HomeMy WebLinkAboutResolutions - 2025.03.18 - 41938
AGENDA ITEM: Amendment #1 to the FY 2025 County Veterans Service Fund Grant with Michigan
Veterans Affairs Agency
DEPARTMENT: Economic Development - Veterans Services
MEETING: Board of Commissioners
DATE: Tuesday, March 18, 2025 9:30 AM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2025-5054
Motion to accept the amended grant funding from the Michigan Veterans Affairs Agency (MVAA) for
the FY 2025 County Veterans Service Fund (CVSF) in the amount of $208,747.00 for the grant
period of October 1, 2024 through September 30, 2025; further, authorize the Chair of the Board of
Commissioners to execute the grant amendment; further, if a change in determination is made by
the MVAA, another resolution may be forthcoming as the amended award has been overspent;
further, amend the FY 2025 budget as detailed in the attached Schedule A - Budget Amendment.
ITEM CATEGORY SPONSORED BY
Grant Yolanda Smith Charles
INTRODUCTION AND BACKGROUND
The Michigan Veterans Affairs Agency (MVAA) has reduced the FY 2025 County Veterans Service
Fund (CVSF) grant award to Oakland County from $530,893.00 to $208,747.00. The reduction is
due to a calculation error on the part of the MVAA. The grant will need to be amended to the new
award amount.
The original grant award was approved December 12, 2024 through Resolution #2024-4752.
However, should the state not provide the full original funding amount, the Oakland County will
explore alternative funding options to ensure veterans' services are maintained at the highest
standard deemed appropriate for the county’s veterans.
POLICY ANALYSIS
The Michigan Veterans Affairs Agency has reduced the Oakland County’s Veterans’ Services
Division grant funding from $530,893.00 to $208,747.00 for Fiscal Year 2025 due to a
miscalculation by the Michigan Veterans Affairs Agency. As a result, reductions in planned
programs and initiatives will be necessary and made as follows:
• Meijer food vouchers will have to be reduced by $150,000.00
• Food Boxes will have to be reduced by $47,250.00
• Veteran Transportation will have to be reduced by $44,261
• Digital Media will have to be reduced by $15,000.00
• Social Media will have to be reduced by $5,000.00
• Newspaper Advertising will have to be reduced by $10,000.00
• Radio Advertising will have to be reduced by $30,635.00
• Promotional Items will have to be reduced by $20,000.00.
These reductions will result in the amended amount of $208,747.00 for the FY25 CVSF Grant.
To make up for the loss in grant funding and maintain services, the Department advises that they
will seek alternative sources of funding to make up the difference and keep the services at the level
envisioned in the original grant.
FISCAL IMPACT:
Committee members can contact Barbara Winter, Policy and Fiscal Analysis Supervisor at
248.821.3065 or winterb@oakgov.com or the department contact persons listed for additional
information.
CONTACT
Garth Wootten, Manager
Tyrone Jordan, Digital Marketing & Communications Coordinator
Dom Holmes, Director Economic Development
ITEM REVIEW TRACKING
Aaron Snover, Board of Commissioners Created/Initiated - 3/20/2025
AGENDA DEADLINE: 03/18/2025 9:30 AM
ATTACHMENTS
1. Veterans_FY2025 Cty Vet Svc_Amend #1_Schedule A-Budget Amendment
2. FY25 Grant Amendment
3. Notice of CVSFG FY25 Budget Recalculation
4. Oakland FY25 CVSF Award Packet signed
5. Grant Review Sign-Off CVSF Amendment
COMMITTEE TRACKING
2025-03-12 Economic Development & Infrastructure - Forward to Finance
2025-03-12 Finance - Recommend to Board
2025-03-18 Full Board - Adopt
Motioned by: Commissioner Robert Hoffman
Seconded by: Commissioner Ann Erickson Gault
Yes: Marcia Gershenson, Yolanda Smith Charles, Charles Cavell, Ann Erickson Gault, Linnie
Taylor, Robert Smiley, David Woodward, Michael Spisz, Penny Luebs, Kristen Nelson, Christine
Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell (15)
No: None (0)
Abstain: None (0)
Absent: Michael Gingell, Karen Joliat, William Miller III, Brendan Johnson (4)
Passed
Oakland County, Michigan
ECONOMIC DEVELOPMENT, VETERAN SERVICES - FY 2025 COUNTY VETERAN SERVICE FUND (CVSF) - AMENDMENT #1
Schedule "A" DETAIL
Account Title
R/E Fund Name Division Name
Fund #
(FND)
Cost Center
(CCN) #
Account #
(RC/SC)
Program #
(PRG)
Grant ID
(GRN) #
Project ID #
(PROJ)
Region
(REG)
Budget
Fund
Affiliate
(BFA)
Ledger
Account
Summary Account Title
FY 2025
Amendment
FY 2026
Amendment
FY 2027
Amendment
R Other Grants Veteran Services FND11011 CCN1090401 RC615571 PRG132050 GRN-1004588 615000 State Operating Grant $(322,146)$(530,893)$(530,893)
Total Revenues $(322,146)$(530,893)$(530,893)
E Other Grants Veteran Services FND11011 CCN1090401 SC730072 PRG132050 GRN-1004588 730000 Advertising $(80,635)$(116,393)$(116,393)
E Other Grants Veteran Services FND11011 CCN1090401 SC732011 PRG132080 GRN-1004588 730000 Transportation (44,261)(50,000)(50,000)
E Other Grants Veteran Services FND11011 CCN1090401 SC750245 PRG132050 GRN-1004588 750000 Incentives (197,250)(364,500)(364,500)
Total Expenditures $(322,146)$(530,893)$(530,893)
STATE OF MICHIGAN
MICHIGAN VETERANS AFFAIRS AGENCY
LANSING
3423 N. MARTIN LUTHER KING JR BLVD ● BUILDING 32 ● LANSING, MICHIGAN 48906
www.michigan.gov/MVAA ● 1-800-MICH-VET (1-800-642-4838)
GRETCHEN WHITMER
GOVERNOR
BRIAN L. LOVE
DIRECTOR
February 18, 2025
Subject: Notice of FY25 County Veteran Service Fund (CVSF) Grant Budget
Recalculations
Dear Grantees,
Earlier this month, the department was finalizing the FY24 year-end closing for the
CVSF Grant program. During this process, it became clear that the available funding for
the FY25 grant is lower than anticipated. As a result, adjustments to grant awards are
necessary to align with the actual available funding.
We understand that these necessary recalculations may impact your planned initiatives,
and I sincerely apologize for any challenges this may cause. My team is committed to
providing transparency and support during this adjustment. To ensure you have the
opportunity to ask questions and receive further clarification, we will be hosting a
roundtable, to be held virtually and in-person, to discuss the situation in greater detail
and outline the next steps.
CVSFG Roundtable Details:
1.Date: Thursday, Feb. 27, 2025
2.Time: 1:30 p.m.
3.Location: Virtual or Lansing, MI
4.RSVP using this link no later than Friday, Feb. 21, 2025.
County-specific recalculations can be found on the following pages. We appreciate
your understanding and patience as we navigate the upcoming amendment process.
If you have any immediate concerns, please feel free to contact Jason Rogers at
RogersJ22@michigan.gov.
Thank you for your continued partnership and dedication.
Sincerely,
Emily N. Rissman
Internal Operations and Memorial Affairs Director
County Veteran Service Fund Grant FY'25
County Count
Per Prosperity
Region
County/ Congressional
District
Sec. 3a.(a)
Base Award
Granted:
$50,000
Sec. 3a.(b) Per
Capita Amount
(Remaining
Delta Funds/
Total State of MI
Vet. Pop) x
County Vet.
Population
Total County
Grant
1 ALGER 50,000$ 2,670$ 52,670$
2 BARAGA 50,000$ 2,011$ 52,011$
3 CHIPPEWA 50,000$ 9,553$ 59,553$
4 DELTA 50,000$ 10,085$ 60,085$
5 DICKINSON 50,000$ 6,748$ 56,748$
6 GOGEBIC 50,000$ 4,503$ 54,503$
7 HOUGHTON 50,000$ 7,148$ 57,148$
8 IRON -$ 3,236$ 3,236$
9 KEWEENAW 50,000$ 700$ 50,700$
10 LUCE 50,000$ 1,582$ 51,582$
11 MACKINAC -$ 2,952$ 2,952$
12 MARQUETTE 50,000$ 17,049$ 67,049$
13 MENOMINEE 50,000$ 6,242$ 56,242$
14 ONTONAGON 50,000$ 2,273$ 52,273$
15 SCHOOLCRAFT 50,000$ 2,111$ 52,111$
% TOTAL
REGION 1:87%650,000$ 78,864$ 728,864$
1 ANTRIM 50,000$ 6,026$ 56,026$
2 BENZIE 50,000$ 4,415$ 54,415$
3 CHARLEVOIX -$ 5,838$ 5,838$
4 EMMET 50,000$ 7,033$ 57,033$
5 GRAND TRAVERSE 50,000$ 19,022$ 69,022$
6 KALKASKA 50,000$ 4,766$ 54,766$
7 LEELANAU 50,000$ 4,237$ 54,237$
8 MANISTEE 50,000$ 6,517$ 56,517$
9 MISSAUKEE 50,000$ 3,274$ 53,274$
10 WEXFORD 50,000$ 8,099$ 58,099$
% TOTAL
REGION 2:90%450,000$ 69,226$ 519,226$
1 ALCONA 50,000$ 3,912$ 53,912$
2 ALPENA 50,000$ 7,311$ 57,311$
3 CHEBOYGAN -$ 7,195$ 7,195$
4 CRAWFORD 50,000$ 4,431$ 54,431$
5 IOSCO 50,000$ 9,228$ 59,228$
6 MONTMORENCY 50,000$ 3,168$ 53,168$
7 OGEMAW 50,000$ 5,576$ 55,576$
8 OSCODA 50,000$ 2,780$ 52,780$
9 OTSEGO 50,000$ 6,282$ 56,282$
10 PRESQUE ISLE 50,000$ 3,987$ 53,987$
11 ROSCOMMON -$ 8,759$ 8,759$
% TOTAL
REGION 3:82%450,000$ 62,628$ 512,628$
FY25 County Veteran Service Fund Grant - Allocations by County
1 of 3 Revised FY25 CVSF Planning Allocations
County Veteran Service Fund Grant FY'25
County Count
Per Prosperity
Region
County/ Congressional
District
Sec. 3a.(a)
Base Award
Granted:
$50,000
Sec. 3a.(b) Per
Capita Amount
(Remaining
Delta Funds/
Total State of MI
Vet. Pop) x
County Vet.
Population
Total County
Grant
1 ALLEGAN 50,000$ 16,426$ 66,426$
2 BARRY -$ 11,651$ 11,651$
3 IONIA -$ 11,214$ 11,214$
4 KENT 50,000$ 91,519$ 141,519$
5 LAKE 50,000$ 3,827$ 53,827$
6 MASON 50,000$ 6,758$ 56,758$
7 MECOSTA 50,000$ 8,405$ 58,405$
8 MONTCALM 50,000$ 12,499$ 62,499$
9 MUSKEGON 50,000$ 36,758$ 86,758$
10 NEWAYGO 50,000$ 11,332$ 61,332$
11 OCEANA 50,000$ 5,798$ 55,798$
12 OSCEOLA 50,000$ 6,176$ 56,176$
13 OTTAWA 50,000$ 37,393$ 87,393$
% TOTAL
REGION 4:85%550,000$ 259,757$ 809,757$
1 ARENAC 50,000$ 3,440$ 53,440$
2 BAY 50,000$ 20,338$ 70,338$
3 CLARE 50,000$ 8,834$ 58,834$
4 GLADWIN 50,000$ 6,883$ 56,883$
5 GRATIOT 50,000$ 7,030$ 57,030$
6 ISABELLA 50,000$ 10,254$ 60,254$
7 MIDLAND 50,000$ 14,547$ 64,547$
8 SAGINAW 50,000$ 34,779$ 84,779$
% TOTAL
REGION 5:100%400,000$ 106,104$ 506,104$
1 GENESEE 50,000$ 74,427$ 124,427$
2 HURON -$ 6,883$ 6,883$
3 LAPEER -$ 16,239$ 16,239$
4 SANILAC -$ 8,140$ 8,140$
5 SHIAWASSEE 50,000$ 13,734$ 63,734$
6 ST. CLAIR 50,000$ 31,693$ 81,693$
7 TUSCOLA 50,000$ 10,601$ 60,601$
% TOTAL
REGION 6:57%200,000$ 161,715$ 361,715$
1 CLINTON 50,000$ 13,471$ 63,471$
2 EATON 50,000$ 21,598$ 71,598$
3 INGHAM 50,000$ 40,536$ 90,536$
% TOTAL
REGION 7:100%150,000$ 75,606$ 225,606$
2 of 3 Revised FY25 CVSF Planning Allocations
County Veteran Service Fund Grant FY'25
County Count
Per Prosperity
Region
County/ Congressional
District
Sec. 3a.(a)
Base Award
Granted:
$50,000
Sec. 3a.(b) Per
Capita Amount
(Remaining
Delta Funds/
Total State of MI
Vet. Pop) x
County Vet.
Population
Total County
Grant
1 BERRIEN 50,000$ 27,262$ 77,262$
2 BRANCH -$ 7,990$ 7,990$
3 CALHOUN 50,000$ 29,110$ 79,110$
4 CASS 50,000$ 10,369$ 60,369$
5 KALAMAZOO 50,000$ 40,101$ 90,101$
6 ST. JOSEPH 50,000$ 11,414$ 61,414$
7 VAN BUREN 50,000$ 13,565$ 63,565$
% TOTAL
REGION 8:86%300,000$ 139,810$ 439,810$
1 HILLSDALE 50,000$ 9,143$ 59,143$
2 JACKSON -$ 29,945$ 29,945$
3 LENAWEE 50,000$ 18,481$ 68,481$
4 LIVINGSTON 50,000$ 29,854$ 79,854$
5 MONROE 50,000$ 28,478$ 78,478$
6 WASHTENAW -$ 43,003$ 43,003$
% TOTAL
REGION 9:67%200,000$ 158,904$ 358,904$
1 MACOMB 50,000$ 133,143$ 183,143$
2 OAKLAND 50,000$ 158,747$ 208,747$
3 WAYNE 50,000$ 254,663$ 304,663$
% TOTAL
REGION 10:100%150,000$ 546,554$ 696,554$
% TOTAL
MICHIGAN:84%3,500,000$ 1,659,167$ 5,159,167$
3 of 3 Revised FY25 CVSF Planning Allocations
STATE OF MICHIGAN
MICHIGAN VETERANS AFFAIRS AGENCY
LANSING
3423 N. MARTIN LUTHER KING JR BLVD ● BUILDING 32 ● LANSING, MICHIGAN 48906
www.michigan.gov/MVAA ● 1-800-MICH-VET (1-800-642-4838)
GRETCHEN WHITMER
GOVERNOR
BRIAN L. LOVE
DIRECTOR
November 13, 2024
David Woodward
1200 N. Telegraph Rd.
Pontiac, MI 48341
Dear Mr. Woodward:
The Michigan Veterans Affairs Agency (MVAA) has accepted Oakland county’s application for the
2025 County Veteran Service Fund (CVSF) Grant.
The grant award will be funded for up to $530,893 of approved costs during the grant period of
October 1, 2024, to September 30, 2025, once the Grant Agreement is signed by both the county and
the State of Michigan.
The county will receive a direct payment of up to $50,000 and any remainder will be paid on a
reimbursement basis. The grant award will be carried out under the direction of Tyrone Jordan as
stated in the grant application.
All grant activities will be supervised by MVAA. For all communications related to the grant, please
e-mail MVAAGrants@michigan.gov and include your county name and “CVSF” in the subject line.
As a Grantee, you must be registered to do business with the State of Michigan. Registration is
available at the following website: www.michigan.gov/SIGMAVSS. Failure to register will delay
payment.
To accept the grant award, please review and sign the Grant Agreement and return in its entirety to
mvaagrants@michigan.gov no later than 60 days from the date of this letter. Failure to return the
signed Grant Agreement may delay payment.
Sincerely,
Kate Preston
Grants Manager
517-230-8535
PrestonK2@michigan.gov
Cc: Tyrone Jordan
Tammy Metrick
GRANT AGREEMENT
BETWEEN THE
MICHIGAN DEPARTMENT OF MILITARY AND VETERANS AFFAIRS,
MICHIGAN VETERANS AFFAIRS AGENCY
and OAKLAND COUNTY
This Grant Agreement (“Agreement”) is made between the Michigan Department of Military and Veterans Affairs,
(DMVA) Michigan Veterans Affairs Agency (“MVAA"), and Oakland County ("Grantee"). The
parties in this agreement will be referred to as Grantor (DMVA or MVAA) and Grantee (County Recipient).
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 Public Act 192 of 1953 MCL 35.623a.
This Agreement is subject to the terms and conditions specified herein.
Project Name: Oakland County FY25 CVSF Grant Grant #: TBD
Amount of Grant: $530,893.00
Start Date (date executed by DMVA): 10-1-2024 End Date: 09/30/2025
[unless alternate date specified]
GRANTEE CONTACT: STATE’S CONTACT:
David Woodward Kate Preston, Grant Manager
Name/Title Name/Title
Oakland County MVAA
Organization Division/Bureau/Office
1200 N. Telegraph Rd.3423 N. Martin Luther King Jr. Blvd. (Bldg. 32)
Address Address
Pontiac, MI 48341 Lansing, MI 48906
Address Address
248-858-0100 517-230-8535
Telephone number Telephone number
Fax number Fax number
woodwardd@oakgov.com PrestonK2@michigan.gov
E-mail address E-mail address
Federal ID number – (Required for Federal Funding)
Grantee DUNS number - (Required for Federal Funding)
[Program will add a Remittance address if different than the above.]
The undersigned certify that they are duly elected and authorized officers of the Grantee and that, as such, are
authorized to accept this grant on behalf of the Grantee, to obligate the Grantee to observe all the terms and
conditions placed on this grant, and in connection with this grant to make, execute and deliver on behalf of the
Grantee all grant agreements, representations, receipts, reports, and other instruments of every kind.
FOR THE GRANTEE:
Signature/Title Date
FOR THE GRANTOR:
Signature/MVAA Project Manager Date
Signature/DMVA Chief Financial Officer Date
12/19/2024
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I. PROJECT SCOPE
This Agreement and its appendices constitute the entire Agreement between the Grantor and the
Grantee and may be modified only by written agreement between the Grantor and the Grantee.
(A) The scope of this project is to create a county department of veterans’ affairs in certain counties,
and to prescribe its powers and duties; and to transfer the powers and duties of the soldier’s
relief commission in such counties (MCL 35.621 to 35.624).
(B) Grants are provided to counties for county veteran service operations. “Veteran service
operations” means assistance and programming of any kind to meet the needs of the veterans
in this state. Veteran service operations include, but are not limited to, providing assistance,
programming, and services for the purpose of assisting veterans in this state and providing
advice, advocacy, and assistance to veterans, servicemembers, dependents, or survivors by
an accredited veteran service officer to obtain United States Department of Veterans Affairs
health, financial, or memorial benefits for which they are eligible.
(C) 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. Failure to
obtain written prior approval from the State may result in expenses not being approved or
reimbursed.
(D) 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 Grantor, the Agreement shall be effective from the Start Date until the End
Date on Page 1. The Grantor 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 shall be requested by the Grantee in writing on the Grant
Amendment Request form. Adjustments of budget categories and use of funds may not be made
until the MVAA has approved the requested budget modifications. The Grantee agrees changes
will not be executed until approved and the modification is executed. The Grantee must submit
amendments in advance using the form provided by the Grantor. The Grantor reserves the right
to deny requests for changes to the Agreement or to the appendices. No changes can be
implemented without written approval by the Grantor. All amendments must be received by the
Grantor no later than June 30, 2025.
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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 progress reports according to
a form and format prescribed by the Grantor and must include supporting documentation of
eligible project expenses. These reports shall be due according to the following schedule:
Reporting Period Due Date
October 1 – December 31 January 10, 2025
January 1 – March 31 April 10, 2025
April 1 – June 30 July 10, 2025
July 1 – September 30 October 5, 2025
If the report due date falls on a weekend or holiday, it will be due the last business day prior to
the due date.
Late report submissions may result in delayed payments and termination of the Agreement.
The forms provided by the Grantor shall be submitted to mvaagrants@michigan.gov.
Required documentation (for example, one or more of the following: invoice, proof of
payment, cancelled checks, credit card receipt or general ledger, refer to Appendix A for
further clarification) for expenses must be included with the report.
(B) If requested, the Grantee shall provide a final project report in a format prescribed by the
Grantor. The Grantee shall submit the final status report, including expenditure documentation,
along with the final project report and any other outstanding requests for information.
(C) The Grantee must provide copies of all documents in accordance with Appendix A.
(D) The last day to submit requests for reimbursement is October 5, 2025. The last day for payroll
payment proof to be submitted is October 15, 2025.
(E) Marketing/advertising products shall acknowledge “paid for in part or in whole by the Michigan
Veterans Affairs Agency” if space allows.
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 Agreement.
(B) The Grantee, by signature of this Agreement, attests that all persons served under this
Agreement are veterans, spouses, or eligible dependents of veterans with separation status in
accordance with county policy for eligibility. Documentation of veteran eligibility must be kept
on file and available to MVAA upon request.
(C) 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.
(D) The Grantee shall be solely responsible to pay all applicable taxes and fees on the purchase
of goods, services, or equipment, if any, that arise from the Grantee’s receipt or execution of
this Agreement.
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(E) The Grantee agrees to have internal controls in place to provide reasonable assurance that
administrative objectives will be met. In the incidents of emergency assistance, it is
expected that grant funds will be funds of last resort. Grantees are also expected to maintain
separate accounts and records for each source of funds (e.g., Federal, State, other) used
to support the project, and to maintain separate records for matching funds and program
income funds if applicable.
(F) The Grantee agrees to fulfill all matters within the grant guidance as requested and enforced.
This may include, but is not limited to, mandatory training(s) for Project Directors and
Financial Officers or designees, to learn correct reporting format.
(G) The Grantee is responsible for the professional quality, technical accuracy, timely completion,
and coordination of all 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 reports or other services. If no response is received from the Grantee after
two written requests from the Grantor, the request for reimbursement will be voided.
(H) 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 Agreement.
(I) Supplanting, sponsorships, gifts and donations are not allowed
(J) No profits shall be made off grant-funded products or materials. Any funds received from the
sale of a product (e.g., vehicle purchased with grant funds) must be used toward the purchase
of the new product if the Grantee is requesting to replace it.
(K) When using grant funds to replace equipment previously purchased with the grant, greater
than $5,000, the County must submit a depreciation schedule to demonstrate the equipment
has surpassed its lifespan.
(L) The Grantee will complete training as provided by the MVAA. Travel/training costs may be
reimbursed by the grant as budgeted. The areas of training will be relative to processing
applications for benefits payable to veterans due to military sexual trauma, post-traumatic
stress disorder, depression, anxiety, substance abuse, or other mental health issues. The
training is required and will be coordinated with all Grantees providing Veteran Service
Officer services to Michigan citizens.
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 Agreement whether 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.
5
VII. ASSIGNABILITY
The Grantee shall not assign this Agreement or assign or delegate any of its duties, obligations, or
funds under this Agreement to any other party without the prior written consent of the Grantor. The
Grantor does not assume responsibility regarding the contractual relationships between the
Grantee and any subcontractor.
VIII. SUBCONTRACTS
The Grantor 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 Grantor will consider the Grantee to be the
sole point of contact regarding contractual matters, including payment of all charges resulting from
the anticipated Agreement. Verification of any documentation is the responsibility of the Grantee;
the Grantor can request detail at any time if necessary. All subcontractors used by the Grantee in
performing projects shall be subject to the provisions of this Agreement and shall be qualified to
perform the duties required. Subcontractors shall report activities and services to the Grantee in a
form and manner prescribed by the Grantee. The Grantee shall provide signed copies of all
subcontracts to the Grantor within 14 days of execution. The Grantee is subject to local
procurement policy.
IX. NON-DISCRIMINATION
Under the Elliott-Larsen Civil Rights Act, 1976 PA 453, MCL 37.2101, et seq., the Persons with
Disabilities Civil Rights Act, 1976 PA 220, MCL 37.1101, et seq., and Executive Directive 2019-
09. Contractor and its subcontractors agree not to discriminate against an employee or applicant
for employment with respect to hire, tenure, terms, conditions, or privileges of employment, or a
matter directly or indirectly related to employment, because of race, color, religion, national origin,
age, sex (as defined in Executive Directive 2019-09), height, weight, marital status, partisan
considerations, any mental or physical disability, or genetic information that is unrelated to the
person’s ability to perform the duties of a particular job or position. 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
The Grantee, not the Grantor, 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.
Nothing in this Agreement should be construed as a waiver of any governmental immunity by the
Grantee, the Grantor, 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.
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XIII. ANTI-LOBBYING
If all or a portion of this Agreement is funded with federal funds, then in accordance with Office
of Management and Budget Circular A-21, A-87, or A-122, 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 Grantor.
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
Grantor. 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 www.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 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.
XV. AUDIT AND ACCESS TO RECORDS
The Grantor reserves the right to conduct a programmatic and financial audit of the project, and
the Grantor 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 Grantor. The Grantor 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 Grantor.
All Grantees will be subject to grant monitoring of performance, including data collection according
to a form and format prescribed by the Grantor. A Progress, and Activity Report will be required
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quarterly. Upon approval of the quarterly audit, Grantees will have two weeks to dispute any
decisions made by MVAA. After two weeks, the audit will be finalized and closed. Grant and
performance monitoring will be conducted by MVAA. If the Grantor determines, by audit or
otherwise, that a Grantee expended the grant funds received for purposes other than veteran
service operations, the Grantor shall reduce the grant disbursement provided to the Grantee in the
succeeding fiscal year by an amount equal to the total of all amounts improperly expended. The
Grantor reserves the right to require payment of misspent funds if funds are not appropriated, or
the Grantee does not apply for appropriated grant funding, in the subsequent year.
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 Grantor under this
Agreement must not be financed by any source other than the Grantor 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 refund to the Grantor, within 14 business days, the total amount
representing such duplication of funding.
XVIII. COMPENSATION
(A) A breakdown of costs allowed under this Agreement is identified in Appendix A. The Grantor
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 for within the Start and
End Date of this Agreement. 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 Grantor will approve reimbursement requests after approval of reports and related
documentation as required under this Agreement.
(D) The Grantor reserves the right to request additional information necessary to substantiate
reimbursement 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 website
https://sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService.
XIX. CLOSEOUT
(A) A determination of project completion, which may include a site inspection and an audit, shall
be made by the Grantor 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 Grantor of
all claims against the Grantor 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 Grantor claims against the Grantee.
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(C) The Grantee shall refund to the Grantor any funds allowed by this Agreement that
remain unspent by September 30, 2025, within 14 days of the Grantor demand.
Monies (debts) which have been due and owing to the Agency more than 180 days
may be referred to the Michigan Department of Treasury by the MVAA.
XX. CANCELLATION
This Agreement may be canceled by the Grantor, 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 Grantor and Grantee. The Grantor 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 Grantor and the Grantor will no longer be liable to pay the Grantee for
any further charges to the Agreement.
XXI. TERMINATION
This Agreement may be terminated by the Grantor as follows:
(A) 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 Grantor for the
purpose of obtaining this Agreement or any payment under this Agreement.
c. If the Grantor 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 Grantor 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 Grantor 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).
(B) Immediately and without further liability to the Grantor if the Grantee, or any agent of the
Grantee, or any agent of any subcontract is:
f. Convicted of a criminal offense incident to the application for or performance of a
State, public, or private contract or subcontract.
g. 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 property, or attempting to influence a public employee to breach the ethical
conduct standards for State of Michigan employees.
h. Convicted under State or federal antitrust statutes.
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i. Convicted of any other criminal offense that, in the sole discretion of the State, reflects
on the Grantee’s business integrity; or
j. Added to the federal or state Suspension and Debarment list.
If the Agreement is terminated, the Grantor reserves the right to require the Grantee to repay all or
a portion of funds received under this Agreement.
(C) The Grantee acknowledges that continuation of the Agreement is subject to appropriation or
availability of funds for the grant. If funds are not appropriated or otherwise made available,
the Grantor must terminate the 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.
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 Grantor except for items
disclosed in response to a Freedom of Information Act request, Court Order or subpoena.
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PROJECT SPECIFIC REQUIREMENTS – APPENDIX A
STANDARD LANGUAGE
(A) Grantee will receive an initial advance payment up to a maximum of $50,000 for the CVSF
Grant. The remaining balance will be paid on a reimbursement basis.
(B) All grant funds expended must be spent in accordance with this Agreement and grant scope.
Costs that do not directly support this Agreement and scope are considered disallowable. If
an item or service is not listed within this Agreement, it is considered disallowable and will be
incurred at the expense of the Grantee.
(C) Disallowable expenditures include sales tax (see below for Emergency Services exception),
legal settlements of any kind, mileage between employees’ homes, remote work locations
and official workstation, car insurance and registration, fraternal organization business,
alcohol, tobacco, lottery, business insurance, all extended warranty plans, and donations.
Sales tax and late fees associated with approved Emergency Services initiatives are an
allowable CVSF expense.
(D) If, at the end of the Fiscal Year (September 30, 2025), there are unspent funds remaining
from the initial advance payment the Grantee will return the balance of those funds to the
State upon demand.
(E) The Grantee will provide verification of funds spent down from the original advance with the
Quarterly Reports in the form and format prescribed by the Grantor. For example, certified
time sheets, itemized receipts, invoices, and proof of payment or other appropriate
documentation to support and verify expenditures. Examples of acceptable proof of payment
include general ledger reports that include dates, transaction IDs, vendor names, and
amount, copies of cancelled checks, zero balance invoices, and/or credit card receipts.
(F) Progress Reports and Quarterly Financial Reports will be due according to the schedule
listed.
(G) All reports will be submitted in the form and format prescribed by the Grantor.
(H) Failure to properly complete progress reports, activity reports, financial reports, and
reimbursement requests may delay payments.
(I) Travel rates, lodging, meals, and mileage reimbursement will be paid up to the allowable
State of Michigan travel rates and in accordance with State of Michigan Standardized Travel
Regulations, DMVA, and MVAA policy. Expenses above the State of Michigan rates will be
the sole responsibility of the Grantee. Be cautious of using travel sites such as Expedia, if
the site cannot provide a detailed invoice for hotel, airfare, car, the expense will not be
reimbursed (refer to “travel/meetings” in the table below for further clarification).
(J) Expenses incurred prior to the Start Date or after the End Date and not authorized by MVAA
will not be reimbursed.
(K) FY25 funds may not be used to support contracts, services, or purchases prior to October 1,
2024, or beyond September 30, 2025.
(L) All purchases must be paid for no later than September 30, 2025, with the exception of payroll
charged to the grant.
(M) Obtain a PIV card by September 24, 2025, which will be verified by MVAA and the USDVA.
(N) Must provide no less than 20 hours of veteran service operations per week unless an
exception has been requested of and approved by MVAA.
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(O) All receipts and invoices must be itemized, dated, and include the name and address of the
vendor.
(P) Failure to comply with reporting requirements may result in the State terminating the
Agreement.
12
As the Grantee, it is your responsibility to review the following reporting criteria and supply
appropriate supporting documents as it applies to your grant.
Quarterly reports should be succinct and have all Personally Identifiable Information (PII) and
Personal Health Information (PHI) redacted prior to submission.
GRANTEE MUST HOLD PHYSICAL
COPIES FOR 5 YRS. FROM DATE OF
LAST CVSF GRANT PAYMENT
GRANTEE MUST
INCLUDE WITH
QUARTERLY
REPORTS
Travel/meetings:
Airline ticket receipt
X
X
Airline baggage fee receipt X X
Receipts for transportation (such as tolls,
parking, taxis, shuttles, ferries, and public
transportation)
X
X
Mileage (if requesting reimbursement) proof
(MapQuest or similar), to/from the destination is
required if the mileage is being charged by the
Grantee directly. If contracting with an outside
transportation service, a map is not required.
X
X
Training/conference receipt X X
Agenda X X
Meal receipts X X
Travel insurance is not a reimbursable expense.
Air travel is limited to commercial coach fare only including taxes and fees. Additional costs incurred due to changing travel
arrangements for the benefit of passenger preference is at the expense of the County.
Air travel must be at the lowest available airfare.
Reimbursement of baggage for one piece of personal luggage is allowed; reimbursing overweight or additional baggage fees is not
an allowable expense.
The cost of transportation from the traveler’s home or official workstation, whichever is closer, to and from a training, station or
terminal is reimbursable.
Mileage reimbursement for privately owned and County-owned vehicles for business is based on actual miles traveled.
Requests for fuel purchase will be denied (exception only for rental vehicles).
Mileage reimbursement for privately owned vehicles may be reimbursable at the SoM premium rate. Local policy prevails.
Mileage reimbursement for County-owned vehicles will be at the standard SoM mileage rate.
If staying at a conference site, reimbursement will be made at the conference hotel rate including taxes and fees.
Travelers are eligible for reimbursement for the day prior to the conference start date and the day after the conference ends.
Hotel rates above SoM rates will be the sole responsibility of the Grantee unless approval is granted from the Grantor prior to the
stay. Prior authorization includes submitting three quotes for hotels to the Grantor (showing the Grantee met the requirement of
searching for the best rate) no less than two weeks prior to the stay.
Reimbursement for actual costs of meals cannot exceed the applicable maximum published state rate including tax and gratuities.
County hosted events/meetings:
MVAA sign-in sheet for meetings where meals
are served
X
X
Agenda/program X X
Detailed invoices/receipts for food/catering X X
Detailed invoices/receipts for other meeting
costs
X
X
Proof of payment X X
Reimbursement for costs of catered meals cannot exceed the applicable maximum published state rate including tax and gratuities.
Morning and/or afternoon snacks and refreshments are allowed at a rate of $5.00 per person per snack/refreshment.
Emergency relief:
Veteran/spouse/eligible dependent full name,
address, and proof of how eligibility was
determined.
X
X
Veteran application/request for service X
Dates of military service X
Character of discharge X
Itemized detailed receipt X X
Proof of payment X X
Members of review panel (if applicable) X
Appeal process (if case denied) X
Vouchers/gift cards/gas cards to veterans:
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MVAA log including veteran/spouse/eligible
dependent’s full name, address and how proof
of eligibility was determined.
X
X
Veteran application/request for service X
Copy of receipt for purchase of cards X X
Copy of itemized receipt(s) with store name and
date of purchases made by
veteran/spouse/eligible dependent with card(s).
X
X
Veterans must return receipts for purchases with gift/gas cards. Itemized receipts are not required for food or fuel only gift
cards/vouchers. A log with first name, last initial of veteran/spouse/eligible dependent is required for every item given out except
swag.
Dental/medical/psychological services:
Patient full name, address and proof of how
eligibility was determined
X X
Date of service and service provided X X
Veteran application/request for services (proof of
need if applicable)
X
Proof of payment X X
Advertising:
Copy of subcontract for ad services X
Invoice (including dates ads have run) X X
Proof of payment X X
Vehicle/trailer purchase:
Copy of Title/registration X X
Sales receipt X X
Proof of payment X X
Transportation services:
Veteran/spouse/eligible dependent’s full name,
address and proof of how eligibility was
determined.
X X
Veteran application/request for services (proof of
need if applicable)
X
Date of transport X X
Copy of subcontract (if applicable) X
Invoice if subcontracted; mileage proof with
MapQuest (or similar) to/from destination if
requesting mileage reimbursement
X
X
Proof of payment X X
Service animals:
Veteran’s full name, address and how proof of
eligibility was determined.
X X
Veteran application/request for service X
Detailed invoice including purchase of dog and
services
X
X
Description of animal (breed, age, gender) X
Dates of service for training X
Dates of service for boarding, if applicable X
Detailed veterinarian invoice to include dates of
service and proof of payment, if applicable
X
X
Proof of payment X X
Personal services for veterans:
Copy of subcontract with provider X
Veteran application/request for service X
Copy of invoice X X
Receipt/proof of payment X X
FY25 COUNTY VETERAN SERVICE FUND GRANT
APPLIC ATION TEMPLATE
This is the only approved template for use in submitting the County Veteran Service Fund (CVSF) grant request.
Definitions to determine the proper individual to list as a contact can be found in the Grant Guidance. Your Authorizing
Official is the person able to accept funds and enter the County into agreements and contracts. This is usually the
Chairperson of the Board of Commissioners. The Financial Officer and Authorized Official must be different.
CONTACT INFORMATION
Applicant County
Total Grant
Amount
SIGMA Vendor Code
Project Director
Mailing Address
Phone
E-mail Address
Financial Officer
Mailing Address
Phone
E-mail Address
Authorized Official
Mailing Address
Phone
E-mail Address
Oakland
$530,893
CV0048080
Tyrone Jordan
I SIGMA Address Code I 130
1200 N Telegraph Rd Building 26, Pontiac, Mi 48341
248-858-0785
Jordant@oakgov.com
Tammy A. Metrick
2100 Pontiac Lake Rd Building 41W, Waterford, Mi 48238
248-858-1292
David T. Woodward
1200 N Telegraph Rd, Pontiac, Mi 48341
248-858-0100
woodwardd@oakgov.com
All assistance, programming, and service initiatives need to be submitted with separate project narrative, budget
narrative, and budget request forms. Please duplicate the Project Detail, Budget Narrative, and Excel request sheets
as needed for each initiative/program/salaries your county is seeking funding. Attach pages as needed.
Grant amount requested above is the TOT AL of ALL initiatives/programs/salaries.
Page 1 of 5
GRANT REVIEW SIGN-OFF – Economic Development & Community Affairs/Veterans'
Services AWD00582
GRANT NAME: FY2025 County Veteran Service Fund (CVSF) Grant
FUNDING AGENCY: Michigan Veterans Affairs Agency
DEPARTMENT CONTACT: Garth Wootten / (248) 858-0790
STATUS: Grant Amendment #1 (Greater than $10,000 or 15% of original award)
DATE: 03/10/2025
Please be advised that the captioned grant materials have completed the internal grant review. Below are the returned
comments.
The Board of Commissioners’ liaison committee resolution and grant acceptance package (which should include this sign-
off and the grant agreement/contract with related documentation) should be downloaded into Civic Clerk to be placed on
the next agenda(s) of the appropriate Board of Commissioners’ committee(s) for grant acceptance by Board resolution.
DEPARTMENT REVIEW
Management and Budget:
Approved – Shannon Lee (03/06/2025)
Human Resources:
Approved by Human Resources. No position impact. - Heather Mason on behalf of Hailey Matthews
(03/06/2025)
Risk Management:
Approved. Agreement allows the County to self-insure. – Robert Erlenbeck (03/06/2025)
Corporation Counsel:
Approved. The Corporation Counsel has thoroughly advised OCVA regarding the original contract and this
amendment. Nothing in the amendment is legally improper/prohibited by law. – Heather Lewis (03/10/2025)