operations include, but are not limited to, providing advice, advocacy, and assistance to veterans, servicemembers, dependents, or survivors by an accredited veteran service officer to obtain USDVA health, financial, or memorial benefits for which they are eligible e Grant applications must be submitted on the supplied forms and in the required format to be accepted. Applications submitted that do not follow the guidelines may be rejected. Each proposed program/initiative and expenditure must be described in detail and include how each links to one or both of the following goals: Goal # 1: Enhance or increase veteran service provision over past service provisions. Goal #2: Connect eligible veterans, servicemembers, dependents or survivors to benefits by an accredited service officer to obtain USDVA health, financial, or memorial benefits. This includes applying for emergency grants from the Michigan Veterans Trust Fund to address a short-term unforeseen financial crisis. 4 1 P a g e Consistent with the best practices of USDVA and MVAA, all proposed expenditures must facilitate, enhance, and improve county veteran service operations to connect veterans to their federal benefits. Failure to obtain prior written approval from DMVA/MVAA may result in an expense not being authorized or reimbursed. SUGGESTED EXPENDITURES Please refer to the FAQ handout or contact MVAA for further guidance. DISALLOWABLE EXPENDITURES Funds expended without prior MVAA approval will not be reimbursed. Please refer to the FAQ handout or contact MVAA for further guidance. ® • r All applications must have a detailed budget justification and narrative that supports the requested funding. The Budget Justification and Narrative explains how the costs were calculated and must tie directly back to the Project Narrative. The Budget Justification and Narrative is the justification of `how' and/or `why' a line item helps to meet the program deliverables. All costs must be utilized to support the provision of assistance and programing to meet the needs of veterans residing in the county. The proposed costs must be reasonable, allowable, allocable, and necessary for the supported activity. All budget calculations must follow a prescribed format. Please refer to the FAQ handout or contact MVAA for guidance. If operational/programmatic changes are needed during the award period, you will need to complete a Project Amendment form for PRIOR approval and submit it to MVAAGrantsnmichiean.t;ov. The subject line should state, "FY23 CVSF XXX County Amendment." If the change also requires moving funds from one line item to another, you will also need to complete and attach a budget amendment form. All MVAA grant reporting forms will accompany the grant award agreement. If you are not sure if a cost is allowable, you will need prior approval — again, e-mail MVAAGrants n,michiean.iiov with the subject, "FY23 CVSF question." If a cost is deemed disallowable after it has been expended and there was not a PRIOR authorization, the grant WILL NOT reimburse the county. Supplanting and administrative (indirect) costs are not permitted. Charges to the project for items such as salaries must conform to the written policies and established practices of the applicant organization. All grantees must be registered to do business with the State of Michigan. Registration is available at the following website: wa vw,michigan,ggy/SIG1v4AVSS. 5 1 P a g e The State of Michigan will not accept Signature Pages without the entire Grant Agreement. A complete signed copy of the Grant Agreement must be returned to MVAA no later than 60 days after the award letter is received. When communicating with MVAA regarding your grant award, the Grant Award Number or Comity must be included in the subject line of the e-mail. There will be a mandatory one -day training for Project Directors and Financial Officers to learn correct reporting formats. If one or more parties fails to attend, the grantee is still required to adhere to all grant standards. Dates and locations will be provided with the grant award letter. Grant funds may be used to support travel to and from the mandatory training. Additional personnel assigned to the project may attend at the expense of the county. REPORTING REQUIREMENTS Funding is provided on a reimbursement basis. Grant recipients will subtrt an updated county department of veterans' affairs budget and invoice for those expenses approved for payment by the grant no later than the 10' day of the month following the end of the quarter. Submitting reimbursement reports starts with an approved budget. Reimbursements will be made on a quarterly basis once the $50,000 base pay is surpassed. All reimbursable expenses must be incurred during the grant award cycle. Requests for reimbursement for activities/services prior to the award or after the close of the award WILL NOT be reimbursed. Reimbursement for salaries/fringes will need to be supported by submitting certified timesheets signed by both the employee and the employee's supervisor. Travel or Training requests must be submitted using the MVAA Training and Travel Reimbursement Form. If the County has other protocols in place for travel and training, they may submit those documents if they provide the same level of information or more with the appropriate required signatures. Quarterly progress reports that identify the major tasks completed during the reporting period, any issues or difficulties during the quarter, project milestones, and performance standards and metrics must be submitted to MVAA as part of the quarterly report. Reporting templates will be provided to grant recipients with the Notice of Award. REPORTING SCHEDULE Reporting Octobers -December January 2- April 2- Julyi— Period 31, 2022 March 32, 2023 June 30, September 2023 30, 2023 Report Januaryi0, 2023 April so, 2023 July 3.0, 2023 October S, Due 2023 AWILI [07:7 EM All grant recipients will be subject to grant monitoring of performance, including data collection. Standardized templates will be provided with the grant award letter. Budget, progress, and activity reports will be required quarterly. Grant and performance monitoring will be conducted by MVAA. If MVAA determines, by audit or otherwise, that a county department of veterans' affairs expended the grant funds received for purposes other than veteran service operations, MVAA shall reduce the grant disbursement provided to the county department of veteran's affairs in the succeeding fiscal year by an amount equal to the total of all amounts improperly expended. CONTACT INFORMATION For questions regarding this funding opportunity, please e-mail MVAACirams(a;niichicau.auc. The following sites may be of assistance in researching and developing your grant application. The 2020 Geographic Distribution of VA Expenditures (GDX) Report httt)s://www.va.Qov/vctdata/Exi)enditures.asi) Michigan Veterans Trust Fund: htt,os://www.michiean. aov/mvaa/other-benefits-and-resources/Hanel-state/panel-content Michigan Travel Rates DTMB Memorandum - Stibitz (michioan.00v)