HomeMy WebLinkAboutReports - 2023.03.23 - 38092
AGENDA ITEM: Application with the Michigan Department of Environment, Great Lakes, and
Energy, Water Resources Division for the Rapid Methods and Microbial Source Tracking for Beaches
Program
DEPARTMENT: Health & Human Services
MEETING: Board of Commissioners
DATE: Thursday, March 23, 2023 9:30 AM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2023-2652
Motion to approve the submission of the Rapid Methods and Microbial Source Tracking for Beach
Program grant funding in the amount $101,342.
ITEM CATEGORY SPONSORED BY
Grant Penny Luebs
INTRODUCTION AND BACKGROUND
The Oakland County Health Division is applying for the Rapid Methods and Microbial Source
Tracking for Beach Program grant funding from the Michigan Department of Environment, Great
Lakes and Energy (EGLE), Water Resources Division in the amount of $101,342. The grant
provides funding for routine monitoring of high priority beaches to identify hosts and locations of
fecal contamination through December 31, 2024.
BUDGET AMENDMENT REQUIRED: No
Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at
248.425.5572 or andrewsmb@oakgov.com, or the department contact persons listed for additional
information.
CONTACT
Leigh-Anne Stafford, Director Health & Human Services-APP
ITEM REVIEW TRACKING
Penny Luebs, Board of Commissioners Created -
AGENDA DEADLINE: 03/23/2023 9:30 AM
ATTACHMENTS
1. Grant Review Sign-Off
2. Timetable 2024(002)
3. RFP INSTRUCTIONS - RAPID METHOD AND MST FOR BEACHES - 2023
4. qPCR Grant application cover sheet
5. Proposed budget qPCR 2024
6. qPCR Budget 2024.
7. Project Description qPCR 2024
8. PCR Grant Work Plan 2024 (002)
9. LETTER - LOCAL HEALTH DEPARTMENTS - INLAND LAKE BEACHES AND RAPID
METHODS GRANTS - 2023
10. Audit 2022
11. final audit 2022
COMMITTEE TRACKING
2023-03-14 Public Health & Safety - Recommend to Board
2023-03-23 Full Board - Adopt
Motioned by: Commissioner Michael Gingell
Seconded by: Commissioner Janet Jackson
Yes: David Woodward, Michael Gingell, Penny Luebs, Karen Joliat, Kristen Nelson, Christine
Long, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson, Janet Jackson,
Yolanda Smith Charles, Charles Cavell, Brendan Johnson (14)
No: None (0)
Abstain: None (0)
Absent: William Miller III, Michael Spisz, Gary McGillivray, Ajay Raman (4)
Passed
GRANT REVIEW SIGN-OFF – Health & Human Services/Health
GRANT NAME: Rapid Methods and Microbial Source Tracking for Beaches Program
FUNDING AGENCY: Michigan Department of Environment, Great Lakes and Energy (EGLE)
DEPARTMENT CONTACT: Stacey Smith 248-452-2151
STATUS: Application (Greater than 50,000)
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 application package (which should include this sign-
off and the grant application 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 – Sheryl Johnson (02/10/2023)
Human Resources:
Approved by Human Resources. No position implications. - Heather Mason (02/10/2023)
Risk Management:
Approved – Robert Erlenbeck 02/13/2023)
Corporation Counsel:
Approved.-Sharon Kessler (02/14/2023)
Oakland County Beach Monitoring Program 2023/2024 Timetable
2023 2024
% of
Time Task #Task Name MayJunJulAugSepOctNovDecJanFebMar8%1 Planning
1.1. QAPP
1.2. GPS
1.3. Deliver Notification Signs
1.4. Create database/forms
1.5. Assign beaches to
students/ create maps
1.6. Update website
1.7. Identify contacts and send
letters
3%2 Training
2.1. Update presentation
2.2. Field exercise
51%3 Sampling
3.1. Surveys
3.2. Weekly samples
3.3 Enter survey info
20.5%4 Laboratory Analysis
3%5
Data Entry and Sample
Review
5.1. Calculate geometric mean
5.2. Update OCHD website
5.3. Update BeachGuard
5.4 Supervisor Review
5.5. Review/data entry/filing
10%6 Follow-Up
1.0%7 Complaint Response
1%8 Contractual Services
3%9 Reporting
100.0%
AprMayJunJulAugSepOakland County Beach Monitoring Program 2023/2024 Timetable
2024
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Rapid Methods and Microbial Source Tracking for Beaches Program
Request for Proposals
Announced on January 24, 2023
Applications are requested for proposals by Friday, March 10, 2023
Checklist for a Complete Application
Your application should consist of the following:
☐ One-page Application Cover Sheet (Form EQP5832-Rapid)
☐ Maximum five-page Project Description
☐ Maximum four-page Work Plan with all mandatory elements.
☐ One or two-page Timetable.
☐ Proposed Budget
Attachments: Required as described in Appendix A.
☐ Letter from a certified public accountant (CPA) showing a successful audit (an Independent
Auditors Report from a Comprehensive Annual Report).
☐ Letters of commitment (from collaborators).
Full applications must be e-mailed to BriggsS4@Michigan.gov and received by 5:00 PM,
Friday, March 10, 2023. Department of Environment, Great Lakes, and Energy (EGLE) staff
will reply to all applications submitted to the listed address. Please contact Dr. Shannon Briggs,
Beach Monitoring Program Manager, at 517-290-8249 for assistance. Late proposals will not be
accepted or reviewed.
EGLE does not discriminate on the basis of race, sex, religion, age, national origin, color, marital
status, disability, political beliefs, height, weight, genetic information, or sexual orientation in the
administration of any of its programs or activities, and prohibits int imidation and retaliation, as
required by applicable laws and regulations.
This publication and its contents are subject to the Freedom of Information Act and may be
released to the public.
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Table of Contents
Introduction .......................................................................................................................................... 3
Funding ................................................................................................................................................ 3
Source and Availability ...................................................................................................................... 3
No Required Match ........................................................................................................................... 3
Minimum and Maximum Funding Amounts ....................................................................................... 3
Eligibility ............................................................................................................................................... 3
Eligible Applicants ............................................................................................................................. 3
Ineligible Applicants .......................................................................................................................... 4
Eligible Activities ............................................................................................................................... 4
Ineligible Activities............................................................................................................................. 4
General Requirements for All Proposals ............................................................................................... 4
Project Evaluation, Monitoring, and Quality Assurance Project Plans (QAPP) ...................................... 5
Proposal Evaluation Criteria ................................................................................................................. 5
Funding Priority .................................................................................................................................... 5
Proposal Selection ............................................................................................................................... 5
Process, Schedule, and Deadline ......................................................................................................... 6
Project Clarification/Revisions .............................................................................................................. 6
Confidentiality ................................................................................................................................... 6
Acceptance of Contract Content ........................................................................................................... 6
Contacts ............................................................................................................................................... 6
Appendix A. Instructions for Preparing Proposals ................................................................................ 7
Cover Sheet ...................................................................................................................................... 7
Work plan: ........................................................................................................................................ 8
Timetable: ......................................................................................................................................... 9
Proposed Project Budget: ............................................................................................................... 10
Attachments .................................................................................................................................... 10
Appendix B. Required Beach Monitoring Program Elements ............................................................. 11
Appendix C. Example Boilerplate ...................................................................................................... 14
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RAPID METHODS AND MICROBIAL SOURCE TRACKING
FOR BEACHES PROGRAM GRANTS
Introduction
Funds from the Technology Advancement for Water Monitoring from the State of Michigan are
available to assist local health departments to use rapid methods for routine monitoring of high
priority beaches to determine that a beach should be open or posted with a closure or an
advisory. High priority beaches may be characterized as being heavily visited, having potential
for contamination, or having historical closures. Funds may also be used to conduct microbial
source tracking to identify hosts and locations of fecal contamination that cause beach closures.
Funding
Source and Availability
This Request for Proposals (RFP) contains information concerning funding authorized with
Technology Advancement for Water Monitoring Funds. An amount up to $500,000 is available
through this RFP to support monitoring efforts at beaches with quantitative polymerase chain
reaction (qPCR) and digital droplet (ddPCR) methods. Grant awards should be announced in
the spring of 2023. Grant awards are contingent upon the enactment of sufficient funding in the
state budget to support this grant program as well as any other necessary approvals .
No Required Match
Projects do not require match.
Minimum and Maximum Funding Amounts
There is no minimum or maximum amount. Applicants may be asked to revise budgets due to
available funding.
Eligibility
Eligible Applicants
The local health department or their designee(s) or an entity that provides support to a local
health department can apply to receive funds and administer the project. Applications from
entities must identify which health department will be supported in the work plan and clearly
explain tasks in the work plan that support the identified local health department. Project
partners listed in the work plan or budget should provide a one -page letter ensuring their
commitment to the project. In addition, all applicants must:
• Supply proof of a successful financial audit for a period ending within the 24 months
immediately preceding the application due date as demonstrated by an Independent
Auditor’s Report signed by a Certified Public Accountant from a Comprehensive Annual
Report. The audit must be of the applicant organization – No fiduciary arrangements
will be accepted (i.e. the proposed work plan must include an active role for the
applicant organization). The audit date is based on the audit period and not the date of
the audit or the audit letter. To be eligible under this RFP, the end date of the audited
period must be after December 30, 2020.
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• Be in good standing with EGLE programs. Within the 24 months immediately preceding
the application due date:
• No EGLE grant revoked or terminated.
• No demonstrated inability to manage a grant or meet the obligations in a project
contract with EGLE.
• Not appear on the Federal Debarment and Suspension List. The list can be searched
through the System for Award and Management website (Sam.gov).
• Successful applicants and all contractors will be required to certify they are not an
Iran-based business and contractors must also certify they are not an Iran -linked
business as defined in MCL 129.312.
For questions and clarifications about eligibility issues please contact Dr. Shannon Briggs,
Water Resources Division at BriggsS4@Michigan.gov or 517-290-8249.
Ineligible Applicants
Entities that cannot meet the bulleted eligibility elements above are ineligible applicants.
However, these entities can serve as project partners or receive grant funds as subcontractors
to eligible grantees.
Eligible Activities
Activities include the use of qPCR and ddPCR methods for monitoring beaches in Michigan
conducted by the local health departments. Health departments are required to comply with
Michigan’s Water Quality Standards (WQS) according to R 333.12544 of the Public Health
Code, 1978 PA 368 (Act 368), as amended.
According to R 333.12541 of Act 368, a local health officer or an authorized representative of a
local health department that conducts tests at bathing beaches is required to notify EGLE and
other entities of the test results within 36 hours of conducting a test or evaluation. This rule also
states that the local health department may petition the circuit court for an injunction ordering
the owners of a beach to close the beach. Owners of public bathing beaches must post a sign
that states whether the bathing beach has been tested, and if so, where the test results may be
accessed.
Ineligible Activities
Activities that are unrelated to monitoring beaches.
General Requirements for All Proposals
• The time frame for monitoring projects can be one or two years.
• EGLE retains the right to withdraw funding if a contract has not been signed within
90 days.
• All projects selected for funding will be required to take steps to minimize the risk of
spreading terrestrial and aquatic invasive species. Selection of project-appropriate
measures should be dependent on the type of work being conducted and the specific
situation.
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Project Evaluation, Monitoring, and Quality Assurance Project Plans (QAPP)
All projects must include an evaluation component to determine the success of the project
activities in relation to the stated project goals. Projects that include physical, chemic al,
biological, or microbiological activities for evaluation or project guidance will be required to
submit a QAPP for approval by EGLE. A QAPP is not needed for the proposal phase.
Proposal Evaluation Criteria
• The ability to open and close beaches on the same day that samples are collected using
all available data (e.g., sanitary survey and rapid testing data).
• The anticipated public health and water quality benefits of the project in relation to the
cost (although a thorough cost/benefit analysis is not required).
• The ability of the applicant and the partners and contractors to carry out the project as
demonstrated by previous grants or submitted information.
• Financial and technical assistance from the partners in the project, as documented by
letters of commitment.
• Expectations for long-term public health and water quality improvement or protection.
Funding Priority
These grants are meant to fund proposals that rapidly determine levels of E. coli in public
swimming areas at beaches and can conduct microbial source tracking methods to identify
hosts and locations of fecal contamination that cause beach closures. The position of EGLE is
that the qPCR value of 1.863 log10 copies per reaction for E. coli is equivalent to the daily
geometric mean of 300 E. coli per 100 milliliters (ml) as stated in Rule 62 (R 323.1062) of the
Part 4 rules, W ater Quality Standards, of Part 31, W ater Resources Protection, of the Natural
Resources and Environmental Protection Act, 1994 PA 451, as amended (NREPA). EGLE’s
position is that implementation of Draft Method C and the qPCR value of 1.863 log10 copies per
reaction for E. coli to monitor beaches is consistent with the beach monitoring rules of the
Public Health Code. Funds from this grant may use Draft Method C and the qPCR value of
1.863 log10 copies per reaction for E. coli to make decisions about whether beaches are safe
for swimming.
In selecting projects for grant awards, EGLE will consider the following:
1. Location and frequency of beach use.
2. History of beach monitoring and bacterial contamination.
3. Ability to communicate results to the public within 36 hours (consistent with the
Public Health Code).
4. Ability to respond and take appropriate action in the event of beach contamination.
5. Proximity of beach to a known bacterial contamination source.
6. Innovativeness and feasibility of proposed project.
7. Ability to reduce time delay between sampling and results (e.g., beach status determined
same day as samples collected and analyzed).
Proposal Selection
Proposals will be selected based on the above Evaluation Criteria.
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Process, Schedule, and Deadline
The project description, work plan, timeline, budget, and all necessary forms must be submitted
using Microsoft Office compatible formats or a searchable PDF. Detailed instructions are
provided in Appendix A. The Cover Sheet (signed, electronic or typed signature accepted),
maps, graphics, and photographs can be submitted as PDF or similar files.
Full applications must be e-mailed to BriggsS4@Michigan.gov and received by 5:00 PM,
Friday, March 10, 2023. EGLE will reply to all applications submitted to the listed address. If
you do not receive a reply within one day during regular business hours or if your proposal is too
large to email, please contact Dr. Shannon Briggs at BriggsS4@Michigan.gov or 517-290-8249
for assistance. Late proposals will not be accepted or reviewed.
Project Clarification/Revisions
EGLE may request additional information for clarification purposes. EGLE can offer grant
amounts other than those requested and request changes to the proposed work plan.
Confidentiality
Submitted proposal information is not confidential. Grant proposals are considered public
information under the Freedom of Information Act, PA 442 of 1976, as amended.
Acceptance of Contract Content
Successful applicants will be required to enter into a project contract with EGLE. A project
contract consists of standard “boilerplate” language (similar to the past year example in
Appendix C), the applicant’s project description, work plan, timeline, and budget information.
Failure of a successful applicant to accept these obligations will result in cancellation of the
grant award.
Please note:
1. Faxed or mailed full proposals will not be accepted.
2. Late proposals will not be considered for funding.
Contacts
For questions about this RFP and its contents or general grant or grant process questions,
contact Dr. Shannon Briggs BriggsS4@Michigan.gov, 517-290-8249.
This publication and its contents are subject to the Freedom of Information Act and may be
released to the public.
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Appendix A. Instructions for Preparing Proposals
Cover Sheet
MICHIGAN DEPARTMENT OF ENVIRONMENT, GREAT LAKES, AND ENERGY
WATER RESOURCES DIVISION
BEACHES PROGRAM
RAPID METHODS AND MICROBIAL SOURCE TRACKING FOR BEACHES PROGRAM
GRANT APPLICATION COVER SHEET
(Authorized by 1994 PA 451)
Project Name:
Project Location (Primary County):
Organization Name:
Organization Address: (# and Street Name)
(City) (State) (Zip Code)
Organization UEI #: Organization Federal ID #:
SIGMA ID: SIGMA Location Code:
Contact Person: (Name) (Title)
Contact’s E-Mail: Organization Phone:
Grant Amount Requested: $
Senate District Number(s):
Representative District Number(s):
Person with Grant Acceptance Authority:
(Name) , (Title)
Signature: Date:
If you need this information in an alternate format, contact EGLE-Accessibility@Michigan.gov or call 800-662-9278.
EGLE does not discriminate on the basis of race, sex, religion, age, national origin, color, marital status, disabil ity, political
beliefs, height, weight, genetic information, or sexual orientation in the administration of any of its programs or activitie s, and
prohibits intimidation and retaliation, as required by applicable laws and regulations. Questions or concerns should be directed
to the Nondiscrimination Compliance Coordinator at EGLE-NondiscriminationCC@Michigan.gov or 517-249-0906.
This form and its contents are subject to the Freedom of Information Act and may be released to the public.
This cover page is page 1 of all proposals. Continue with the remainder of proposal on a separate page.
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Project Description:
In no more than five pages, provide the following information in the order listed, and using the
headings given. While there is a five-page maximum for this section, you are not required
to use the full five-page allowance. Use 11 or 12-point font on 8 ½” x 11” paper with 1”
margins. Consider each bulleted statement as it applies to your project. At the top of the page,
include the project name followed by “Project Description.” Number each page beginning at
page 2 and attach the project description to Page 1, the Application C over Sheet. Be sure to
include a complete entry for each element A through E. Due to space limitations, it is
recommended that applicants focus their efforts on developing elements B, D, and E.
A. Statement of water quality concerns/issues.
• List beaches that will be monitored with rapid methods and briefly describe the current
water quality conditions.
• Discuss the needs/problems (pollutants, sources, and causes) to be addressed with the
proposed project.
B. Project goals and objectives.
• Describe the project goals (what you hope to achieve) and measurable objectives.
• Describe generally how you intend to accomplish the goals and objectives (details will be
in the work plan).
• Describe the anticipated water quality benefits in relation to the c ost of the project.
• Describe any water quality activities that will continue after the project is completed.
C. Organization Information.
• Describe the relevant qualifications of project staff pertinent to the project. There should
be a brief description for each staff person listed on the budget form.
D. Partners. Describe:
• The project partners, their qualifications, roles, and commitments.
• Any other sources of funding not listed on page 1 of the proposal or on the budget and
include other grants you have received that relate to this proposal.
E. Project Summary
In 150 words or less and in paragraph format, provide a summary of your project. This
will be used as a basis for the summary documents during the review process.
Work plan:
In a maximum of four-pages. Use 11- or 12-point font on 8 ½” x 11” paper with 1” margins.
• The work plan should begin with a heading consisting of the bolded title of the project
followed by “Work Plan”.
• The work plan should be presented by task (with sub -tasks, as necessary), including a
brief narrative description.
• For each task, include an estimated percentage of time (grantee time only – not
contractual time). The total estimated percentage of time must equal 100 percent.
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• For each task, identify the staff person(s) or agency responsible for carrying out the task.
• For each task include an estimated budget breakdown by major budget category
(Staffing/Fringe, Contractual, Supplies, etc.). Totals must balance with the budget.
• For each task, identify the resulting product(s).
• Each contractual service listed on the Budget sheet must have its own task(s),
responsible agency, and product(s).
Note: All work plans must include the following mandatory tasks:
Required Task for Grant Administration and Close Out
A. Develop and submit quarterly status reports following EGLE guidance. Reports will be
submitted within 30 days of the end of each quarter.
B. Provide draft and final products and deliverables.
C. Develop and submit a final report following EGLE guidance and submit the final report
within 30 days of the end of the grant.
D. Submit an electronic copy of all project-related photos with the final report.
Products: Quarterly reports, copies of all products and deliverables in the quantities and
format specified, draft and final project report, project and fact sheet.
Required Task for monitoring/data collection:
A. Develop and submit a QAPP to EGLE for review and approval prior to monitoring.
Monitoring will not begin without EGLE approval.
B. All monitoring data will be submitted to EGLE’s BeachGuard Web site.
C. Health departments are required to comply with Michigan’s WQS according to
R 333.12544 of the Public Health Code, 1978 PA 368 (Act 36 8), as amended. According
to R 333.12541 of Act 368, a local health officer or an authorized representative of a local
health department that conducts tests at bathing beaches is required to notify EGLE and
other entities of the test results within 36 hours of conducting a test or evaluation.
Timetable:
In a maximum of 2 pages, using standard 8.5” x 11” paper only. Include in a table format a
timetable of activities, showing when each task will be started and completed. This must cover
all quarters of the project and correspond to the state’s quarter system (i.e., October -December;
January-March; April-June; July-September). Include time for EGLE staff to review and
comment on all draft products and deliverables.
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Proposed Project Budget:
Prepare a budget for your proposal including the following categories, for example:
Project Total
Salary
Fringe (limit to 40% of salary)
Contractor
Supplies
Equipment
Mileage
Indirect Costs
Indirect Rate*
*Indirect maximum is 20% on state funding.
ELGE staff will provide Grantees the EGLE budget form that will include the final budget and will
be used for reporting reimbursement requests as part of the grant agreement.
Attachments
The following attachments are to be submitted by all applicants.
Audit. All applicants must include with their application, an Independent Auditors Report from a
Comprehensive Annual Report documenting that the organization has undergone a successful
financial audit for a period ending after December 30, 2020. The letter must also include the
dates and scope of the successful financial audit. This information is necessary to assure that
the applicant has a financial accounting system in place that operates in accordance with
accepted accounting principles. Note: An Independent Auditors Report is a one or two-page
letter that includes the title “Independent Auditors Report”.
Letters of Commitment. Required for all proposals that include local match from partners.
These are letters from partners in the project committing a specific amount of time, money,
activities, or other specified resources for the project and reflected on the budget. General
letters of support (those not showing time, money, or specific resource commitment) are not
requested.
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Appendix B. Required Beach Monitoring Program Elements
The Grantee is expected to provide the following services for monitored beaches that are used
by the public for recreational use:
1. Obtain User ID and Password from the Beach Monitoring Program Manager. Identify and
update organization information on the EGLE’s BeachGuard Web site.
2. Identify beaches or similar points of access that are used by the public for recreation.
Report location information on BeachGuard. Information includes location name, location
description, water body name, water body type, site type, if located in a state park,
coordinates for latitude and longitude in decimal degrees for the endpoints and center
point of each location, an 8-digit hydrological unit code, beach length in meters, the
county and township location, facilities available, and optional description of amenities.
3. Notify the city, village, or township in which the beach or point of access is located prior
to conducting monitoring activities.
4. Update the QAPP for the beach monitoring program prior to monitoring beaches. The
QAPP must be consistent with requirements in the Public Health Code, the Part 4 WQS,
and the Beaches Environmental Assessment and Coastal Health Act (BEACH Act) and
must be approved by the State prior to initiation of monitoring. QAPPs that have been
approved and have current approval letters from the EGLE will satisfy this requirement.
5. Monitor beaches according to approved QAPP.
6. A composite sample can be submitted to a lab for testing instead of three individual
samples. This approach has potential to reduce costs thus providing funds that can be
used to increase the duration and frequency of monitoring with Draft Method C, conduct
more sanitary surveys, and use qPCR or ddPCR methods for source tracking of fecal
contamination sources. Please note that a revised beach monitoring QAPP will be
required to include the procedures for composite sampling and performing qPCR or
ddPCR methods. Please contact the Beach Monitoring Program Manager for more
information about revising the QAPP. The revised QAPP must be approved prior to
conducting these activities.
7. Beaches will be monitored for E. coli with Draft Method C (i.e., qPCR and ddPCR
methods). Beach monitoring activities in Michigan are prescribed in R 325.2101
325.2103, promulgated by Sections 333.12501 and 333.12541-333.12545, of the Public
Health Code, 1978 PA 368, as amended. Beach water samples may be analyzed with
rapid testing methods (i.e., Draft Method C) to make decisions about whether beaches
are safe for swimming.
8. The position of EGLE is that Draft Method C and the qPCR value of 1.863 log10 copies
per reaction for E. coli to monitor beaches is equivalent to daily geometric mean of
300 E. coli per 100 milliliters (ml) as stated in R 323.1062 of the Part 4 Rules.
Subrule 62(1) of the Part 4 Rules states:
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All waters of the state protected for total body contact recreation
shall not contain more than 130 Escherichia coli (E. coli) per
100 milliliters (ml), as a 30-day geometric mean. Compliance shall
be based on the geometric mean of all individual samples taken
during 5 or more sampling events representatively spread over a
30-day period. Each sampling event shall consist of three or more
samples taken at representative locations within a defined sampling
area. At no time shall the waters of the state protected for total body
contact recreation contain more than a maximum of 300 E. coli per
100 ml. Compliance shall be based on the geometric mean of three
or more samples taken during the same sampling event at
representative locations within a defined sampling area.
The qPCR value of 1.863 log10 copies per reaction for E. coli is accepted by the United
States Environmental Protection Agency (USEPA) as a Beach Notification Value that can
be used to determine that a beach is safe for swimming or not.
9. Identify beaches that exceed WQS and conduct microbial source tracking with qPCR or
ddPCR methods to determine host and location of fecal contamination.
10. Report the current monitoring plan for each location on the EGLE’s BeachGuard
Web Site. Each monitoring plan will include the start and end dates for the swimming
season, and the monitoring season and frequency that the location w ill be monitored.
Locations can be updated individually or in groups by county. Usually, the sampling
events are regularly scheduled throughout the swimming season. EGLE acknowledges
that some beaches may have fewer sampling events due to financial limi tations.
11. Report location of at least three monitoring points per site on the EGLE ’s BeachGuard
Web site prior to reporting monitoring data. Report results for composite samples or
individual samples for E. coli and status of beach (open/closed/advisory) within 36 hours
of the test or evaluation to EGLE (via the BeachGuard Web site), the city, village, or
township in which the site is located, and the owner or operator. EGLE’s BeachGuard
Web site can calculate daily geometric means and 30-day geometric means as individual
results are reported. The calculation does not apply to composite samples.
12. Conduct a beach sanitary survey for each location that will be monitored. Please contact
the Beach Monitoring Program Manager for instructions to get this information. It is
recommended that a beach sanitary survey also be conducted at non -monitored
locations when possible. The sanitary survey will indicate whether beach owners have
posted signs that indicate whether the site is monitored or not and where the results can
be found if the site is monitored. The Grantee may purchase signs with grant funds that
will be posted as described in the Public Health Code for publicly owned beaches. Open
stretches of beach or beaches at road ends that are not advertised or posted as public
bathing beaches do not need to have signs posted. Notify the Beach Monitoring Program
Manager, the city, village, or township in which the site is located, and the owner or
operator of the beach of the results or findings of the sanitary survey.
13. Report beach sanitary survey results to EGLE’s BeachGuard Web site.
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14. Provide training for staff involved in the Program as necessary to maintain knowledge of
current regulations and internal policies and procedures to ke ep staff informed of
technological improvement and advancements as approved by the state.
Recommended Training Opportunities:
• Attend MiNet weekly calls on Zoom, typically one hour per week. The MiNet is a
voluntary group of staff from laboratories that work with local health departments
in Michigan. Contact Dr. Shannon Briggs to connect with MiNet.
• Great Lakes Beach Association Conference will be held in Door County,
Wisconsin the Fall of 2023. More information will be available soon at
GreatLakesBeachAssociation.org/
15. Submit a final report to the Beach Monitoring Program Manager. The final report shall
include a list of monitored beaches, summary of monitoring results, summary of beach
sanitary survey reports, and a description of the public notification plan, outreach
activities, public education effort, and effort to receive public comment about beach
monitoring activities.
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Appendix C. Example Boilerplate
PROGRAM NAME GRANT AGREEMENT
BETWEEN THE MICHIGAN DEPARTMENT OF ENVIRONMENT, GREAT LAKES, AND ENERGY
AND GRANTEE NAME
This Grant Agreement (“Agreement”) is made between the Michigan Department of Environment, Great Lakes, and
Energy (EGLE), Division (“State"), and Name of Grantee ("Grantee").
The purpose of this Agreement is to provide funding in exchange for work to be performed for the project named
below. The State is authorized to provide grant assistance pursuant to [Name of Legislation, Year and Public Act
No.] Legislative appropriation of Funds for grant assistance is set forth in [Year and Public Act No.] This Agreement
is subject to the terms and conditions specified herein.
Project Name: [Project #: ]
Amount of grant: $ % of grant state $ / % of grant federal
[Amount of match: $ = %] PROJECT TOTAL: $ (grant plus match)
Start Date (date executed by EGLE): End Date:
GRANTEE CONTACT: STATE’S CONTACT:
Name/Title Name/Title
Organization Division/Bureau/Office
Address Address
Address Address
Telephone number Telephone number
Fax number Fax number
E-mail address E-mail address
Federal ID number – (Required for Federal Funding)
Grantee DUNS number - (Required for Federal Funding)
The individuals signing below certify by their signatures that they are authorized to sign this Agreement on behalf of
their agencies and that the parties will fulfill the terms of this Agreement, including any attached appendices, as set
forth herein.
FOR THE GRANTEE:
Signature
,
Date
Name/Title
FOR THE STATE:
Signature
,
Date
Name/Title
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I. PROJECT SCOPE
This Agreement and its appendices constitute the entire Agreement between the State and the Grantee
and may be modified only by written agreement between the State and the Grantee.
(A) The scope of this project is limited to the activities specified in Appendix A and such activities as are
authorized by the State under this Agreement. Any change in project scope requires prior written approval
in accordance with Section III, Changes, in this Agreement.
(B) By acceptance of this Agreement, the Grantee commits to complete the project identified in Appendix A
within the time period allowed for in this Agreement and in accordance with the terms and conditions of this
Agreement.
II. AGREEMENT PERIOD
Upon signature by the State, the Agreement shall be effective from the Start Date until the End Date on
page 1. The State shall have no responsibility to provide funding to the Grantee for project work performed
except between the Start Date and the End Date specified on page 1. Expenditures made by the Grantee
prior to the Start Date or after the End Date of this Agreement are not eligible for payment under this
Agreement.
III. CHANGES
Any changes to this Agreement [other than budget line item revisions less than [ ] percent of the budget
line item] shall be requested by the Grantee or the State in writing and implemented only upon approval
in writing by the State. The State reserves the right to deny requests for changes to the Agreement or to
the appendices. No changes can be implemented without approval by the State.
IV. GRANTEE DELIVERABLES AND REPORTING REQUIREMENTS
The Grantee shall submit deliverables and follow reporting requirements specified in Appendix A of this
Agreement.
(A) The Grantee must complete and submit [quarterly] [financial and/or progress] reports according to a
form and format prescribed by the State [and must include supporting documentation of eligible project
expenses]. These reports shall be due according to the following:
Reporting Period Due Date
January 1-March 31 April 30
April 1-June 30 July 31
July 1-September 30 Before October 15*
October 1-December 31 January 31
*Due to the State’s year-end closing procedures, there will be an accelerated due date for the report
covering July 1-September 30. Advance notification regarding the due date for the quarter ending
September 30 will be sent to the Grantee. If the Grantee is unable to submit a report in early October for
the quarter ending September 30, an estimate of expenditures through September 30 must be submitted to
allow the State to complete its accounting for that fiscal year.
The forms provided by the State shall be submitted to the State’s contact at the address on page 1. [All
required supporting documentation (invoices, proof of payment, etc.) for expenses must be included with
the report.]
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(B) The Grantee shall provide a final project report in a format prescribed by the State. [The Grantee must
provide a draft final report 45 days prior to the end date of the agreement.] [The Grantee shall submit the
final status report, including all supporting documentation for expenses, along with the final project report
and any other outstanding products within 30 days from the End Date of the Agreement.]
(C) The Grantee must provide a copy of all products and deliverables in accordance with Appendix A.
(D) All products shall acknowledge that the project was supported in whole or in part by the
Beach Monitoring Program, EGLE, per the guidelines provided by the Program.
(E) If 15 percent or more of the grant amount is expended in a single quarter, payment requests may be
submitted once monthly during that quarter.
V. GRANTEE RESPONSIBILITIES
(A) The Grantee agrees to abide by all applicable local, state, and federal laws, rules, ordinances, and
regulations in the performance of this grant.
(B) All local, state, and federal permits, if required, are the responsibility of the Grantee. Award of this grant
is not a guarantee of permit approval by the State.
(C) The Grantee shall be solely responsible to pay all applicable taxes and fees, if any, that arise from the
Grantee’s receipt or execution of this grant.
(D) The Grantee is responsible for the professional quality, technical accuracy, timely completion, and
coordination of all designs, drawings, specifications, reports, and other services submitted to the State
under this Agreement. The Grantee shall, without additional compensation, correct or revise any errors,
omissions, or other deficiencies in drawings, designs, specifications, reports, or other services.
(E) The State’s approval of drawings, designs, specifications, reports, and incidental work or materials
furnished hereunder shall not in any way relieve the Grantee of responsibility for the technical adequacy
of the work. The State’s review, approval, acceptance, or payment for any of the services shall not be
construed as a waiver of any rights under this Agreement or of any cause of action arising out of the
performance of this Agreement.
(F) The Grantee acknowledges that it is a crime to knowingly and willingly file false information with the
State for the purpose of obtaining this Agreement or any payment under the Agreement, and that any
such filing may subject the Grantee, its agents, and/or employees to criminal and civil prosecution and/or
termination of the grant.
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VI. USE OF MATERIAL
Unless otherwise specified in this Agreement, the Grantee may release information or material
developed under this Agreement, provided it is acknowledged that the State funded all or a portion of its
development.
The State, and federal awarding agency, if applicable, retains a royalty-free, nonexclusive, and irrevocable
right to reproduce, publish, and use in whole or in part, and authorize others to do so, any copyrightable
material or research data submitted under this grant whether or not the material is copyrighted by the
Grantee or another person. The Grantee will only submit materials that the State can use in accordance
with this paragraph.
VII. ASSIGNABILITY
The Grantee shall not assign this Agreement or assign or delegate any of its duties or obligations under
this Agreement to any other party without the prior written consent of the State. The State does not
assume responsibility regarding the contractual relationships between the Grantee and any subcontractor.
VIII. SUBCONTRACTS
The State reserves the right to deny the use of any consultant, contractor, associate, or other personnel to
perform any portion of the project. The Grantee is solely responsible for all contractual activities performed
under this Agreement. Further, the State will consider the Grantee to be the sole point of contact with
regard to contractual matters, including payment of any and all charges resulting from the anticipated
Grant. All subcontractors used by the Grantee in performing the project shall be subject to the provisions
of this Agreement and shall be qualified to perform the duties required.
IX. NON-DISCRIMINATION
The Grantee shall comply with the Elliott Larsen Civil Rights Act, 1976 PA 453, as amended,
MCL 37.2101 et seq., the Persons with Disabilities Civil Rights Act, 1976 PA 220, as amended,
MCL 37.1101 et seq., and all other federal, state, and local fair employment practices and equal
opportunity laws and covenants that it shall not discriminate against any employee or applicant for
employment, to be employed in the performance of this Agreement, with respect to his or her hire,
tenure, terms, conditions, or privileges of employment, or any matter directly or indirectly related to
employment, because of his or her race, religion, color, national origin, age, sex, height, weight, marital
status, or physical or mental disability that is unrelated to the individual’s ability to perform the duties of a
particular job or position. The Grantee agrees to include in every subcontract entered into for the
performance of this Agreement this covenant not to discriminate in employment. A breach of this
covenant is a material breach of this Agreement.
X. UNFAIR LABOR PRACTICES
The Grantee shall comply with the Employers Engaging in Unfair Labor Practices Act, 1980 PA 278, as
amended, MCL 423.321 et seq.
XI. LIABILITY
(A) The Grantee, not the State, is responsible for all liabilities as a result of claims, judgments, or costs
arising out of activities to be carried out by the Grantee under this Agreement, if the liability is caused by
the Grantee, or any employee or agent of the Grantee acting within the scope of their employment or
agency.
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(B) Nothing in this Agreement should be construed as a waiver of any governmental immunity by the
Grantee, the State, its agencies, or their employees as provided by statute or court decisions.
XII. CONFLICT OF INTEREST
No government employee, or member of the legislative, judicial, or executive branches, or member of the
Grantee’s Board of Directors, its employees, partner agencies, or their families shall benefit financially from
any part of this Agreement.
XIII. ANTI-LOBBYING
If all or a portion of this Agreement is funded with federal funds, then in accordance with Title 2 of the
Code of Federal Regulations (CFR), Part 200, as appropriate, the Grantee shall comply with the
Anti-Lobbying Act, which prohibits the use of all project funds regardless of source, to engage in lobbying
the state or federal government or in litigation against the State. Further, the Grantee shall require that
the language of this assurance be included in the award documents of all subawards at all tiers.
If all or a portion of this Agreement is funded with state funds, then the Grantee shall not use any of the
grant funds awarded in this Agreement for the purpose of lobbying as defined in the State of Michigan’s
lobbying statute, MCL 4.415(2). “‘Lobbying’ means communicating directly with an official of the
executive branch of state government or an official in the legislative branch of state government for the
purpose of influencing legislative or administrative action.” The Grantee shall not use any of the grant
funds awarded in this Agreement for the purpose of litigation against the State. Further, the Grantee
shall require that language of this assurance be included in the award documents of all subawards at all
tiers.
XIV. DEBARMENT AND SUSPENSION
By signing this Agreement, the Grantee certifies that it has checked the federal debarment/suspension
list at SAM.gov to verify that its agents and its subcontractors:
(1) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transactions by any federal department or the state.
(2) Have not within a three-year period preceding this Agreement been convicted of or had a civil
judgment rendered against them for commission of fraud or a criminal offense in connection
with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction
or contract under a public transaction, as defined in 45 CFR, Part 1185; violation of federal or
state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property.
(3) Are not presently indicted or otherwise criminally or civilly charged by a government entity
(federal, state, or local) with commission of any of the offenses enumerated in subsection (2).
(4) Have not within a three-year period preceding this Agreement had one or more public
transactions (federal, state, or local) terminated for cause or default.
(5) Will comply with all applicable requirements of all other state or federal laws, executive
orders, regulations, and policies governing this Program.
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XV. AUDIT AND ACCESS TO RECORDS
The State reserves the right to conduct a programmatic and financial audit of the project, and the State
may withhold payment until the audit is satisfactorily completed. The Grantee will be required to maintain
all pertinent records and evidence pertaining to this Agreement, including grant and any required matching
funds, in accordance with generally accepted accounting principles and other procedures specified by the
State. The State or any of its duly authorized representatives must have access, upon reasonable notice,
to such books, records, documents, and other evidence for the purpose of inspection, audit, and copying.
The Grantee will provide proper facilities for such access and inspection. All records must be maintained
for a minimum of five years after the final payment has been issued to the Grantee by the State.
XVI. INSURANCE
(A) The Grantee must maintain insurance or self-insurance that will protect it from claims that may arise
from the Grantee’s actions under this Agreement.
(B) The Grantee must comply with applicable workers’ compensation laws while engaging in activities
authorized under this Agreement.
XVII. OTHER SOURCES OF FUNDING
The Grantee guarantees that any claims for reimbursement made to the State under this Agreement
must not be financed by any source other than the State under the terms of this Agreement. If funding is
received through any other source, the Grantee agrees to delete from Grantee's billings, or to
immediately refund to the State, the total amount representing such duplication of funding.
XVIII. COMPENSATION
(A) A breakdown of costs allowed under this Agreement is identified in Project-Specific Requirements in
Appendix A. The State will pay the Grantee a total amount not to exceed the amount on page 1 of this
Agreement, in accordance with Appendix A, and only for expenses incurred [and paid]. All other costs
necessary to complete the project are the sole responsibility of the Grantee.
(B) Expenses incurred by the Grantee prior to the Start Date or after the End Date of this Agreement are
not allowed under the Agreement, unless otherwise specified in Appendix A.
(C) The State will approve payment requests after approval of reports and related documentation as required
under this Agreement.
(D) The State reserves the right to request additional information necessary to substantiate payment
requests.
(E) Payments under this Agreement may be processed by Electronic Funds Transfer (EFT). The
Grantee may register to receive payments by EFT at the SIGMA Vendor Self Service Web site
(sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService).
(F) An amount equal to 10 percent of the grant award (or $___) will be withheld by the State until the
project is completed in accordance with Section XIX, Closeout, and Appendix A.
(G) The Grantee is committed to the match percentage on page 1 of the Agreement, in accordance with
Appendix A. The Grantee shall expend all local match committed to the project by the End Date on page 1
of the Agreement.
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XIX. CLOSEOUT
(A) A determination of project completion, which may include a site inspection and an audit, shall be made
by the State after the Grantee has met any match obligations, satisfactorily completed the activities, and
provided products and deliverables described in Appendix A.
(B) Upon issuance of final payment from the State, the Grantee releases the State of all claims against
the State arising under this Agreement. Unless otherwise provided in this Agreement or by State law,
final payment under this Agreement shall not constitute a waiver of the State’s claims against the
Grantee.
(C) The Grantee shall immediately refund to the State any payments in excess of the costs allowed by this
Agreement.
XX. CANCELLATION
This Agreement may be canceled by the State, upon 30 days written notice, due to Executive Order,
budgetary reduction, other lack of funding, upon request by the Grantee, or upon mutual agreement by
the State and Grantee. The State may honor requests for just and equitable compensation to the
Grantee for all satisfactory and eligible work completed under this Agreement up until 30 days after
written notice, upon which time all outstanding reports and documents are due to the State and the State
will no longer be liable to pay the grantee for any further charges to the grant.
XXI. TERMINATION
(A) This Agreement may be terminated by the State as follows.
(1) Upon 30 days written notice to the Grantee:
a. If the Grantee fails to comply with the terms and conditions of the Agreement, or with the
requirements of the authorizing legislation cited on page 1, or the rules promulgated
thereunder, or other applicable law or rules.
b. If the Grantee knowingly and willingly presents false information to the State for the purpose of
obtaining this Agreement or any payment under this Agreement.
c. If the State finds that the Grantee, or any of the Grantee’s agents or representatives, offered or
gave gratuities, favors, or gifts of monetary value to any official, employee, or agent of the
State in an attempt to secure a subcontract or favorable treatment in awarding, amending, or
making any determinations related to the performance of this Agreement.
d. If the Grantee or any subcontractor, manufacturer, or supplier of the Grantee appears in the
register of persons engaging in unfair labor practices that is compiled by the Michigan
Department of Licensing and Regulatory Affairs or its successor.
e. During the 30-day written notice period, the State shall withhold payment for any findings
under subparagraphs a through d, above and the Grantee will immediately cease charging to
the grant and stop earning match for the project (if applicable).
(2) Immediately and without further liability to the State if the Grantee, or any agent of the Grantee,
or any agent of any subcontract is:
a. Convicted of a criminal offense incident to the application for or performance of a State, public,
or private contract or subcontract.
b. Convicted of a criminal offense, including but not limited to any of the following:
embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen
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property, or attempting to influence a public employee to breach the ethical conduct standards
for State of Michigan employees.
c. Convicted under State or federal antitrust statutes.
d. Convicted of any other criminal offense that, in the sole discretion of the State, reflects on the
Grantee’s business integrity.
e. Added to the federal or state Suspension and Debarment list.
(B) If a grant is terminated, the State reserves the right to require the Grantee to repay all or a portion of
funds received under this Agreement.
XXII. IRAN SANCTIONS ACT
By signing this Agreement the Grantee is certifying that it is not an Iran linked business, and that its
contractors are not Iran linked businesses, as defined in MCL 129.312.
PROGRAM-SPECIFIC BOILERPLATE
XXIII. DISCLOSURE OF INFORMATION
All reports and other printed or electronic material prepared by or for the Grantee under the Agreement
will not be distributed without the prior written consent of the State except for items disclosed in response
to a Freedom of Information Act request, Court Order, or subpoena.
XXIV. ADVANCES
Upon written request by the Grantee, the State will make an advance payment. An advance payment
does not require a financial status report form but does require a letter requesting the specific dollar
amount of the payment as stated in the Agreement. It is not necessary to use up the advance payment
before applying for additional reimbursement.
XXV. QUALITY ASSURANCE/QUALITY CONTROL
A project-specific QAPP must be submitted to the State in accordance with guidance provided by the
Beach Monitoring Program Manager. Monitoring conducted prior to final EGLE approval of the QAPP will
not be reimbursed.
XXVI. PREVAILING WAGE
This project is subject to the Davis-Bacon Act, Title 40 of the United States Code (U.S.C.), Section 276a,
et seq, which requires that prevailing wages and fringe benefits be paid to contractors and
subcontractors performing on federally funded projects over $2,000 for the construction, alteration, repair
(including painting and decorating) of public buildings or works.
XXVII. BEACH MONITORING PROGRAM REQUIREMENTS
The Grantee agrees to perform the following services for beaches that are used by the public for
recreational use:
(A) Obtain User ID and Password from the Beach Monitoring Program Manager. Identify and update
organization information on EGLE’s BeachGuard Web site.
(B) Identify beaches or similar points of access that are used by the public for recreation. Report location
information on EGLE’s BeachGuard Web site. Information needed includes location name; location
description; water body name; water body type; site type; if located in a state park, coordinates for
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latitude and longitude in decimal degrees for the endpoints and center point of each location; an 8-digit
hydrological unit code; beach length in meters; the county and township location; facilities available; and
optional description of amenities.
(C) Notify the city, village, or township in which the beach or point of access is located prior to conducting
monitoring activities.
(D) Update the QAPP for the Beach Monitoring Program prior to monitoring beaches. The QAPP must
be consistent with requirements in the Public Health Code and Part 4 Rules and the Beaches
Environmental Assessment and Coastal Health Act (BEACH Act) and must be approved by the State
prior to initiation of monitoring. QAPPs that have been approved and have current approval letters from
the State will satisfy this requirement.
(E) Monitor beaches according to approved QAPP.
(F) A composite sample can be submitted to a lab for testing instead of three individual samples. This
approach has potential to reduce costs thus providing funds that can be used to increase the duration
and frequency of monitoring with Draft Method C, conduct more sanitary surveys, and use qPCR or
ddPCR methods for source tracking of fecal contamination sources. Please note that a revised beach
monitoring QAPP will be required to include the procedures for composite sampling and performing
qPCR or ddPCR methods. Please contact the Beach Monitoring Program Manager for more
information about revising the QAPP. The revised QAPP must be approved prior to conducting these
activities.
(G) Beaches will be monitored for E. coli with Draft Method C (i.e., qPCR and ddPCR Methods). Beach
monitoring activities in Michigan are prescribed in R 325.2101 325.2103, promulgated by Sections
333.12501 and 333.12541-333.12545, of the Public Health Code, 1978 PA 368, as amended. Beach
water samples may be analyzed with rapid testing methods (i.e., Draft Method C) to make decisions
about whether beaches are safe for swimming. The position of EGLE is that Draft Method C and the
qPCR value of 1.863 log10 copies per reaction for E. coli to monitor beaches is equivalent to daily
geometric mean of 300 E. coli per 100 milliliters (ml) as stated in R 323.1062 of the Part 4 Rules.
Subrule 62(1) of the Part 4 Rules states:
"All waters of the state protected for total body contact recreation shall not
contain more than 130 Escherichia coli (E. coli) per 100 milliliters (ml), as a
30-day geometric mean. Compliance shall be based on the geometric mean of
all individual samples taken during 5 or more sampling events representatively
spread over a 30-day period. Each sampling event shall consist of three or
more samples taken at representative locations within a defined sampling area.
At no time shall the waters of the state protected for total body contact
recreation contain more than a maximum of 300 E. coli per 100 ml. Compliance
shall be based on the geometric mean of three or more samples taken during
the same sampling event at representative locations within a defined sampling
area."
This rule is consistent with the requirements of the BEACH Act. The qPCR value of 1.863
log10 copies per reaction for E. coli is accepted by the USEPA as a Beach Notification Value
that can be used to determine whether or not a beach is safe for swimming.
(H) Identify beaches that exceed WQS and conduct microbial source tracking with qPCR or ddPCR
methods to determine host and location of fecal contamination.
(I) Report the annual monitoring plan for each location on EGLE’s BeachGuard Web site. Each
monitoring plan will include the start and end dates for the swimming season, and the monitoring season
and the frequency that the location will be monitored. Locations can be updated individually or in groups
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by county. Usually, the sampling events are regularly scheduled throughout the swimming season. The
State acknowledges that some beaches may have fewer sampling events due to financial limitations.
(J) Report location of at least three monitoring points per site on EGLE’s BeachGuard Web site prior to
reporting monitoring data. Report results for composite samples or individual samples for E. coli and
status of beach (open/closed/advisory) within 36 hours of the test or evaluation to EGLE (via the
BeachGuard Web site); the city, village, or township in which the site is located; and the owner or
operator. The BeachGuard Web site can calculate daily geometric means and 30-day geometric means
as individual results are reported.
(K) Conduct a beach sanitary survey for each location that will be monitored. The USEPA has provided
the following beach sanitary survey tools that may be used to conduct an annual or routine beach
sanitary survey: an annual beach sanitary survey form, a routine beach sanitary survey form, a beach
sanitary survey database, and a guidance document. This information is available at EPA.gov/Beach-
Tech/Sanitary-Surveys-Recreational-Waters or contact the Beach Monitoring Program Manager for
instructions to get this information. It is recommended that a beach sanitary survey also be conducted at
nonmonitored locations when possible. The sanitary survey will indicate whether beach owners have
posted signs that indicate whether or not the site is monitored and where the results can be found if the
site is monitored. The Grantee may purchase signs with grant funds that will be posted as described in
the Public Health Code for publicly owned beaches. Open stretches of beach or beaches at road ends
that are not advertised or posted as public bathing beaches do not need to have signs posted. Notify the
Beach Monitoring Program Manager; the city, village, or township in which the site is located; and the
owner or operator of the beach of the results or findings of the sanitary survey.
(L) Report beach sanitary survey results to EGLE’s BeachGuard Web site.
(M) Provide training for staff involved in the Beach Monitoring Program as necessary to maintain
knowledge of current regulations and internal policies and procedures to keep staff informed of
technological improvement and advancements as approved by the state.
PROJECT-SPECIFIC REQUIREMENTS – APPENDIX A
Appendix A will be the most project-specific part of the Agreement. It will generally include the
following and will be attached by the Program Manager:
• The broad project scope stating the purpose of the grant or loan.
• The project description, which is a more detailed description of the type of work to be done with
the grant or loan money.
• Work plan with specific tasks and products expected. Please identify the analytical methods used
for the monitored beaches.
• Timetable/schedule.
• Budget.
• Any other program-specific requirements.
Michigan.gov/EGLE Page 1 of 1 EQP5832 RAPID (Rev. 02/2222)
MICHIGAN DEPARTMENT OF ENVIRONMENT, GREAT LAKES, AND ENERGY
WATER RESOURCES DIVISION
BEACHES PROGRAM
RAPID METHODS AND MST FOR BEACHES GRANT APPLICATION COVER SHEET
(Authorized by 1994 PA 451)
Project Name:
Project Location (Primary County):
Organization Name:
Organization Address: (# and Street Name)
(City) (State) (Zip Code)
Organization UEI #: Organization Federal ID #:
SIGMA ID: SIGMA Location Code:
Contact Person: (Name) (Title)
Contact’s E-Mail: Organization Phone:
Grant Amount Requested: $
Senate District Number(s):
Representative District Number(s):
Person with Grant Acceptance Authority:
(Name) , (Title)
Signature: Date:
If you need this information in an alternate format, contact EGLE-Accessibility@Michigan.gov or
call 800-662-9278.
EGLE does not discriminate on the basis of race, sex, religion, age, national origin, color, marital
status, disability, political beliefs, height, weight, genetic information, or sexual orientation in the
administration of any of its programs or activities, and prohibits intimidation and retaliation, as
required by applicable laws and regulations. Questions or concerns should be directed to the
Nondiscrimination Compliance Coordinator at EGLE-NondiscriminationCC@Michigan.gov or
517-249-0906.
This form and its contents are subject to the Freedom of Information Act and may be released to
the public.
This is page 1 of all proposals. Continue on the next page with the remainder of proposal.
Rapid Methods and Microbial Source Tracking for Beaches Program 2024
PROPOSED BUDGET:
Project Total $101,341.63
Salary $32,000
Fringe (limit to 40% of salary)$9,250.00
Contractor/ conference $1,000.00
Supplies $ 41,195.00
Equipment $ 4,200.00
Mileage $5,000.00
Travel $3,000.00
Indirect Costs $5,696.63
Indirect Rate is 20% max for
state funded grants
13.81%
MICHIGAN DEPARTMENT of ENVIRONMENTAL QUALITY
WATER RESOURCES DIVISION
PROJECT BUDGET FORM
(Authorized by the Clean Water Act; completion is required to obtain payment)
Grantee Name: Oakland County Health Division
Project Name: Oakland County PCR
Tracking Code Number:
GRANT LOCAL MATCH
AMOUNT AMOUNT TOTAL
Staffing $32,000.00 $32,000.00
Fringes (not to exceed 40%)$9,250.00 $9,250.00
STAFFING AND FRINGE BENEFITS Subtotal $41,250.00 $-$41,250.00
HOURS or RATE or
CONTRACTUAL SERVICES UNITS TOTAL
GLBA conference 2024 registration 4 $250.00 $1,000.00 $-$1,000.00
$-$-$-$-
$-$-$-$-
$-$-$-$-
$-$-$-$-
$-$-$-$-
$-$-$-$-
$-$-$-$-
$-$-$-$-
$-$-$-$-
$-$-$-$-
$-$-$-$-
$-$-$-$-
$-$-$-$-
$-$-$-$-
$-$-$-$-
$-$-$-$-
$-$-$-$-
$-$-$-$-
$-$-$-$-
CONTRACTUAL SERVICES Subtotal $1,000.00 $-$1,000.00
SUPPLIES, MATERIALS AND EQUIPMENT
SUPPLIES & MATERIALS (itemize)QUANTITY COST
colilert powders 15 $699.00 $10,485.00 $-$10,485.00
500ml bottles 12 $400.00 $4,800.00 $-$4,800.00
100 ml bottles 20 $75.00 $1,500.00 $-$1,500.00
trays and adhesion film 25 $125.00 $3,125.00 $-$3,125.00
MST Kit 2 $1,000.00 $2,000.00 $-$2,000.00
pipet tips 35 $300.00 $10,500.00 $-$10,500.00
Air clean filters 2 $375.00 $750.00 $-$750.00
96 well trays 5 $117.00 $585.00 $-$585.00
Verification plate 1 $450.00 $450.00 $-$450.00
Disposable filters 20 $350.00 $7,000.00 $-$7,000.00
SUPPLIES AND MATERIALS Subtotal $41,195.00 $-$41,195.00
EQUIPMENT (any item over $1000)
Turbitiy meter 1 $4,200.00 $4,200.00 $-$4,200.00
$-$-$-$-
EQUIPMENT Subtotal $4,200.00 $-$4,200.00
SUPPLIES, MATERIALS AND EQUIPMENT Subtotal $45,395.00 $-$45,395.00
TRAVEL
MILEAGE $5,000.00 $-$5,000.00
LODGING $2,000.00 $-$2,000.00
MEALS $1,000.00 $-$1,000.00
OTHER TRAVEL (itemize)
lodging 0 $-$-$-$-
meals 0 $-$-$-$-
TRAVEL Subtotal $8,000.00 $-$8,000.00
PROJECT Subtotal $95,645.00 $-$95,645.00
INDIRECT RATE (not to exceed 20% Staffing and Fringe Benefits)13.81% RATE
INDIRECT COSTS (Summarize Below)$5,696.63 $-$5,696.63
TOTAL GRANT AND MATCH BUDGET $101,341.63 $-$101,341.63
Project Percentage Split 100.00%
SUMMARY OF INDIRECT CHARGES:
Admin costs include accounting (payroll, purchasing, accounts payable)
STAFFING DETAILS
Grantee Name Oakland County Health Division
Project Name Oakland County PCR
Tracking Code 0
Hourly Rate Range
Name Position Title
Estimated
Hours Current *
Projected
Highest **
Fringe Rate
(Max. 40%)
* Current hourly rate is the rate for each position when the contract starts.
** Projected highest hourly rate is the anticipated maximum rate for each position during the contract period.
Project Description- Rapid Methods and Microbial Source Tracking For Beaches Program 2024
Statement of Water Resource Concerns/Issues
Oakland County’s bathing beach water quality has been monitored for nearly 40 consecutive years by testing for
fecal coliform (until 1995) and E.coli (1995-present). The county has had reason to recommend closure of
beaches to swimmers many times due to the presence of E. coli bacteria that exceeded water quality standards.
The Health Division’s concern is for the health and safety of its recreational bathing beach users and for the
accurate and timely conveyance of sampling results to would be swimmers. Though this is not a mandated
program, Oakland County intends to continue dedicating resources to bathing beach water quality sampling for
the purpose of protecting and promoting public health by evaluating the quality of water at bathing beaches to
determine whether the water is safe for bathing purposes. In 2015, Oakland County acquired 2 Quantitative
Polymerase Chain Reaction (qPCR) machines for beach water analysis. The Oakland County laboratory began
analyzing beach samples via qPCR late that year and continued through the summers of 2016 thru 2021.
With continued funding, Oakland County hopes to maintain analyzing beach waters with qPCR to ultimately aid
in creating a standard for E.coli using this rapid testing analysis. Additional funding will also allow for source-
tracking analysis on select beaches.
By enforcing 1978 PA 368 (MCL 333.12541) as amended, citizens will be made aware of the sampling efforts
and the location of reported sampling results. If the water is determined to be unsafe for bathing, the bathing
beach will be closed by order or by other measures.
Project Goals and Objectives
Oakland County’s Bathing qPCR Beach Program has the following goals: 1) to prevent illness associated with
recreational bathing beach waters, 2) to provide accurate and timely sampling results to the public 3) to protect
and improve the environment 4) to provide data to assist in evaluating the detection of Escherichia coli (E.coli)
via qPCR compared to traditional culture based methods and 5) to identify sources of fecal contamination at
selected beaches.
These goals will be met with the following objectives: Sampling will occur at the season’s selected public and
semi-public beaches at least 4 times per week during the 10-week bathing season and will be consistent with
sections 12541 to 12546 of Act 368,
P.A. 1978 and Rules. Beaches will be selected that were sampled and analyzed with qPCR in previous beach
seasons. These beaches were originally selected for qPCR analysis based on historical E.coli levels consistently
greater than 10 E.coli/100ml. The left, center, and right samples (A, B, and C) will be run using the traditional
culture-based method (Colilert) and a composite will be done with both culture and qPCR. This will allow for 12
paired samples (Colilert vs qPCR) per day Monday through Thursday. Additional beaches will be sampled and
analyzed using the standard culture based method only. Standard results will be recorded and made available to
the public electronically through the State and County websites and updated on a daily basis. Beach contacts and
local municipalities will be notified via telephone and/or email. Monitoring protocol will comply with Rule 62,
of the Part 4 Administrative Rules, Water Quality Standards, Part 31, Act 451, P.A. 1994.
Waters not in compliance with these quality standards will be immediately closed to swimmers until such time
that additional samples have shown the waters to be safe by laboratory analysis. Signage, indicating the beach is
temporarily closed, will be posted at the beach entrance and removed upon acceptable sampling results. The
geometric mean results and closures will be posted on the BeachGuard website. In addition, Oakland County
will maintain a list of seasonal beach closings and re-openings on the County Website.
Oakland County’s summer Student Sanitarians will be utilized for sampling, beach surveys, and
closing/reopening of beaches. The Program Coordinator and/or Assistant will perform sample result review and
data entry. Laboratory students and Medical Technologists will set up beach water samples for analysis. Medical
Technologists will read beach water sample results and run qPCR and source-tracking samples.
Background Information and Study Design
In the past, Oakland County routinely sampled over 100 public and semi-public beaches each season. With the
unfortunate downturn in available resources, Oakland County was forced to limit its sampling program to
exclusively public beaches beginning in 2009. Only 45 public beaches were monitored during that time.
With the funding opportunities available Oakland County has been able to increase monitoring to include not
only the public beaches but also subsets of semi-public beaches. The semi-public beaches are often subdivision
or lake association beaches typically frequented by residents of a particular area. These beaches are used by
hundreds of bathers each summer and tend to be closed more often than the public beaches. Sampling the semi-
public beaches is important as many may not be maintained on a regular basis. Deficiencies in maintenance
would be identified during the sanitary surveys. Sampling of the semi-public beaches would not only help to
educate the homeowners, but would call attention to the importance of maintaining septic systems, and keeping
the beaches free from debris including animal waste, if sampling results proved unsatisfactory and further source-
tracking analysis pinpointed the causes of closures. The semi-public beaches having elevated E. coli levels would
continue to be sampled the following year. By identifying these problem semi-public beaches, and sampling
more frequently, Oakland County hopes to work with the homeowner associations, encouraging participation in
the active improvement of their beach water quality.
Each of the proposed bathing beaches is to be sampled daily- Monday thru Thrusday for a minimum of 10 weeks
during the swimming seasons. Each will be sampled in a minimum of three locations representative of the
designated swimming area. A composite will be used for qPCR and left, right, center and composite will be run
with Colilert. The daily geometric mean and 30-day geometric mean, as applicable, will be calculated and results
entered directly to DEQ’s database via BeachGuard. Closing and reopenings will be posted on the Oakland
County website. If possible qPCR values will be used to issue a beach advisory the same day as sampling.
Sampling is proposed to begin in June and continue through mid-August for each of the bathing seasons.
Organization Information
Oakland County’s mission is, “To protect the community through health promotion, disease prevention and
protection of the environment.” We do this by focusing on our current strategic priority “Protecting
Environmental Health” and our vision of being “Your recognized leader in public health”. The Health Division’s
proposed bathing beach monitoring program encompasses these as well as our values of service, education and
safety. With the help of program staff, the County has been able to keep bathing beach sampling viable as a
county program, and it remains one of our most in-demand and high-profile summer programs. With additional
grant assistance and the continued use of the qPCR equipment for source-tracking, the beach monitoring program
will be able to expand, thus providing greater protection to our citizens and environment, moving toward real-
time beach analysis providing results to the public the same day.
Program staff consists of full time and part-time county employees and summer students that devote a portion of
their time to beaches. All staff involved have a strong educational background in science, and the laboratory
students are currently studying medical laboratory science or related programs in pursuit of a bachelor’s degree.
The student sanitarians are currently studying environmental health or related programs in pursuit of a
bachelor’s degree or master’s degree.
Partners
None
Project Sustainability
Once the Student Sanitarians and laboratory students have completed their service to Oakland County, full-time
staff will monitor those beaches that continue to have water quality problems as determined in the previous
months’ sampling. Media contact will continue to be a part of the program. When done in a responsible fashion,
media stories help inform the public about the program. Dissemination of the Oakland County and EGLE beach
monitoring websites also help keep the public informed. The County is optimistic that continued sampling of all
public beaches, as well as the semi-public beaches, will occur in seasons to come. Oakland County intends to
continue its summer bathing beach sampling program in the future as it has in the past.
Evaluation
Evaluations of the Student Sanitarians and Laboratory students training, sampling, and monitoring protocol will
be conducted weekly. Improvements will be developed as opportunity arises.
All results will be reported to the Michigan Department of Environment, Great Lakes, and Energy (EGLE) per
Section 12541 of Act 368, P.A. 1978 as amended and rules. This will be done by utilizing the Oakland County
portion of the BeachGuard website. Additional reporting will be completed via Oakland County’s website by
posting all beach closings and re-openings for public use. Also, notifications of scheduled sampling will be
provided to the appropriate City, Village or Township, as well as the beach contacts, prior to the sampling start
date with directions on how to locate individual results on both State and County Websites. Beach contact
personnel as well as the appropriate City, Village, or Township will be notified via telephone and/or email when
beaches are closed and/or reopened. qPCR and source-tracking results will be provided to EGLE, as samples are
analyzed, via spreadsheets supplied by the EPA.
Project Summary
OCHD’s concern is for the health and safety of beach users. The Beach Monitoring Program’s goals are
to prevent illness associated with recreational waters, provide timely sampling results to the public, and
protect and improve the environment. Monitoring will comply with Part 4, Rule 62, Water Quality
Standards, Part 31, Act 451, P.A. 1994. When possible, qPCR results will be used to issue beach advisories the
same day as sampling. Waters not in compliance will be closed until resamples show the
waters to be safe. Closure signs will be posted and removed upon acceptable results. Results and
closings/reopening will be posted on the OCHD and EGLE websites.
12 beaches will be chosen for qPCR from the following list.
2024 qPCR Beaches
BEACH LAKE WATERSHED CITY
Bald Mountain Recreation Area
Lower
Trout Clinton Orion
Bay Court Park Greens Clinton Independence
Bloomfield Parks & Rec/West Hills Middle
School Walnut Rouge
West
Bloomfield
Brown's Landing Mobile Home Park Tipsico Shiawassee Rose
Camp Agawam Boy Scout Camp Tommys Clinton Orion
Camp Dearborn - Lake #1 Phillips Huron Milford
Camp Dearborn - Lake #5 Phillips Huron Milford
Camp Maas - Rodecker Phillips Flint Groveland
Camp Maas - Sobell beach Phillips Flint Groveland
Crossroads for Youth Handsome Clinton Rose
Camp Ohiyesa - North Fish Shiawassee Rose
Camp Wathana Green Shiawassee Rose
Christ The King Church Camp Long Clinton Oxford
Clearwater Campground Green Shiawassee Brandon
Country Club (5000 W. Shore Dr.)Orchard Clinton Orchard Lake
E.V. Mercer City Beach Walled Rouge Walled Lake
Ferndale Sylvan Clinton Sylvan Lake
Finnish Day Camp Sun Huron Wixom
Groveland Oaks County Park - Paradise Beach Stewart Flint Groveland
Haas Lake Park #1 Haas One Huron Lyon
Haas Lake Park #2 Haas Two Huron Lyon
Haas Lake Park #3
Haas
Three Huron Lyon
Haas Lake Park #4 Haas Four Huron Lyon
Holly Recreation Area - Heron Beach Heron Flint Groveland
Holly Recreation Area - Wildwood Beach Wildwood Flint Groveland
Holly Village Beach Bush Shiawassee Holly
Independence Oaks County Park Crooked Clinton Independence
Independence Twp. Village Beach Deer Clinton Clarkston
Willow Beach St Cass Clinton Keego Harbor
Kensington - Maple Beach Kent Huron Milford
Kensington - Martindale Beach Kent Huron Milford
Lakeshore Park Walled Rouge Novi
Pontiac Yacht Club Cass Clinton Orchard Lake
Proud Lake Recreation Area Campground Proud Huron Commerce
Scripter Village Park Township Beach Round Clinton Oxford
Seven Lakes State Park Big Seven Flint Holly
Seven Lakes State Park - Campground Sand Flint Holly
Skull Island Camp (Barnacle Bay)Pontiac Huron White Lake
Skull Island (Shark Reef)Pontiac Huron White Lake
Stony Lake Park Stony Clinton Oxford
Teeple Lake Recreation Area - Highland State
Park Teeple Huron White Lake
Thelma Spencer Park Carter Clinton Rochester Hills
Upland Hills Farm Prince Clinton Addison
Dodge Park #4 Cass Clinton Waterford
Pontiac Recreation Area Pontiac Huron White Lake
Greens Park Village Beach Orion Clinton Lake Orion
Stanley Beach Brendel Huron White Lake
Grove Street Beach Cass Clinton Keego Harbor
Oakland County PCR Grant Work Plan
If funding is awarded, Oakland County is requesting additional funds for the qPCR Methods for Oakland
County Beaches grant. The Grant application requests additional funding of $101,341.63 to expand the
beach monitoring program to cover the 2024 beach monitoring season. The Work Plan for the 2024
beach monitoring season is as follows:
Task 1 (Planning- Staffing/Fringe)
The beach monitoring program will be organized and planned in the winter and spring of 2024. The
Quality Assurance Project Plan (QAPP) will be prepared and reviewed with laboratory staff. Any
beaches currently without recent GPS coordinates will be captured. Proposed beach sampling points will
be mapped. Data entry programs and websites will be updated to reflect current sampling sites. Notices
will be sent to beach contacts and city, villages and townships regarding sampling.
Sub-Task 1.1
Drafting and submission of the required Quality Assurance Project Plan (QAPP) will be
completed by the Program Supervisor and laboratory staff in accordance with EGLE guidelines.
Approval of the QAPP is to be granted prior to any beach sampling for the season.
Sub-Task 1.2
The proposed lists of bathing beaches to be sampled will be used to create a spreadsheet for data
entry. Other tables, forms and reports are developed as necessary for program information
management. Annual and Routine survey forms may be updated/revised.
Sub-Task 1.3
Beaches will be clustered by geographical area and assigned to a Student Sanitarian. Each
Student Sanitarian is given a report generated from the bathing beach database indicating the
beach name, beach identifier, city, village, or township of beach location, and beach address
and/or cross-streets as a reference.
Sub-Task 1.4
The Program Coordinator will update the Oakland County website and Beach guard with current
beach monitoring information.
Sub-Task 1.5
The cities, villages, and townships in which each of the season’s beaches is located, as well as the
beach operator/contact person for each beach will be notified via form letter informing them of
the sampling to occur. The Program Coordinator/Supervisor will complete the letters. Work will
be in accordance with Section 12541, Act 368, P.A. 1978 as amended.
Estimate percentages for Task 1: 1.1 % Staffing/Fringe Budget (13 Total Hours: Beach Program
Coordinator, Beach Program Supervisor, Program Sanitarian)
Task 2 (Training- Staffing/Fringe)
A seasonal training will be conducted by the Program Coordinator, Program Sanitarian and/or Supervisor.
Student Sanitarian training includes an introduction to Oakland County’s beach monitoring program,
beach survey methodology, laboratory tour, and sampling techniques and transport. Laboratory students
that are hired will be trained by a Medical Technologist in technique for running culture samples and
filtering beaches for qPCR. Only trained medical technologists will do extractions and pipet the 96 well
plates. Medical technologists will also analyze data in the workbooks provided by the EPA.
Additionally, Oakland County staff will be kept up to date regarding current beach sampling information
through attendance at MiNet calls.
Sub-Task 2.1
Training materials including the inventory of equipment will be reviewed. Hard-copy training
materials and electronic presentations will be updated (MS PowerPoint). Folders containing
PowerPoint notes, regulations, water guidelines, etc. will be provided to each Student Sanitarian.
Sub-Task 2.2
A field exercise and demonstration will be performed by the Program Coordinator for proper
depth and sampling technique. Proper sample handling, storage and transport will be discussed.
A tour of the laboratory will also be included.
Sub-Task 2.3
As time allows, the Program Supervisor will attend MiNet calls to stay abreast of current
monitoring throughout the state.
Estimated percentages for Task 2: 3.5% Staffing/Fringe Budget (54.75 Total Hours: Program
Coordinator, Program Sanitarian, Program Supervisor, 6 EH
Students)
Task 3 (Sampling- Staffing/Fringe, Supplies)
The sampling season will run for 10 weeks each summer. Each beach will be sampled once per day, 4
days per week. Beaches remaining closed past the routine monitoring dates will continue to be sampled
by program staff until the E.coli levels fall below standards or the beach is closed for the season. Beach
surveys will be conducted prior to routine sampling. Routine beach surveys will be done prior to each
sampling event. Survey results will be entered into Beach guard.
Sub-Task 3.1
Annual beach surveys will be performed the week prior to the sampling start date. Routine beach
sanitary surveys will be done during each sampling event. Oakland County sanitary survey forms
will be used.
Sub-Task 3.2
Water will be sampled at 3 locations within the boundaries of each assigned beach. Samples will
generally be taken one foot below the surface in water that is between three and six feet in depth
and will be collected Monday through Thursday. Each sample will be stored and transported in
coolers with cold-packs and delivered to the county lab within 4 to 5 hours of the day’s first
sample. Sampling will be for 10 weeks.
Sub-Task 3.3
EH Students will enter the beach annual and routine surveys into Beach guard upon returning to
the office or at their earliest convenience if resampling is necessary.
Estimated percentages for Task 3: 23.0% Staffing/Fringe Budget (450 Total Hours: 6 EH Students)
10 % Supplies Budget (Bottles)
Task 4 (Laboratory Analysis- Staffing/Fringe, Supplies)
Standard curves will be created by each Laboratory Medical Technologist prior to qPCR analysis.
Water samples will be delivered directly to the laboratory the day of sampling. The Health Division
lab is EGLE certified. Culture samples are set up and run the day of receipt. Results are read for
each sample at the end of the 18-hour incubation time. All qPCR samples will be analyzed same
day. If samples arrive late to the laboratory, they may be filtered and frozen for analysis at a later
date. Resampling and complaint response may extend beyond the 10 weeks scheduled for Student
Sanitarians due to unresolved closures. Beaches sampled for qPCR will also have resamples
analyzed with qPCR. Beaches selected for standard culture monitoring will have resamples run with
standard culture-based analysis. Selected beaches showing elevated E.Coli levels and consistent
beach closures will further be tested for source-tracking.
Sub-Task 4.1
Standard curves- these will be done at the beginning of the season by each Medical
Technologist that will be running the samples.
Sub-Task 4.2
Laboratory analysis of samples using culture and qPCR. Composites will be made for
each beach sample that will have qPCR. The composite sample will also be run using
a culture method.
Sub-Task 4.3
Source-tracking will be done on select samples for beaches with consecutive closures.
Only Medical Technologists trained in MST will run these samples.
Estimated percentages for Task 4: 28% Staffing/Fringe Budget (280 Total Hours: 4 Lab
Technicians, 2 Lab Students)
90% Supplies Budget (qPCR Supplies, Bottles, Reagent, Trays)
Task 5 (Data Entry and Sample Review- Staffing/Fringe)
Once sample results have been obtained from the County’s laboratory, the Program Coordinator,
Sanitarian, or Supervisor enters results into an in-house database. Results are entered and any closures
are updated well within the 36-hour requirement per the Public Health Code.
Sub-Task 5.1
The Program Coordinator will calculate the geometric mean for each sampling event. Analysis
will comply with Rule 62, of the Part 4 Rules, Water Quality Standards, Part 31, Act 451, P.A.
1994 for total body contact.
Sub-Task 5.2
The Program Coordinator will update closings or re-openings on the Oakland County Website.
Information updates may extend beyond the 10 weeks scheduled for Student Sanitarians.
Sub-Task 5.3
The Program Coordinator will enter all sampling results directly to the EGLE database via the
BeachGuard website. Annual and routine Sanitary Survey information will also be entered (EH
Students may perform this task). Information updates may extend beyond the 10 weeks scheduled
for Student Sanitarians.
Sub-Task 5.4
The Program Supervisor will review beach sample results each week and determine if source-
tracking is necessary.
Sub-Task 5.5
The Program Coordinator will complete any outstanding survey entries and file beach
information appropriately at the conclusion of each beach season.
Sub-Task 5.6
Environmental Epidemiologist will review all reports and estimate individual qPCR numbers for
each beach.
Estimated percentage for Task 5: 20% Staffing/Fringe Budget (Total Hours 175: Beach Program
Coordinator, Beach Program Supervisor, Program Sanitarian,
Epidemiologist)
Task 6 (Follow-up- Staffing/Fringe)
The sampling results may indicate needed follow-up for individual beaches. Follow-up may include
notifying the beach owner/operator of noncompliance, notifying the appropriate city, village or township,
and closing the bathing beach to the public by posting the beach closing sign on site. Student sanitarians
are assigned follow-up as needed. All results will be entered into Beachguard.
Estimated percentages for Task 6: 3.8% Staffing/Fringe Budget (46 Total Hours: 6 EH Students,
Program Coordinator, Program Supervisor, Program Sanitarian
Task 7 (Complaint Response- Staffing/Fringe)
The Oakland County Health Division will respond to all bathing beach complaints during the standard
swimming season (June – August) within 24 hours. Each complaint will be entered into our in house
Ehealth or Accella system for tracking purposes and documented in the quarterly reports submitted to
EGLE. When necessary, a site visit and investigation will occur. Water samples may be taken at bathing
beach locations if the beach is identified as a semi-public beach.
Estimated percentage for Task 7: 3.1% Staffing/Fringe Budget (25 Total Hours: Senior
Sanitarian/ Beach Program Coordinator, Program Supervisor,
Program Sanitarian)
Task 8 (Contractual Services- Staffing/Fringe, Contractual Services)
Recognizing the importance of keeping up to date on newer technologies, keeping abreast of the latest
findings, as well as networking with fellow beach program coordinators, Oakland County proposes to
send staff to applicable conferences/webinars, such as the Great Lakes Beach Association conference.
Estimated percentages for Task 8: 2.5 % Staffing/Fringe Budget (20 Total Hours: Beach Program
Coordinator, Beach Program Supervisor, Epidemiologist
-100% Contractual Services Budget (Conference/Webinar fees)
Task 9 (Reporting- Staffing/Fringe)
The development and submission of the quarterly status reports and a final report, following EGLE
guidance, will be completed by the Laboratory Supervisor. Draft and final products and deliverables will
be provided, as applicable, to EGLE.
Estimated percentage of for Task 7: 15% Staffing/Fringe Budget (100 Total Hours: Beach Program
Supervisor, Epidemiologist)
Note: Providing products and deliverables will include all data collected in both hard copy and electronic
format as requested.
Estimated total hours in proposed Grant for qPCR Methods for Oakland County Beaches= 1209.75
hours
1
S TATE OF M ICHIGAN
DEPARTMENT OF
ENVIRONMENT , GREAT LAKES, AND ENERGY
L ANSING
CONSTITUTION HALL • 525 WEST ALLEGAN STREET • P.O. BOX 30473 • LANSING, MICHIGAN 48909-7973
Michigan.gov/EGLE • 800-662-9278
GRETCHEN WHITMER
GOVERNOR
DANIEL EICHINGER
ACTING DIRECTOR
January 24, 2023
VIA E-MAIL
Local Health Department Health Officers
Dear Sir or Madam:
SUBJECT: Opportunity for Assistance to Monitor Inland Lake Beaches and Conduct
Microbial Source Tracking. Please respond by Friday, March 10, 2023
The Michigan Department of Environment, Great Lakes, and Energy, Water Resources
Division (WRD), invites local health departments to respond to an opportunity for
assistance to monitor inland lake beaches and conduct microbial source tracking to
identify hosts and locations of fecal contamination. The local health departments or
their designee(s) can receive funds and administer the monitoring project. This
opportunity utilizes the following two sources of funding and requires a separate
application (attached) for each funding opportunity:
1. Monitor inland lake beaches during the summers of 2023 and 2024. This
opportunity utilizes $200,000 from the State of Michigan’s Renew Michigan funds
and supports the monitoring projects through December 31, 2024.
2. Conduct microbial source tracking with quantitative polymerase chain reaction
(qPCR) or digital droplet (ddPCR) methods at beaches for rapid testing and to
identify hosts and location of fecal contamination. This opportunity utilizes up to
$500,000 from the State of Michigan’s Technology Advancement for Water
Monitoring funds and supports projects through December 31, 2024.
Please e-mail applications by Friday, March 10, 2023, to BriggsS4@Michigan.gov.
If you have any questions, please feel free to contact me.
Sincerely,
Shannon Briggs
Shannon Briggs, Ph.D., Toxicologist
Surface Water Assessment Section
Water Resources Division
517-290-8249
Attachments
cc: Kevin Cox, WRD
1
December 7, 2022
To Ms. Sheryl Johnson
Oakland County Office of Management and Budget
2100 Pontiac Lake Road
Waterford, MI 48341
Dear Ms. Johnson:
Enclosed is your annual financial report for the year ended September 30, 2021 as follows:
Single audit report
To assist you in determining the distribution requirements of your annual report, the filing requirements for
several agencies are summarized below. In general, please ensure that the financial statements are
included with any distributions of the single audit report.
The single audit report package (as referred to below) includes the following:
Single audit report
Summary schedule of prior audit findings prepared by Oakland County, Michigan
Corrective action plan prepared by Oakland County, Michigan
Single audit filing requirements:
We are in the process of preparing the data collection form on your behalf.
We will upload the entire reporting package electronically to the Federal Audit Clearinghouse (FAC).
You no longer need to send any hard copies of the reports to the clearinghouse.
You will need to electronically certify the single audit data collection form. You will receive an
automated email from the clearinghouse with certification instructions. In order to certify, you will need
to ensure the certifying official at your organization has set up a personal account within the Internet
Data Entry System (IDES) being used by the FAC for these data collection form filings.
Based on our knowledge of pass-through entity requests, a copy of the single audit report package
should be forwarded to the following nonfederal entities that provided federal financial assistance:
Michigan Department of Education
Michigan Department of Health and Human Services
Michigan Fitness Foundation
Michigan Department of Labor and Economic Opportunity - Workforce Development
Michigan State Police
Southeast Michigan Community Alliance
Michigan Department of Transportation
Michigan Department of Environmental Quality
Michigan Rehabilitation
Michigan Department of Environment, Great Lakes, and Energy
Michigan State Court Administrative Office
Oakland Community Health Network
Wayne State University
Michigan Department of Natural Resources
County of Macomb, Michigan
Michigan Department of Treasury
To Ms. Sheryl Johnson December 7, 2022
Oakland County Office of Management and Budget
2
Thank you for the opportunity to serve as your auditors. Please contact us if you have any questions
regarding these filing requirements.
Very truly yours,
Plante & Moran, PLLC
Oakland County, Michigan
Federal Awards Supplemental Information
September 30, 2021
Oakland County, Michigan
Contents
Independent Auditor's Reports
Report on Schedule of Expenditures of Federal Awards Required by the Uniform Guidance 1
Report on Internal Control Over Financial Reporting and on Compliance and Other Matters
Based on an Audit of Financial Statements Performed in Accordance with Government
Auditing Standards 2-3
Report on Compliance for Each Major Federal Program and Report on Internal Control Over
Compliance Required by the Uniform Guidance 4-5
Schedule of Expenditures of Federal Awards 6-11
Notes to Schedule of Expenditures of Federal Awards 12
Schedule of Findings and Questioned Costs 13-22
Report on Schedule of Expenditures of Federal Awards Required by the Uniform Guidance
Independent Auditor's Report
To the Board of Commissioners
Oakland County, Michigan
We have audited the financial statements of the governmental activities, the business-type activities, the
aggregate discretely presented component units, each major fund, and the aggregate remaining fund information
of Oakland County, Michigan (the "County") as of and for the year ended September 30, 2021 and the related
notes to the financial statements, which collectively comprise the County's basic financial statements. We issued
our report thereon dated March 25, 2022, which contained an unmodified opinion on the financial statements. Our
audit was conducted for the purpose of forming opinions on the financial statements that collectively comprise the
basic financial statements.We have not performed any procedures with respect to the audited financial
statements subsequent to March 25, 2022.
The County's basic financial statements include the operations of the Road Commission of Oakland County's
discretely presented component unit, which expended $2,365,111 in federal awards that is not included in the
schedule of expenditures of federal awards during the year ended September 30, 2021. Our audit, described
below, did not include the operations of the Road Commission of Oakland County because the Road Commission
of Oakland County's discretely presented component unit engaged other auditors to perform an audit in
accordance with the Uniform Guidance.
The accompanying schedule of expenditures of federal awards is presented for the purpose of additional
analysis, as required by the Uniform Guidance, and is not a required part of the basicfinancial statements. Such
information is the responsibility of management and was derived from and relates directly to the underlying
accounting and other records used to prepare the financial statements. The information has been subjected to the
auditing procedures applied in the audit of the financial statements and certain additional procedures, including
comparing and reconciling such information directly to the underlying accounting and other records used to
prepare the financial statements or to the financial statements themselves, and other additional procedures in
accordance with auditing standards generally accepted in the United States of America. In our opinion,the
information is fairly stated in all material respects in relation to the financial statements as a whole.
December 7, 2022
1
Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of
Financial Statements Performed in Accordance with Government Auditing Standards
Independent Auditor's Report
To Management and the Board of Commissioners
Oakland County, Michigan
We have audited, in accordance with auditing standards generally accepted in the United States of America and
the standards applicable to financial audits contained in Government Auditing Standards, issued by the
Comptroller General of the United States, the financial statements of the governmental activities, the business-
type activities, the aggregate discretely presented component units, each major fund, and the aggregate
remaining fund information of Oakland County, Michigan (the "County") as of and for the year ended September
30, 2021 and the related notes to the financial statements, which collectively comprise the County's basic
financial statements, and have issued our report thereon dated March 25, 2022.
Internal Control Over Financial Reporting
In planning and performing our audit of the financial statements, we considered the County's internal control over
financial reporting (internal control) as a basis for designing audit procedures that are appropriate in the
circumstances for the purpose of expressing our opinions on the financial statements, but not for the purpose of
expressing an opinion on the effectiveness of the County's internal control. Accordingly, we do not express an
opinion on the effectiveness of the County's internal control.
Our consideration of internal control was for the limited purpose described in the preceding paragraph and was
not designed to identify all deficiencies in internal control that might be material weaknesses or significant
deficiencies, and, therefore, material weaknesses or significant deficiencies may exist that were not identified.
However, as described in the accompanying schedule of findings and questioned costs, we identified a certain
deficiency in internal control that we consider to be a material weakness and another deficiency that we consider
to be a significant deficiency.
A deficiency in internal control exists when the design or operation of a control does not allow management or
employees, in the normal course of performing their assigned functions, to prevent, or detect and correct,
misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal
control such that there is a reasonable possibility that a material misstatement of the County's financial
statements will not be prevented, or detected and corrected, on a timely basis. We consider the deficiency
described in the accompanying schedule of findings and questioned costs as Finding 2021-001 to be a material
weakness.
A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than
a material weakness, yet important enough to merit attention by those charged with governance. We consider the
deficiency described in the accompanying schedule of findings and questioned costs as Finding 2021-002 to be a
significant deficiency.
Compliance and Other Matters
As part of obtaining reasonable assurance about whether the County's financial statements are free from material
misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and
grant agreements, noncompliance with which could have a direct and material effect on the financial statements.
However, providing an opinion on compliance with those provisions was not an objective of our audit, and,
accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance
or other matters that are required to be reported under Government Auditing Standards.
2
To Management and the Board of Commissioners
Oakland County, Michigan
The County's Responses to the Findings
The County's responses to the findings identified in our audit are described in the accompanying schedule of
findings and questioned costs.The County's responses were not subjected to the auditing procedures applied in
the audit of the financial statements, and, accordingly, we express no opinion on them.
Purpose of This Report
The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the
results of that testing, and not to provide an opinion on the effectiveness of the County's internal control or on
compliance. This report is an integral part of an audit performed in accordance with Government Auditing
Standards in considering the County's internal control and compliance. Accordingly, this communication is not
suitable for any other purpose.
March 25, 2022
3
Report on Compliance for Each Major Federal Program and Report on Internal Control Over Compliance
Required by the Uniform Guidance
Independent Auditor's Report
To the Board of Commissioners
Oakland County, Michigan
Report on Compliance for Each Major Federal Program
We have audited Oakland County, Michigan's (the "County") compliance with the types of compliance
requirements described in the U.S. Office of Management and Budget (OMB) Compliance Supplement that could
have a direct and material effect on each of the County's major federal programs for the year ended September
30, 2021. The County's major federal programs are identified in the summary of auditor's results section of the
accompanying schedule of findings and questioned costs.
The County's basic financial statements include the operations of the Road Commission of Oakland County's
discretely presented component unit, which expended $2,365,111 in federal awards that is not included in the
schedule of expenditures of federal awards during the year ended September 30, 2021. Our audit, described
below, did not include the operations of the Road Commission of Oakland County because the Road Commission
of Oakland County's discretely presented component unit engaged other auditors to perform an audit in
accordance with the Uniform Guidance.
Management's Responsibility
Management is responsible for compliance with federal statutes, regulations, and the terms and conditions of its
federal awards applicable to its federal programs.
Auditor's Responsibility
Our responsibility is to express an opinion on compliance for each of the County's major federal programs based
on our audit of the types of compliance requirements referred to above.
We conducted our audit of compliance in accordance with auditing standards generally accepted in the United
States of America; the standards applicable to financial audits contained in Government Auditing Standards,
issued by the Comptroller General of the United States; and the audit requirements of Title 2 U.S. Code of
Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards (the "Uniform Guidance"). Those standards and the Uniform Guidance require that we plan and
perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance
requirements referred to above that could have a direct and material effect on a major federal program occurred.
An audit includes examining, on a test basis, evidence about the County's compliance with those requirements
and performing such other procedures as we considered necessary in the circumstances.
We believe that our audit provides a reasonable basis for our opinion on compliance for each major federal
program. However, our audit does not provide a legal determination of the County's compliance.
Opinion on Each Major Federal Program
In our opinion, the County complied, in all material respects, with the types of compliance requirements referred
to above that could have a direct and material effect on each of the major federal programs for the year ended
September 30, 2021.
4
To the Board of Commissioners
Oakland County, Michigan
Report on Internal Control Over Compliance
Management of the County is responsible for establishing and maintaining effective internal control over
compliance with the types of compliance requirements referred to above. In planning and performing our audit of
compliance, we considered the County's internal control over compliance with the types of requirements that
could have a direct and material effect on each major federal program to determine the auditing procedures that
are appropriate in the circumstances for the purpose of expressing an opinion on compliance for each major
federal program and to test and report on internal control over compliance in accordance with the Uniform
Guidance, but not for the purpose of expressing an opinion on the effectiveness of internal control over
compliance. Accordingly, we do not express an opinion on the effectiveness of the County's internal control over
compliance.
Our consideration of internal control over compliance was for the limited purpose described in the preceding
paragraph and was not designed to identify all deficiencies in internal control over compliance that might be
material weaknesses or significant deficiencies, and, therefore, material weaknesses or significant deficiencies
may exist that have not been identified. However, as discussed below, we did identify certain deficiencies in
internal control over compliance that we consider to be material weaknesses and a significant deficiency.
A deficiency in internal control over compliance exists when the design or operation of a control over compliance
does not allow management or employees, in the normal course of performing their assigned functions, to
prevent, or detect and correct, noncompliance with a type of compliance requirement of a federal program on a
timely basis. A material weakness in internal control over compliance is a deficiency, or a combination of
deficiencies, in internal control over compliance such that there is a reasonable possibility that material
noncompliance with a type of compliance requirement of a federal program will not be prevented, or detected and
corrected, on a timely basis. We consider the deficiencies in internal control over compliance described in the
accompanying schedule of findings and questioned costs as Findings 2021-003, 2021-005, and 2021-006 to be
material weaknesses.
A significant deficiency in internal control over compliance is a deficiency, or a combination of deficiencies, in
internal control over compliance with a type of compliance requirement of a federal program that is less severe
than a material weakness in internal control over compliance, yet important enough to merit attention of those
charged with governance. We consider the deficiency in internal control over compliance described in the
accompanying schedule of findings and questioned costs as Finding 2021-004 to be a significant deficiency.
The County's responses to the internal control over compliance findings identified in our audit are described in the
accompanying schedule of findings and questioned costs. The County's responses were not subjected to the
auditing procedures applied in the audit of compliance, and, accordingly, we express no opinion on them.
The purpose of this report on internal control over compliance is solely to describe the scope of our testing of
internal control over compliance and the results of that testing based on the requirements of the Uniform
Guidance. Accordingly, this report is not suitable for any other purpose.
December 7, 2022
5
County of Oakland, MichiganFederal Agency/Pass-through Agency/Program TitleAssistance Listing NumberTotal Amount Provided to Subrecipients Federal Expenditures U.S. Department of Agriculture - Food Donation Program:10.550 n/a- $ 29,337$ Passed through Michigan Department of Education:National School Breakfast Program10.553 (2) 630008006 - 41,887 National School Lunch Program10.555 (2) 630008006 - 84,100 National School Lunch Program10.555 (2) 630008006 - 5,697 Child and Adult Care Food Program10.558 630008006 - 2,516 Child and Adult Care Food Program10.558 630008006 - 34,922 Total passed through Michigan Department of Education - 169,122 Passed through Michigan Department of Health and Human Services - Michigan Fitness Foundation -State Administrative Matching Grants for the Supplemental Nutrition Assistance Program10.561(1) 33,157 Passed through Michigan Department of Health and Human Services:Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) Resident Services10.557 E20211371-00 445,468 2,615,870 Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) Breastfeeding10.557 E20211572-00 56,603 243,314 Total passed through Michigan Department of Health and Human Services 502,071 2,859,184 Passed through Michigan Department of Labor and Economic Opportunity - Workforce Development -State Administrative Matching Grants for the Supplemental Nutrition Assistance Program 10.561 (1) 202020Q875042 202020Q252042(815) (815) State Administrative Matching Grants for the Supplemental Nutrition Assistance Program 10.561 (1) 202121S252042 202121Q750342147,640 167,320 Total passed through Michigan Department of Labor and Economic Opportunity - Workforce Development146,825 166,505 Total U.S. Department of Agriculture648,896 3,257,305 U.S. Department of Housing and Urban Development - Community Development Block Grants/Entitlement Grants:Community Development Block Grant 16-1714.218(3) n/a 22,505 22,505 Community Development Block Grant 17-1814.218(3) n/a 128,449 157,518 Community Development Block Grant 18-1914.218(3) n/a 403,196 532,506 Community Development Block Grant 19-2014.218(3) n/a 625,316 2,453,511 Community Development Block Grant 20-2114.218(3) n/a 337,966 1,135,418 Housing Counseling Assistance Program 2014.169n/a - 45,770 Home Investment Partnership Program 16-1714.239n/a - 7,800 Home Investment Partnership Program 17-1814.239n/a - 59,875 Home Investment Partnership Program 18-1914.239n/a - 1,309,376 Home Investment Partnership Program 19-2014.239n/a - 1,176,683 Home Investment Partnership Program 20-2114.239n/a - 214,396 COVID-19 - Community Development Block Cares Grant 201914.218(3) n/a - 3,577,999 Emergency Solutions Grant Program 201914.231n/a - 1,030,960 Emergency Solutions Grant Program 202014.231 n/a - 402,764 Total U.S. Department of Housing and Urban Development1,517,432 12,127,081 (1) Denotes the Supplemental Nutrition Assistance Program Cluster(2) Denotes the Child Nutrition Cluster(3) Denotes the CDBG - Entitlement Grants ClusterSchedule of Expenditures of Federal AwardsPass-through Entity Identifying NumberYear Ended September 30, 2021See notes to schedule of expenditures of federal awards. 6
County of Oakland, MichiganFederal Agency/Pass-through Agency/Program TitleAssistance Listing NumberTotal Amount Provided to Subrecipients Federal Expenditures U.S. Department of Justice:Edward Byrne Memorial Justice Assistance Grant Program 19-22 16.738 n/a - $ 12,943$ Edward Byrne Memorial Justice Assistance Grant Program 20-23 16.738 n/a - 45,049 Bulletproof Vest Partnership Program16.607 n/a - 11,704 Equitable Sharing Program16.922 n/a - 153,724 COVID-19 - Coronavirus Emergency Supplemental Funding Program16.034 n/a - 3,292 DNA Backlog Reduction16.741 n/a - 392,802 DNA Backlog Reduction16.741 n/a - 22,152 Passed through Federal Bureau of Investigation (FBI) - Project Safe Neighborhoods16.609n/a - 19,180 Passed through Michigan State Police:Edward Byrne Memorial Justice Assistance Grant16.738 - 217,080 Paul Coverdell Forensic Sciences Improvement Grant Program 202016.742 2020-CD-BX-0022 - 3,414 Paul Coverdell Forensic Sciences Improvement Grant Program 202116.742 2020-CD-BX-0050 - 58,177 Total passed through Michigan State Police - 278,671 Total U.S. Department of Justice - 939,517 U.S. Department of Labor: Passed through Michigan Department of Labor and Economic Opportunity - Workforce Development: WIOA Adult Program Local Administration AY-1917.258(4) AA332361955A26 54,268 136,105 WIOA Youth Activities Local Administration AY-1917.259(4) AA332361955A26 54,268 136,105 WIOA Dislocated Worker Formula Grant Local Administration AY-1917.278(4) AA332361955A26 54,283 136,146 WIOA Adult Program Local Administration AY-2017.258(4) AA347752055A26 21,363 56,458 WIOA Youth Activities Local Administration AY-2017.259(4) AA347752055A26 21,363 56,458 WIOA Dislocated Worker Formula Grant Local Administration AY-2017.278(4) AA347752055A26 21,368 56,475 WIOA Adult AY-1917.258(4) AA332361955A26 761,159 773,886 WIOA Adult AY-2017.258(4) AA347752055A26 1,910,615 1,925,625 WIOA Adult AY-2117.258(4) AA363262155A26 56,065 56,065 WIOA Youth AY-1917.259(4) AA347752055A26 662,481 775,146 WIOA Youth AY-2017.259(4) AA342361955A26 1,285,380 1,338,920 WIOA Dislocated Worker AY-1917.278(4) AA332361955A26 305,722 418,524 WIOA Dislocated Worker AY-2017.278(4) AA347752055A26 833,086 891,214 WIOA Dislocated Worker AY-2117.278(4) AA363262155A26 52,626 52,626 Wagner Peyser (WP) Employment Services 7(A) AY-1917.207(5) ES310291755A26 309,094 508,423 Wagner Peyser (WP) Employment Services 7(A) AY-2017.207(5) ES353502055A26 1,407,223 1,468,525 Wagner Peyser (WP) Employment Services 7(A) AY-2117.207(5) ES367602155A26 29,813 29,813 Wagner Peyser (WP) Employment Services MWSC PY-1917.207(5) ES310291755A26 48,906 48,906 Unemployment Insurance State Administration RESEA 201917.225UI328461960A26 10,086 10,086 Unemployment Insurance State Administration RESEA 202017.225UI345032060A26 149,964 149,964 WIOA Adult Program Rapid Response AY-2017.258(4) AA321961855A26 3,913 3,913 WIOA Youth Activities Rapid Response AY-2017.259(4) AA321961855A26 4,281 4,281 WIOA Dislocated Worker Formula Grant Rapid Response AY-2017.278(4) AA321961855A26 4,471 4,471 Trade Adjustment Assistance AY-1817.245TA317061855A26(33,839) (33,854) Trade Adjustment Assistance AY-1917.245TA326581955A26 1,011,453 1,030,163 WIOA Adult Program Statewide Activities Capacity Building AY-1917.258(4) AA332361955A26 30,310 30,310 WIOA Youth Activities Statewide Activities Capacity Building AY-1917.259(4) AA332361955A26 32,934 32,934 WIOA Dislocated Workers Formula Grants Statewide Activities Capacity Building AY-1917.278(4) AA332361955A26 27,233 27,233 (4) Denotes WIOA Cluster(5) Denotes Employment Services ClusterYear Ended September 30, 2021Schedule of Expenditures of Federal Awards (Continued)Pass-through Entity Identifying NumberJAG-72181-N.E.T.-2021 - 2020-MU-BX-0011See notes to schedule of expenditures of federal awards. 7
County of Oakland, MichiganFederal Agency/Pass-through Agency/Program TitleAssistance Listing NumberTotal Amount Provided to Subrecipients Federal Expenditures U.S. Department of Labor (continued):Passed through Michigan Department of Labor and Economic Opportunity - Workforce Development (continued):WIOA Adult Program Statewide Activities SY Professional AY-1917.258(4) AA332361955A26 44,232$ 45,110$ WIOA Youth Activities Statewide Activities SY Professional AY-1917.259(4) AA332361955A26 48,061 49,015 WIOA Dislocated Worker Formula Grants Statewide Activities SY Professional AY-1917.278(4) AA332361955A26 39,742 40,531 WIOA Adult Program Statewide Activities SY Professional AY-2017.258(4) AA347752055A26 27,954 29,707 WIOA Youth Activities Statewide Activities SY Professional AY-2017.259(4) AA347752055A26 30,442 32,351 WIOA Dislocated Worker Formula Grants Statewide Activities SY Professional AY-2017.278(4) AA347752055A26 24,553 26,092 WIOA National Emergency Grants C19 DIS REC17.277(4) DW349062060A26 273,997 273,997 Employment Service/Wagner Peyser Clean Slate Program PY-2017.207(4) ES334001955A26 70,872 104,049 WIOA Adult Program - SWA Integrated Education & TRNG (IET) AY-2017.258(4) AA332361955A26 10,385 10,385 WIOA Youth Activities - SWA Integrated Education & TRNG (IET) AY-2017.259(4) AA332361955A26 11,309 11,309 WIOA Dislocated Worker Formula Grants - SWA Integrated Education & TRNG (IET) AY-2017.278(4) AA332361955A26 9,122 9,122 WIOA Dislocated Worker Formula Grants - TET AY-18 17.278(4) DW325501860A26 177,135 177,135 IFA Jobs for Veterans FY-2017.801 (5) DV342762055526 DV357522155526 14,208 14,208 IFA Jobs for Veterans FY-2117.801(5) DV357522155526 534 534 Unemployment Insurance PY20 - Infrastructure Funding Agreements FY-20 17.225 UI340652055A26 UI356552155A26 46,852 46,852 Unemployment Insurance PY21 - Infrastructure Funding Agreements FY-21 17.225 UI356552155A2611,273 11,273 Total passed through Michigan Department of Labor and Economic Opportunity - Workforce Development9,970,560 11,006,591 Passed through Southeast Michigan Community Alliance -H-1B Job Training Grants - Advance Michigan Center for Apprenticeship Innovation FY-1717.268AP280281560A26 215,594 215,594 Total U.S. Department of Labor10,186,154 11,222,185 U.S. Department of Transportation:Passed through Michigan Department of Transportation Aeronautics - Airport Improvement Program20.106n/a - 588,517 Passed through Michigan Department of State Police - Emergency Management & Homeland Security Division - Hazardous Materials Public Sector Training and Planning Grants20.703693JK31940022HMEP - 10,375 Passed through Michigan Department of State Police - Office of Highway Safety Planning -Passed through Transportation Improvement Association:National Priority Safety Programs - FY-21 Drug Recognition Expert Call Out Reimbursement Agreement20.616(6) n/a - 184 National Priority Safety Programs - FY-21 Oakland County Traffic Enforcement 20.616(6) n/a - 37,963 Total passed through Michigan Department of State Police - Office of Highway Safety Planning -Passed through Transportation Improvement Association - 38,147 Total U.S. Department of Transportation - 637,039 (4) Denotes WIOA Cluster(5) Denotes Employment Services Cluster(6) Denotes Highway Safety ClusterPass-through Entity Identifying NumberYear Ended September 30, 2021Schedule of Expenditures of Federal Awards (Continued)See notes to schedule of expenditures of federal awards. 8
County of Oakland, MichiganFederal Agency/Pass-through Agency/Program TitleAssistance Listing NumberTotal Amount Provided to Subrecipients Federal Expenditures U.S. Environmental Protection Agency:Brownfield Assessment Grant66.818n/a 36,687$ 164,750$ Passed through Michigan Department of Environmental Quality:Capitalization Grants for Drinking Water State Revolving Funds 66.468(7) FS975487-19 - 32,056 Capitalization Grants for Clean Water State Revolving Funds66.458(8) 5642-01 - 355,129 Total passed through Michigan Department of Environmental Quality - 387,185 Total U.S. Environmental Protection Agency36,687 551,935 U.S. Department of Education - Office of Special Education and Rehabilitative Services -Passed through Michigan Rehabilitation: Rehabilitation Services - Vocational Rehabilitation Grants to States - Infrastructure Funding PY-20 FY-21 84.126H126A200099 15,676 15,676 Rehabilitation Services - Vocational Rehabilitation Grants to States Infrastructure Funding FY-21 84.126H126A200099 4,152 4,152 Total U.S. Department of Education 19,828 19,828 U.S. Office of National Drug Control Policy - Passed through Michigan State Police:2020 High Intensity Drug Trafficking Areas Program95.001G20SM0002A 19,500 34,386 2021 High Intensity Drug Trafficking Areas Program95.001 G21SM0002A 56,163 115,950 2020 High Intensity Drug Trafficking Areas Program Reimbursement Funding for Forensic Lab Technician Firearms Position95.001 n/a - 9,078 2021 High Intensity Drug Trafficking Areas Program Reimbursement Funding for Forensic Lab Technician Firearms Position95.001 n/a - 26,191 Total U.S. Office of National Drug Control Policy75,663 185,605 U.S. Department of the Treasury:COVID-19 - Coronavirus Relief Funds21.019 34,773,004 128,711,522 COVID-19 - Coronovirus State and Local Fiscal Recovery Funds21.027 80,000 6,348,458 Passed through Michigan Department of Treasury - COVID-19 - Coronavirus Relief Funds - Public Safety and Public Health Payroll Reimbursement Program21.019 - 318,703 Passed through Michigan Department of Health and Human Services:COVID-19 - Coronavirus Relief Funds - CRF Local Health Department Lab21.019E20213736-00 - 161,575 COVID-19 - Coronavirus Relief Funds - CRF Local Health Department Testing21.019E20213740-00 - 77,835 COVID-19 - Coronavirus Relief Funds - CRF Immunizations COVID Response21.019E20213758-00 - 45,969 COVID-19 - Coronavirus Relief Funds - CRF Local Health Department Contact Tracing 21.019E20213739-00 - 1,457,773 Total passed through Michigan Department of Health and Human Services - 1,743,152 Passed through Michigan Environment, Great Lakes, and Energy -COVID-19 - Coronavirus Relief Funds - Oakland County SARS COV-2 Wastewater Testing21.0192020-7518 - 39,699 Total U.S. Department of the Treasury34,853,004 137,161,534 (7) Denotes Drinking Water State Revolving Fund Cluster(8) Denotes Clean Water State Revolving Fund ClusterSchedule of Expenditures of Federal Awards (Continued)Year Ended September 30, 2021Pass-through Entity Identifying NumberSee notes to schedule of expenditures of federal awards. 9
County of Oakland, MichiganFederal Agency/Pass-through Agency/Program TitleAssistance Listing NumberTotal Amount Provided to Subrecipients Federal Expenditures U.S. Department of Health and Human Services:COVID-19 - Cares Act Provider Relief Fund 93.498 - $ 6,290$ Passed through Michigan Department of Labor and Economic Opportunity - Workforce Development:Temporary Assistance For Needy Families (TANF), Partnership, Accountability, Training, Hope (PATH) FY-20 93.558 2001MITANF 191,482 267,810 Temporary Assistance For Needy Families (TANF), Partnership, Accountability, Training, Hope (PATH) FY-21 93.558 2001MITANF 2,244,714 2,431,487 Temporary Assistance For Needy Families (TANF), PATH Supportive Services FY-2193.558 211MITANF 40,445 40,445 Temporary Assistance For Needy Families Refugee93.558 2101MITANF 51,967 51,967 Total passed through Michigan Department of Labor and Economic Opportunity - Workforce Development2,528,608 2,791,709 Passed through Michigan State Court Administrative Office - Grants to States for Access and Visitation Programs 93.597 SCAO-2021-023 - 26,000 Passed through Michigan Department of Health and Human Services:Child Support Enforcement - Friend of the Court93.563 CSFOC17 - 63001 - 8,429,146 Child Support Enforcement - Friend of the Court Federal Incentives Payments93.563 CSFOC17 - 63001 - 1,562,777 Child Support Enforcement - Prosecuting Co-Up Reimbursement93.563 CSPA17 - 63002 - 1,632,249 Immunization Cooperative Agreements93.268 N/A - 698,350 Preventive Health Services - Sexually Transmitted Diseases Control Grants93.977 E20211367-00 - 40,986 Immunization Cooperative Agreements93.268 E20211577-00 - 8,100 Immunization Cooperative Agreements93.268 E20211576-00 - 501,895 Project Grants and Cooperative Agreements for Tuberculosis Control Programs93.116 E20211368-00 - 22,994 HIV Prevention93.940 E20211363-00 - 18,720 Maternal and Child Health Services Block Grant to States93.994 E20211360-00 - 6,480 Medical Assistance Program - Children's Special Health Care Services (CSHCS) Care Coordination93.778(9) E20211377-00 - 29,153 Maternal and Child Health Services Block Grant to States93.994 E20211377-00 - 37,941 Medical Assistance Program - CSHCS Medicaid Outreach93.778(9) E20211359-00 - 67,340 Medical Assistance Program - Children's Special Health Care Services (CSHCS) Outreach & Advocacy93.778(9) E20211376-00 - 147,202 Medical Assistance Program - CSHCS Medicaid Elevated Blood Lead Case Mgmt93.778(9) E20211573-00 - 6,846 Medical Assistance Program - Medicaid Outreach93.778(9) E20211879-00 - 673,225 Public Health Emergency Preparedness - Laboratory Services Bio93.069E20211365-00 - 14,538 Maternal, Infant and Early Childhood Home Visiting Grant - Nurse Family Partnership Services 93.870E20211686-00 - 152,170 Medical Assistance Program - Nurse Family Partnership Services 93.778 (9) E20211686-00 - 216,881 Preventive Health Services - Sexually Transmitted Diseases Control Grants - Adolescent STD Screening93.977E20211356-00 - 71,842 Public Health Emergency Preparedness (PHEP) CRI 10/1/20 - 6/30/2193.069E20211574-00 - 130,177 Public Health Emergency Preparedness (PHEP) 10/1/20 - 6/30/2193.069E20211357-00 - 218,516 Public Health Emergency Preparedness (PHEP) CRI 7/1/21 - 9/30/2193.069E20214935-00 - 24,235 Public Health Emergency Preparedness (PHEP) 7/1/21 - 9/30/2193.069E20214943-00 - 61,322 Epidemiology and Laboratory Capacity for Infectious Diseases - West Nile Virus Community Surveillance93.323E20211373-00 - 10,000 Maternal and Child Health Services Block Grant to States - All Other93.994E20212047-00 - 321,457 Epidemiology and Laboratory Capacity for Infectious Diseases - Gonococcal Isolate Surveillance Project93.323E20211361-00 - 25,108 Maternal and Child Health Services Block Grant to States - FIMR Interview93.994E20211366-00 - 2,125 COVID-19 - Epidemiology and Laboratory Capacity for Infectious Diseases Covid-19 Contact TracingTesting Coordination93.323E20212049-00 - 2,755,800 COVID-19 - Epidemiology and Laboratory Capacity for Infectious Diseases Covid-19 Infection Prevention93.323E20212048-00 - 21,946 COVID-19 - Epidemiology and Laboratory Capacity for Infectious Diseases Covid-19 Enhancing Detection93.323E20214314-00 - 3,870 COVID-19 - Epidemiology and Laboratory Capacity for Infectious Diseases Contact Tracing and Wraparound93.323E20215089-00 - 447,533 COVID-19 - Epidemiology and Laboratory Capacity for Infectious Diseases Sewer Network93.323E20215107-00 - 54,986 COVID-19 - Public Health Emergency Response Covid-19 Response93.354E20214574-00 - 1,000 COVID-19 - Immunization Cooperative Agreements Covid-19 Influenza Vaccination Supplemental93.268E20214318-00 - 126,549 COVID-19 - Medical Assistance Program Harm Reduction Supports Services93.778(9) E20214550-00 - 142,465 COVID-19 - Immunization Cooperative Agreements Covid Immunization93.268E20214707-00 - 1,273,458 COVID-19 - Preventive Health and Health Services Block Grant Eastern Equine Encephalitis VirusSurveillance Project93.991E20215106-00 - 8,344 Total passed through Michigan Department of Health and Human Services - 19,967,726 (9) Denotes Medicaid ClusterPass-through Entity Identifying NumberSchedule of Expenditures of Federal Awards (Continued)Year Ended September 30, 2021See notes to schedule of expenditures of federal awards. 10
County of Oakland, MichiganFederal Agency/Pass-through Agency/Program TitleAssistance Listing NumberTotal Amount Provided to Subrecipients Federal Expenditures U.S. Department of Health and Human Services (continued):Passed through Michigan Department of Health and Human Services - Passed through Oakland Community Health Network - Block Grants for Prevention and Treatment of Substance Abuse93.9592017-0016-SUDP#4- $ 169,648$ Passed through Wayne State University:Nurse, Education, Practice, Equality and Retention Registered Nurse93.359UK1HP31702-03-00 - 40,289 Nurse, Education, Practice, Equality and Retention Registered Nurse93.3591UK1HP31702-04-00 - 7,143 Total passed through Wayne State University - 47,432 Total U.S. Department of Health and Human Services 2,528,608 23,008,805 U.S. Department of Homeland Security:Passed through Michigan Department of State Police - Emergency Management and Homeland Security Division - Emergency Management Performance Grant97.042EMC-2021-EP-00006 - 61,242 Passed through County of Macomb, Michigan:Fiscal Year 2017 Homeland Security Grant Program97.067EMW-2017-SS-00013 - 81,387 Fiscal Year 2018 Homeland Security Grant Program97.067EMW-2018-SS-00042 - 221,283 Fiscal Year 2019 Homeland Security Grant Program97.067EMW-2019-SS-00021 - 348,394 Total passed through Michigan Department of State Police - Emergency Management and Homeland Security Division - Passed through County of Macomb, Michigan - 651,064 Total passed through Michigan Department of State Police - Emergency Management and Homeland Security - 712,306 Passed through Michigan Department of Natural Resources - Boating Safety Financial Assistance97.012MS21-017 - 97,050 Total U.S. Department of Homeland Security - 809,356 Total federal expenditures49,866,272$ 189,920,190$ Schedule of Expenditures of Federal Awards (Continued)Year Ended September 30, 2021Pass-through Entity Identifying NumberSee notes to schedule of expenditures of federal awards. 11
Oakland County, Michigan
Notes to Schedule of Expenditures of Federal Awards
Year Ended September 30, 2021
Note 1 - Basis of Presentation
The accompanying schedule of expenditures of federal awards (the “Schedule”) includes the federal
grant activity of Oakland County, Michigan (the “County”) under programs of the federal government for
the year ended September 30, 2021. The information in the Schedule is presented in accordance with the
requirements of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements,
Cost Principles, and Audit Requirements for Federal Awards (the “Uniform Guidance”). Because the
Schedule presents only a selected portion of the operations of the County, it is not intended to and does
not present the financial position, changes in net position, or cash flows of the County.
Note 2 - Summary of Significant Accounting Policies
Expenditures reported in the Schedule are reported on the same basis of accounting as the basic
financial statements, with the exception of the expenditures related to ALN 66.468, Drinking Water State
Revolving Fund (DWSRF), and ALN 66.458, Clean Water State Revolving Fund (CWSRF). The DWSRF
and CWSRF expenditures are reported on the cash basis in accordance with the subrecipient reporting
guidelines outlined in the 2021 OMB Compliance Supplement for ALN 66.468 and 66.458. Other
expenditures are recognized following the cost principles contained in Title 2 U.S. Code of Federal
Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards, wherein certain types of expenditures are not allowable or are limited as to
reimbursement except for expenditures related to ALN 21.019, Coronavirus Relief Fund (CRF). CRF
does not apply the cost principles contained in Title 2 U.S. Code of Federal Regulations Part 200,
Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, but
rather applies the U.S. Department of the Treasury's guidance and frequently asked questions, as
outlined in the 2021 Compliance Supplement Addendum. Pass-through entity identifying numbers are
presented where available.
The County has elected not to use the 10 percent de minimis indirect cost rate to recover indirect costs,
as allowed under the Uniform Guidance.
Negative amounts shown on the Schedule represent adjustments or credits made in the normal course of
business to amounts reported as expenditures in prior years.
12
Schedule of Findings and Questioned Costs
13
Oakland County, Michigan
Schedule of Findings and Questioned Costs
Year Ended September 30, 2021
Section I - Summary of Auditor's Results
Financial Statements
Type of auditor's report issued:Unmodified
Internal control over financial reporting:
Material weakness(es) identified?X Yes No
Significant deficiency(ies) identified that are
not considered to be material weaknesses?X Yes None reported
Noncompliance material to financial
statements noted? Yes X None reported
Federal Awards
Internal control over major programs:
Material weakness(es) identified?X Yes No
Significant deficiency(ies) identified that are
not considered to be material weaknesses?X Yes None reported
Any audit findings disclosed that are required to be reported in
accordance with Section 2 CFR 200.516(a)?X Yes No
Identification of major programs:
ALN Name of Federal Program or Cluster Opinion
21.019 Coronavirus Relief Fund Unmodified
14.218 Community Development Block Grants/Entitlement Grants Unmodified
21.027 Coronavirus State and Local Fiscal Recovery Funds Unmodified
93.323 Epidemiology and Laboratory Capacity for Infectious Diseases Unmodified
Dollar threshold used to distinguish between
type A and type B programs: $3,000,000
Auditee qualified as low-risk auditee? Yes X No
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Oakland County, Michigan
Schedule of Findings and Questioned Costs (Continued)
Year Ended September 30, 2021
Section II - Financial Statement Audit Findings
Reference
Number Finding
2021-001 Finding Type - Material weakness
Criteria - The County should have a process in place to ensure year-end journal entries are
properly recorded in accordance with generally accepted accounting principles (GAAP) prior to
the commencement of the audit.
Condition - Year-end journal entries necessary to state the financial statements in accordance
with GAAP were identified as part of the audit.
Context - The following material year-end journal entries were proposed by the auditors and
posted by the County in order to ensure the financial statements were stated in accordance
with GAAP:
- Adjustment of approximately $14.8 million to increase property tax revenue and decrease
unavailable revenue in the General Fund
- Adjustment of $8.5 million to adjust expense and accounts payable in the Southeast Oakland
County Sewage Disposal System (S.O.C.S.D.S.) Fund for an accrual that was recorded twice
- Adjustment of $19.8 million to adjust expense and accrued liabilities in governmental
activities in the government-wide financial statements
- In addition, there was an uncorrected misstatement, the effects of which management has
determined are immaterial to the financial statements taken as a whole. The uncorrected
misstatement related to an intergovernmental receivable and related unavailable revenue in
the fund statements and revenue in the government-wide financial statements.
Cause - Processes were not in place to ensure year-end closing entries were properly
recorded in the general ledger prior to the commencement of the audit.
Effect - If the year-end journal entries identified above had not been recorded, the financial
statements would have been materially misstated.
Recommendation - The County should continue to work with all applicable departments to
ensure their control procedures properly identify and record all year-end journal entries.
15
Oakland County, Michigan
Schedule of Findings and Questioned Costs (Continued)
Year Ended September 30, 2021
Section II - Financial Statement Audit Findings (Continued)
Reference
Number Finding
2021-001
Cont.
View s of Responsible Officials and Planned Corrective Actions - Oakland County,
Michigan agrees with the finding and will ensure processes for reviewing similar transactions
take place and are properly recorded in future years.
- The property tax revenue year-end adjustment is to record the estimated tax collections
within 60 days after year end. The property tax collection report as of September 30, 2021 and
historical collection trend information was used to determine a reasonable estimate for the
timing of revenue recognition. The reduced collections as of September 30, 2021 were
reviewed in conjunction with the treasurer’s office and attributed to the lagging economic
impacts of the pandemic. The actual collection within 60 days after September 30 was more
than estimated, and an additional $14.8 million of revenue was recognized in fiscal year 2021
activity.
The County will run additional collection reports during the 60-day revenue recognition window
to monitor any material change in the timing of collections that would prompt a self-determined
update to the original estimate.
- The $8.5 million adjustment in the S.O.C.S.D.S. Fund was related to an expense accrual that
was initially set up in fiscal year 2020 and was not reversed in fiscal year 2021 when the actual
payment was made. There are two separate funds that roll up to the S.O.C.S.D.S. reporting
column, and the duplicate liability was not detected. It is important to note that no duplication of
payment occurred.
Additional measures will be taken to review the accrual and reversal process, and the accrual
functionality within the new financial system will be leveraged to avoid this issue in the future.
- The $19.8 million adjustment to expense and accrued liabilities was recorded for an
estimated potential liability related to a 2015 court case involving foreclosed property activity.
The County prevailed in a ruling issued by the Oakland County Circuit Court on July 27, 2021
that the Michigan Supreme Court’s 2020 decision on claims should be applied prospectively. It
was determined that no liability was required to be recorded in the governmental funds
financial statements. However, given the highly complex legal history of the case and the
uncertainty in the pending appeal process, it was determined late in the audit process to record
a potential liability in the fiscal year 2021 government-wide financial statements only.
16
Oakland County, Michigan
Schedule of Findings and Questioned Costs (Continued)
Year Ended September 30, 2021
Section II - Financial Statement Audit Findings (Continued)
Reference
Number Finding
2021-002 Finding Type - Significant deficiency
Criteria - The County should have a process in place to complete year-end adjustments and
supporting reconciliations and accounting records in a timely manner prior to the
commencement of the audit.
Condition - The County's general ledger and underlying accounting records were not
reconciled and closed in a timely manner for certain balances.
Context - The County provided year-end adjustments and general ledger balances for a
variety of accounts related to the year ended September 30, 2021 in March 2022 after the
commencement of the audit.
Cause - The County has experienced staffing reductions and reassignments over the past
year, resulting in responsibilities being divided among fewer staff.
Effect - Untimely preparation of year-end adjustments and supporting reconciliations and
accounting records does not provide adequate time for the County to review and could lead to
inaccurate financial reporting. In addition, providing adjustments and general ledger balances
after the commencement of the audit creates inefficiencies in the process.
Recommendation - The County should ensure it has adequate resources to fully and
accurately reconcile and record year-end entries prior to the start of the audit.
View s of Responsible Officials and Planned Corrective Actions - Oakland County,
Michigan agrees with the finding and will work to ensure these items are completed in a more
timely manner in future years. The County is in the process of implementing a new enterprise
resource planning (ERP) system, with the financial aspect of the system planned to go live in
May 2022. In addition to the personnel resource drain of the implementation, as part of larger
workforce planning efforts, the County has offered a Voluntary Early Separation Incentive
Program (VESIP) to many of its long-time employees, including several key members of the
fiscal staff. These two major events have created a heavy drain on the personnel resources of
the County. Coupled with the challenges of full staffing during the height of the last surge of the
pandemic, the County was slightly behind in the reconciliation of year-end schedules.
It is the County’s belief that once the new ERP system has been implemented, the number of
competing priorities will diminish, and the workload of staff will return to a manageable level.
The ERP will also allow staff to take advantage of new efficiencies and reconcile accounting
records on a monthly/quarterly basis. This will prevent or highlight any issues before the audit
process begins.
17
Oakland County, Michigan
Schedule of Findings and Questioned Costs (Continued)
Year Ended September 30, 2021
Section III - Federal Program Audit Findings
Reference
Number Finding
2021-003 ALN, Federal Agency, and Program Name - 21.027, U.S. Department of the Treasury,
COVID-19 - Coronavirus State and Local Fiscal Recovery Funds
Federal Award Identification Number and Year - 2021
Pass-through Entity - Not applicable
Finding Type - Material weakness and material noncompliance with laws and regulations
Repeat Finding - No
Criteria - Per Section 602(g)(1) of the Social Security Act, as added by Section 9901 of the
American Rescue Plan Act of 2021, Pub. L. No. 117-2 and Treasury’s Interim Final Rule at 31
C.F.R. §35.5(a), recipients may use funds only to cover costs incurred during the period
beginning on March 3, 2021 and ending on December 31, 2024.
Condition - The County charged certain expenditures to the grant that were outside the period
of performance.
Questioned Costs - $229,394
Identification of How Questioned Costs Were Computed - Questioned costs of $229,394
resulted from expenditures incurred outside of the period of performance being charged to the
grant.
Context - The County incurred expenditures in the amount of $229,394 that were incurred
outside the period of performance. During our audit, we identified three samples totaling
$194,609 in costs incurred in February 2022, and the County identified an additional $34,785
incurred before March 3, 2022 after reviewing the beginning program expenditures.
Cause and Effect - The County did not have a process in place to review checks underlying
support to ensure services were performed within the period of performance for the beginning
of the grant agreement. The schedule of expenditures of federal awards (SEFA) was not
corrected for this error.
Recommendation - We recommend that the County implement a process to ensure that all
expenditures are incurred within the period of performance, as specified in the grant
agreements.
18
Oakland County, Michigan
Schedule of Findings and Questioned Costs (Continued)
Year Ended September 30, 2021
Section III - Federal Program Audit Findings (Continued)
Reference
Number Finding
View s of Responsible Officials and Planned Corrective Actions - The County agrees with
the finding and will ensure processes for reviewing similar transactions take place and are
properly recorded in future years.
The volume of transactions and invoices related to federal COVID-19 funding resulted in one
invoice using the pay date of the invoice and not the actual date of service, which varied by a
few days. This has been a period of significant transition for the County. The County has had a
high volume of retirements as a result of the Voluntary Early Separation Incentive Program
offer to long-time county employees, including the grant manager, budget chief, and fiscal
services officer.
The County has a new financial system in place that will allow notification of expenditures
outside of the period of performance. Also, the County has contracted a third-party resource to
provide additional compliance support, given the volume of pandemic-related funding and
employee turnover.
19
Oakland County, Michigan
Schedule of Findings and Questioned Costs (Continued)
Year Ended September 30, 2021
Section III - Federal Program Audit Findings (Continued)
Reference
Number Finding
2021-004 ALN, Federal Agency, and Program Name - 21.019, U.S. Department of the Treasury,
COVID-19 - Coronavirus Relief Funds
Federal Award Identification Number and Year - 2020
Pass-through Entity - Not applicable
Finding Type - Significant deficiency
Repeat Finding - Yes, 2020-002
Criteria - Per 2 CFR 200.332, pass-through entities are required to include certain elements in
subrecipient agreements.
Condition - The County did not have an executed subrecipient agreement with the required
elements for certain subrecipients.
Questioned Costs - None
Identification of How Questioned Costs Were Computed - Not applicable
Context - The County passed through $34.8 million of CRF funding to various subrecipients in
2021. The County did not have a complete executed subrecipient agreement for certain
agreements that included all elements outlined in 2 CFR 200.332. The County, however,
facilitated a training session for the subrecipients prior to the subrecipients spending the
funding. Through this training, the County outlined the subrecipients' role and responsibilities
under the agreement.
Cause and Effect - For certain subrecipients, the County did not execute a complete
subrecipient agreement with all the required elements outlined in 2 CFR 200.332. Therefore,
subrecipients are at greater risk of noncompliance due to the lack of information in the
agreement.
Recommendation - We recommend that the County implement a process to ensure that a
subrecipient agreement with the required elements, as outlined in 2 CFR 200.332, is in place
for all subrecipients of the County.
View s of Responsible Officials and Planned Corrective Actions - The County agrees with
the finding and will ensure processes have the required elements, as outlined in 2 CFR
200.332, included in applicable agreements.
The volume of transactions and agreements related to the CRF funding resulted in the
agreements in question being missed for having an executed amendment to add the 2 CFR
200.332 required elements. The County's grant program managers are to have the relationship
determined and documented at the outset of the agreement, and those involved in the
preparation and administration of the agreement are to include the required elements, as
outlined in 2 CFR 200.332. Also, the County has contracted a third-party resource to provide
additional compliance support, given the volume of pandemic-related funding.
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Oakland County, Michigan
Schedule of Findings and Questioned Costs (Continued)
Year Ended September 30, 2021
Section III - Federal Program Audit Findings (Continued)
Reference
Number Finding
2021-005 ALN, Federal Agency, and Program Name - ALN 14.218, Community Development Block
Grants Cluster, Community Development Block Grants Program, CDBG and COVID-19
CDBG-CV
Federal Award Identification Number and Year - N/A
Pass-through Entity - N/A
Finding Type - Material weakness
Repeat Finding - No
Criteria - 2 CFR 200.302 states that the financial management system of each nonfederal
entity must provide records that adequately identify the source and application of funds for
federally funded activities. These records must contain information pertaining to federal
awards, authorizations, financial obligations, unobligated balances, assets, expenditures,
income, and interest and be supported by source documentation.
Condition - The County was unable to reconcile the dollar amount of drawdowns filed during
the year to the expenses reported per the schedule of expenditures of federal awards.
Questioned Costs - None
Identification of How Questioned Costs Were Computed - N/A
Context - The amount of PR-07 reports submitted by the County during the year that represent
funds to be reimbursed for costs incurred totaled $8,524,685. However, the total expenses
incurred per the schedule of expenditures of federal awards is $7,879,457. The County was
unable to provide a reconciliation between the two.
Cause and Effect - There is no control in place to ensure that the drawdowns are reconciled
to the SEFA. The lack of a reconciliation could lead to a misstatement of the SEFA and
possibly impact major program determination.
Recommendation - Plante & Moran, PLLC recommends that the County reconcile the
drawdowns submitted during the year to the amount reported in the SEFA.
View s of Responsible Officials and Planned Corrective Actions - The County agrees with
the finding and is developing reports in the new financial system that will tie to the drawdown of
expenditures.
This is one of the issues created by the partial implementation of a new county-wide ERP
system. The human resources and payroll departments were in the new system, and the
financial department was in the old system. There were also several staff transitions. The
processes in the old system were not capturing all the expenditures paid in the new system.
Coupled with the change in the grant team management, the County was left without firsthand
knowledge of the processes set up in the new system.
As new staff are coming on board and a new financial system is being implemented, the new
processes are being documented and incorporate thorough checklists and periodic reconciling
tasks to ensure all drawdowns reconcile.
21
Oakland County, Michigan
Schedule of Findings and Questioned Costs (Continued)
Year Ended September 30, 2021
Section III - Federal Program Audit Findings (Continued)
21
Reference
Number Finding
2021-006 CFDA Number, Federal Agency, and Program Name - ALN 14.218, Community
Development Block Grants Cluster, Community Development Block Grants Program (CDBG)
Federal Award Identification Number and Year – 2021
Pass-through Entity - N/A
Finding Type – Material weakness and material noncompliance with laws and regulations
Repeat Finding - No
Criteria - The Federal Funding Accountability and Transparency Act (FFATA), as amended
by 6202 of Public La 110-252, requires a prime grant awardee to report its subgrants using
the FFATA Subaward reporting System (FSRS) tool. The prime recipient will have until the
end of the month plus one additional month after an award or sub-award is obligated to fulfill
the reporting requirement.
Condition – The County did not file the required FFATA reports for CDBG subrecipients.
Questioned Costs – None
Identification of How Questioned Costs Were Computed – Not applicable
Context - The following table summarizes the transactions examined and the noncompliance
identified for subwards obligated during fiscal year 2021 :
Transactions
Tested
Subaward Not
Reported
Report Not
Timely
Subaward
Amount
Incorrect
Subaward
Missing Key
Elements
19 19 19 0 0
Dollar Amount
of Tested
Transactions
Subaward Not
Reported
Report Not
Timely
Subaward
Amount
Incorrect
Subaward
Missing Key
Elements
$2,460,989 $2,460,989 $2,460,989 $0 $0
Cause and Effect - The County’s processes did not properly identify the FFATA filing
requirements and as a result failed to file any of the required FFATA reports.
Recommendation - The County should implement controls to ensure that required reports
are filed and in a timely manner.
Oakland County, Michigan
Schedule of Findings and Questioned Costs (Continued)
Year Ended September 30, 2021
Section III - Federal Program Audit Findings (Continued)
22
Reference
Number Finding
Views of Responsible Officials and Corrective Action Plan – The County agrees with the
finding and will ensure processes for filing appropriate documentation takes place and are
properly recorded in future years. The report filing will also be added to a checklist for CDBG
subrecipients.
The volume of transactions and agreements related to the CRF and ARP funding resulted in
two subrecipient reports not being able to be located. The County Grant Supervisor was busy
with a new financial implementation and then retired during the fiscal year. Even though, the
County has contracted a third-party resource to provide additional compliance support given
the volume of pandemic related funding, we were unable to locate the proper documentation.