HomeMy WebLinkAbout931038.tiff RESOLUTION
RE: APPROVE DONATED FOOD AGREEMENT FOR THE EMERGENCY FOOD ASSISTANCE PROGRAM
AND AUTHORIZE CHAIRMAN TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado,
pursuant to Colorado statute and the Weld County Home Rule Charter, is vested
with the authority of administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Donated Food Agreement for the
Emergency Food Assistance Program between the Colorado Department of Social
Services and the Weld County Department of Social Services, commencing October
1, 1993, and ending September 30, 1994, with the further terms and conditions
being as stated in said agreement, and
WHEREAS, after review, the Board deems it advisable to approve said
agreement, a copy of which is attached hereto and incorporated herein by
reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, ex-officio Board of Social Services, that the Donated Food
Agreement for the Emergency Food Assistance Program between the Colorado
Department of Social Services and the Weld County Department of Social Services
be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chairman be, and hereby is,
authorized to sign said agreement.
The above and foregoing Resolution was, on motion duly made and seconded,
adopted by the following vote on the 4th day of October, A.D. , 1993, nunc pro
tunc October 1, 1993.
/1/ BOARD OF COUNTY COMMISSIONERS
ATTEST: WELD COUNTY, COLORADO
Weld County Clerk to the Board - r,Q� �, �/"
741
Constance L. arbert, Chairman
BY: (//// 1 �,..e. � B � A t( �/`�Deputy Cle to the oaf W. H. Webster, o-TemJ
APPROVED AS TO FORM: /l_ fu- l 'rzx
/ orgE. Baxte
ounty Attorney Dale K. Hall
EXCUSED DATE OF SIGNING (AYE)
Barbara J. Kirkmeyer
931038
;:77LD &I4TE OF COLORADO
,. C .
- ,•:t1,,tr-r,„^
DEPARTMENT OF SOCIAL SERVICES ` of cote
1 175 Sherman Sired 1 �, S
Denver.Colorado 8020.1-1714 psi2: O
phone(30.11866-5700 its �i :s —6 C((11� ic. 3 h,- -,
!DI)I SO )866-629.1 . .-'- --.k ti 1
FAX 13(13 1 866-4214 } 1
i� CLERK .41.76.
,..- /j • TO THE Eo,n r
r ii V•1'il��.D
Roy Romer
4. �/F (,ovcrnor
Karen Beye
Executive Director
MEMORANDUM
TO: ALL LOCAL AGENCIES
FROM: Janice K. Finney, Unit Chief# _.
Donated Foods Unity'','
DATE: April 27, 1994
SUBJECT: STATE PLAN UPDATE
Enclosed is an updated page 10 for your State Plan. You will notice that Mesa and Weld
County have received an increase in their elderly program.
Please exchange your current page 10 with this updated one. If you have any questions
please call Lu Stofer, 866-5100.
C)/ ;
13.301.400 CASELOAD MANAGEMENT
13.301.410 MAXIMUM CASELOAD ASSIGNMENT
The maximum number of participants that may receive benefits at each
Project Area are as follows:
MAXIMUM CASELOAD
PROJECT WOMEN, INFANTS, & CHILDREN ELDERLY
Conejos 346 _ 381
Costilla 184 327
Denver 14,255 5,969
Mesa 1,609 319
Rio Grande 425 354
Weld 3,695 540
Total 20,514 7,890
The totals for each project area are maximum caseload limits and cannot
be exceeded. The distribution agencies shall monitor their participation
through the uese of the DF-7 (Daily Record of Issues) or other State
Agency approved form. The maximum caseload limit is based on the average
year-to-date monthly participation. As long as the local agency
cumulative total participation is not exceeded during the fiscal year the
local agency will not be found out-of-compliance. USDA, FNS will impose
a claim on the state as the maximum caseload is exceeded, and this claim
will then be imposed on the local agency in violation. Therefore, it
is the responsibility of each local agency to maintain their
participation within the assigned maximum caseloads. Caseload slots are
assessed by the State Agency biannually and adjusted accordingly.
IDENTIFICATION OF ELDERLY POPULATION
Coneios County:
Elderly population - 482 persons from current Old Age Pension rolls.
Approximately 386 are eligible for CSFP. Homebound elderly are
identified through the County's Home & Commonity Based Services (HCBS)
program. Currently there are 65 clients being served through HCBS.
Transportation and deliveries are accomplished through proxies or
commodity staff. When food packages are issued, the back of the
certification form is to be signed and dated by the recipient under the
appropriate month and initialled by the person making the delivery.
Mesa County:
The elderly population in Mesa County increased by 50% between 1990 and
1993, justifying the need for an elderly program which was started in
February, 1994. Participants are served Tuesday through Friday, with
Thursday being set aside for elderly only. Distribution site is 715 South
4th Avenue in Grand Junction, and homebound delivery is accomplished by
the staff. When food packages are issued, the back of the certification
form is to be signed and dated by the recipient under the appropriate
month and initialled by the person making the delivery.
10
Costilla County:
Elderly population - 298 persons from current Old Age Pension rolls and
Public Health records. Homebound elderly are identified through the
county's Home & Community Based Services (HCBS) program. When food
packages are issued, the back of the certification form is to be signed
and dated by the recipient under the appropriate month and initialled by
the volunteer making the delivery.
Denver County:
County statistics for 1985 show an elderly population of 87,208 persons
over 60 years of age. In 1979, the last year for which statistics were
available for the number of elderly at 125 percent of the poverty level
was 14,977. (Provided by Reed Reynolds, State Demographer (303)866-3120.
Denver Department of Social Services has approximately 8,000 persons
currently receiving Old Age Pensions. Homebound elderly are defined as
those persons who have no relatives or friends and are unable to pick up
their food supplements on a monthly basis by themselves. They are
referred by the Departments of Social Services with all referrals being
followed by telephone and home visits. Training of volunteers will be
in the following areas:
1) Ability to explain programs, eligibility requirements,
2) Review of eligibility and certifications at even numbered
periods 247.7(g)(1)(iii) for homebound elderly.
3) Knowledge of nutritional needs of seniors.
Certification is accomplished in the same manner as currently used for
women, infants, and children at the current certification site and low
income senior high rises through out the county.
Rio Grande County/Tri County Senior Citizens & Housing, Inc. :
Out of five (5) homes for the elderly and statistics from the nonprofit
housing authority, there are approximately four hundred (400) eligible
recipients for this program. Certification is accomplished at the
present site by trained certification workers. Personal visits are made
to the homebound. Transportation and deliveries are accomplished by
friends, neighbors, or current commodity staff. Documentation of
issuance is accomplished as described for the other counties.
Weld County:
Identification and documentation of need for the elderly population in
Weld County is accomplished through the Area Agencies Older Americans Act
programs, Weld County Rural Senior Aide Coordinator program, and Weld
County Long Term Care Coordinator Committee agencies. Certification is
accomplished at the current CSFP site and agreements are set up with
designated home health care agencies and home delivered meals programs
for referrals and certification procedures. Food distribution occurs at
the current Greeley site on Monday, Wednesday, Thursday and Friday.
Every Tuesday food is distributed at 104 11th Avenue, Ft. Lupton,
Colorado. Volunteers and agency representatives are designated to pick
up and deliver to certified homebound. The Weld County Area Agency on
Aging (AAA) is integrated with the current Supplemental Food Program to
provide information, outreach, certification, and food distribution. AAA
11
D H 6TATE OF COLORADO
�OF CO�40
DEPARTMENT OF SOCIAL SERVICES $ Nevi -to
1575 Sherman Street
Denver Colorado 80203-1714 se 20 993 _ "«�
Phone 13071866-5700 lJ
TDD(3031866-6207 C!-L) ,18]6r"
FAX 130318664214 -� 7
RECEIVED ��� \ � Roy Romer
1N oven,
He ye
J Executive Director
MEMORANDUM
TO: All Local Agencies and �t t ` � I
State Plan Recipients J
FROM: Jan Finney, Unit Chief 11
Donated Foods Unit 7
DATE: September 16, 1993
SUBJECT: State Plan Update
Family Enrichment Center will terminate participation in Del Norte for the Women, Infants and
Children componet of CSFP effective October 1, 1993. Mark Garner has resigned as
administrator to seek other employment opportunities. We thank Mark for his good service and
wish him well.
Tri County Seniors, Inc. will be administering both components of CSFP; therefore we are
attaching amendments to the State Plan. Please make changes on the following pages.
Page 3 113.301.200 LOCAL AGENCY PARTICIPATION AND
APPLICATION Remove Rio Grande County: Administrator
Family Enrichment Center, P. O. Box 250, Del Norte,
CO 81132. --
Page 4 13.301.300 CERI IFICATION e.Delete Rio Grande County,
Family Enrichment Center, and insert Rio Grande County,
Changing Needs Program, 250 Spruce Street, Del Norte,
CO 81132.
Page 21 13.301.310 ELIGIBILITY REQUIREMENTS e. Rio Grande
County: Remove Family Enrichment Center address and add
following paragraph: Distribution to women, infants and
children is made by Changing Needs Program, 520 Spruce
Street, Del Norte, CO 81132 under the direction of
Administrator, Tri County Senior Citizens & Housing, Inc.,
Washington Street,Monte Vista, CO 81144.
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935038
113.301..200 LOCAL AGENCY PARTICIPATION AND APPLICATION
The following counties have currently signed agreements with
the State Agency to operate the commodity Supplemental Food
Program:
Conejos County Board of Commissioners
County Courthouse
Conejos, Colorado 81129
Costilla County Board of Commissioners
Costilla County Courthouse
San Luis, Colorado 81152
Manager, Denver Department of Social Services
2200 W. Alameda Avenue
Denver, Colorado 80223
Mesa County Board of Commissioners
P.O. Box 897
Grand Junction, Colorado 81501
Administrator, Tri County Senior Citizens and Housing, Inc.
311 Washington
Monte Vista, Colorado 81144
Weld County Board of Commissioners
Post Office Box 758
Greeley, Colorado 80631
13.301.210 LOCAL AGENCY APPLICATION
The following procedures are prescribed for local agency
initial application and program expansion of an existing CSFP
local agency:
a. Written application shall be submitted to the State
Agency for determination of approval or denial.
b . The State Agency shall approve or deny the application
in writing within 30 days after receipt of the
application. If the application is denied, the agency
shall be advised of the right to appeal the decision.
c. An agency approved for Program initiation or expansion
shall be notified within 30 days. If there are no
administrative funds available for their program, the
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931039
State Agency shall notify the approved agency when funds -
become available.
d. When the local agency has been approved for CSFP Program
in an area served by the Special Supplemental Food
Program (WIC) , the State Agency shall maintain
documentation justifying the need for two programs in the
same service area.
e. Local agencies requesting program expansion shall follow
the above procedures and be given approved/disapproved
status by the State Agency.
13.301.300 CERTIFICATION
Names and locations of the local agencies which will be
responsible for the certification of persons is as follows:
a. Conejos County Nursing Agency
Post Office Box 78
La .Tara, Colorado 81140
b. Conejos/Costilla Community Action Agency
Post Office Box 338
San Luis, Colorado 81152
c. Denver Department of Social Services
Food Assistance Programs
2650 West Third Avenue
Denver, Colorado 80219
d. Mesa County Health Department
515 Patterson Road
Grand Junction, Colorado 81501
e. Rio Grande County Tri County Senior
Changing Needs Program Citizens Housing, Inc.
520 Spruce Street 311 Washington Street
Del Norte, CO 81132 Monte Vista, CO 81144
f. Weld County Department of Human Resources
Post Office Box 1850
1500 2nd Street
Greeley, Colorado 80632
13.301.310 ELIGIBILITY REQUIREMENTS
To be certified as eligible to receive supplemental foods under the
authority of the Commodity Supplemental Food Program, each applicant
shall meet the following requirements:
a. Categorical eligibility as an infant, child (up to 6
years) , pregnant, postpartum or breastfeeding women, or
elderly person 60 years of age or older.
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931039
e. Rio Grande County
Distribution to women, infants, and children is made by Changing
Needs Program, 520 Spruce Street, Del Norte, CO 81132 under t h e
direction of Administrator
Tri County Senior Citizens & Housing, Inc.
311 Washington Street
Monte Vista, CO 81144
The facility in Del Norte is a brick structure with concrete floors.
The distribution area is arranged as a self service area.
Certifications are accomplished in a separate area. Commodities
are stored in a secure area in back of the distribution area.
Distribution to seniors is accomplished under the direction of
the - Administrator
Tri County Senior Citizens & Housing
311 Washington
Monte Vista, CO 81144
Weekly distributions are accomplished at the senior citizen center
in Monte Vista and also once a month at their Del Norte site.
Commodities are stored in a locked storage closet at the Monte Vista
site.
Weld County
Distribution is accomplished by a commodity clerk under the
direction of- Executive Director
Weld County Department of Human Resources
C/O The Weld Food Bank
P.O. Box 1805
104 11th Avenue
Greeley, Colorado 80632
Supplemental foods are arranged in grocery store fashion.The
distibution center in Greeley is approximately 32 feet by 27 feet
with a tile floor. Security is provided by the Greeley Police
Department, who check the building on a regular route.
The distribution center in Fort Lupton is approximately 397
square feet with cement floors, sheetrock interior walls, brick
exterior walls. The distribution site has 1 window with bars and
3 locked doors. Address is 330 Park Avenue, Fort Lupton, Colorado
80621.
13.301.800 PROGRAM MONITORING
The Food Assistance Division, Colorado Department of Social Services will
provide monitoring of the local project ares by having staff members make
an annual on-site visit. During this visit, program operations will be
reviewed to determine compliance with the provisions of the State Plan
of Operation and Administration, the agreement between the State Agency
21
DF-2B (Rev. 9/93)
COLORADO DEPARTMENT OF SOCIAL SERVICES
1575 Sherman Street, 3rd Floor
Denver, CO 80203-1714
Donated Foods Agreement
The Emergency Food Assistance Program
This agreement is made this (Enter today's date) 4th day ofOctober19 93
by and between the Colorado Department of Social Services, 1575 Sherman Street,
3rd Floor, Denver, CO 80203-1714 (hereinafter referred to as the "Department") ,
and the (Enter your agency's name) Weld County Department of Social Services
(hereinafter referred to as the "Recipient Agency") .
Whereas, the Department is a distributing agency under a contract with the
U.S. Department of Agriculture (hereinafter referred to as "USDA") . The contract
with USDA is subject to all federal laws and regulations. USDA controls the
amount and types of commodities available to the Department.
Whereas, the Department has the responsibility for administering the Donated
Foods Program in accordance with the terms of the Agreement; and
Whereas, as of the date of execution of the Agreement, Recipient Agency
meets all requirements for participation in this program.
NOW, THEREFORE, it is hereby agreed:
1. The Recipient Agency is operating The Emergency Food Assistance Program
which provides emergency foods for distribution to authorized low income
households; and
Complete the following questions:
The Recipient Agency has the following types of storage facilities
available:
Dry YesX No
Cooler Yesg No
Frozen Yes, No
2. Recipient Agency shall participate in the Donated Foods Program in
accordance with the terms of the Agreement and applicable legal
requirements described below.
3. The term "legal requirements" as it is used throughout this Agreement
includes federal and state statutes, federal and state regulations,
program requirements as identified in the Donated Foods Unit Recipient
Agency User's Handbook, Colorado TEFAP Plan attached hereto and
incorporated herein as Exhibit A and any amendments thereto, which are
applicable to the Donated Foods Program, which are in effect when this
Agreement is executed. The Recipient Agency agrees to fully comply with
all legal requirements defined above, and to submit any reports requested
by the Department or USDA in a prompt and complete manner, and to enforce
such legal requirements against any sub-distributing agencies which are
under contract with Recipient Agency.
4. Recipient Agency shall receive, store and distribute donated foods. In
addition, the Recipient Agency agrees to comply with following terms and
conditions:
1
9'3103g
A. Use of Donated Foods
Donated foods will be used only in connection with Recipient
Agency's established feeding operation for the sole benefit of
persons served by the Recipient Agency and will not be sold,
exchanged, or otherwise disposed of by the Recipient Agency without
express written approval being obtained by the Recipient Agency from
the Department.
B. Storage Facilities
The Recipient Agency and any sub-distributing agencies under
contract with the Recipient Agency shall provide adequate facilities
for the handling, storage and distribution of donated foods. These
facilities shall be such as to properly safeguard against damage,
theft, spoilage, or other loss as recommended in the "Food Storage
Guide for Schools and Institutions" in the Donated Foods Unit User's
Handbook. The Recipient Agency shall provide facilities and
services that:
1. Are sanitary and free from rodent, bird, insect and other
animal infestation;
2. Safeguard against theft, spoilage and other loss;
3. Maintain foods at proper storage temperatures;
4. Stock and space foods in a manner so the USDA donated foods
are readily identified;
5. Rotate stock utilizing "First-In/First-Out" inventory
practices;
6. Store donated food off the floor and away from walls in a
manner to allow for adequate ventilation;
7. Maintain accurate inventory records of product issuance; and
8. Take other protective measures as may be necessary.
The Department reserves the right to inspect the facilities, without
the benefit of prior notification, to ensure these standards are
met.
C. Responsibility for Damage, Spoilage, Theft or Other Loss
Once the donated foods have been delivered to the Recipient Agency
or its carrier agency, the Recipient Agency is responsible to the
Department for said food. In the event of damage, spoilage, theft
or other loss, the Recipient Agency will promptly notify the
Department. In case of spoilage, the Recipient Agency shall furnish
a certificate from the County or the State Health Department
representative confirming such spoilage.
The Recipient Agency assumes full responsibility for reimbursing the
Department for the USDA dollar value of any donated foods improperly
used or disposed of or any loss or damage to donated foods due to
the failure of the Recipient Agency or its agents to provide proper
storage, care or handling. The Recipient Agency may be required by
the Department to submit documentation regarding the loss.
D. Physical Inventory
Recipient Agencies shall take a monthly physical inventory of USDA
commodities the last working day of each month and submit the
inventory to the Department, not later than the 10th of each month,
in a format prescribed by the Department. Such inventory shall be
reconciled with the Recipient Agency's book inventory records and
maintained on file by the Recipient Agency.
2
•721.039
In no event, may the inventory level of each donated food in storage
exceed a six month supply unless sufficient justification for
additional inventory has been submitted and approved by the
Department.
E. Complaints
The Recipient Agency shall immediately advise the Department in
writing of any complaints regarding the donated foods. The
Recipient Agency shall provide appropriate information regarding the
product and nature of the complaint so that an investigation can be
pursued by the Department or USDA. In addition, any complaints
regarding the commercial distribution system shall be provided to
the Department in writing for appropriate action.
F. Buy American
When purchasing food products with federal funds, Recipient Agencies
shall, whenever possible, purchase only food products that are
produced in the United States.
The purchase requirement does not apply in instances when the
Recipient Agency determines: (1) Recipients have unusual or ethnic
food preferences which can only be met through purchases of products
not produced in the U.S.; (2) the product is not produced in the
U.S. in sufficient and reasonably available in quantities of a
satisfactory quality; or (3) the cost of the U.S. product is
significantly higher than foreign products.
G. Utilization and Redistribution
Available donated foods will be requested only in such quantities as
will be fully utilized and will be receipted for by the authorized
representative of the Recipient Agency. The Department reserves the
right to redistribute any USDA donated foods in possession of the
Recipient Agency.
H. Records
The Recipient Agency will accurately maintain records of donated
foods received and such accountability records as may be prescribed
by the Department. Such records shall include, but not be limited
to, accurate and complete records with respect to the receipt,
disposal, and inventory of donated foods and with respect to any
funds which arise from the operation of the program. The Recipient
Agency shall also keep accurate and complete records showing the
certification and eligibility determination of those making
application for program participation. All records must be retained
for a period of three years from the close of the federal fiscal
year to which they pertain.
I. Audits and Inspection
The Recipient Agency shall allow representatives of the Department
and/or USDA to inspect and inventory donated foods in storage, the
facilities used in handling or storage of such donated foods,
inspect and audit all records, including financial records and
reports pertaining to the distribution of donated foods, and to
review or audit the procedures and methods used in carrying out the
audit requirements at any reasonable time with or without the
benefit of prior notification.
3
971.03`i
All Recipient Agencies receiving more than 525,000 in federal
financial assistance per fiscal year shall have an audit made by an
independent auditor, that complies with the audit requirements
established by the Office of Management and Budget Circular Number
A-128 or A-133. The audit standards to be followed can be found in
the Standards for Audit of Governmental Organizations, Programs,
Activities and Functions (1988 revision) issued by the U.S. General
Accounting Office, and the Guidelines for Audits of Federal Awards
to Nonprofit Organizations (April 1989) published by the Department
of Health and Human Services. For this purpose, the term
independent auditor means a state or local government auditor who
meets the independence standards specified in generally accepted
government auditing standards; or, certified public accountant who
meets such standards.
J. Donations of Food
Food donations from other sources will not be reduced because of the
receipt of Section 110 commodities donated to the Recipient Agency
for distribution to eligible food bank and soup kitchen agencies as
defined in Exhibit A.
K. Financial
1. Administrative Funds
The Recipient Agency shall claim reimbursement for
administrative expenditures for costs incurred for storage,
transportation and distribution of donated foods. Claims
shall be submitted in a format prescribed by the Department,
by providing proof of prepaid expenditures. Administrative
funds shall be allocated to the Recipient Agency by the
Department as indicated in the Colorado TEFAP Plan.
2. Distributor Charges
The Recipient Agency shall pay the quoted price per case
directly to the contracted regional distributor as billed for
the number of cases received on each shipment. The Recipient
Agency shall comply with the distributor's credit policy and
payment terms. In the event a Recipient Agency falls more
than 60 days in arrears in payments to the distributor, the
Department and the distributor may jointly agree to suspend
issues of donated foods and the distributor may take necessary
action to pursue collection of the account. The Recipient
Agency shall request reimbursement for payments made to the
distributor on a form prescribed by the Department.
L. Civil Rights and Nondiscrimination
The Recipient Agency at all times during the execution of this
agreement shall strictly adhere to all applicable federal and state
laws and implementing regulations as they currently exist and may
hereafter by amended. This includes protection of the
confidentiality of all applicant/recipient records, papers,
documents, tapes and any other materials that have been or may
hereafter by established which relate to this agreement. The
Recipient Agency acknowledges that the following laws are included:
Title VI of the Civil Rights Act of 1964, 42 U.S.C. Sections
2000d-1 et. seg. and its implementing regulation, 45 C.F.R.
Part 80 et. seq. ; and
4
9:21.03`1
Section 504 of the Rehabilitation Act of 1973, 29 U.S.C.
section 794, and its implementing regulation, 45 C.F.R. Part
84; and
the Age Discrimination Act of 1975, 42 U.S.C. Sections 6101
et. seq. and its implementing regulation, 45 C.F.R. Part 91;
and
- Title VII of the Civil Rights Act of 1964; and
- the Age Discrimination in Employment Act of 1967; and
- the Equal Pay Act of 1963; and
the Education Amendments of 1972.
Immigration Reform and Control Act of 1986, P.L. 99-603
The Recipient Agency shall comply with all regulations applicable to
these laws prohibiting discrimination because of race, color,
national origin, age, sex, religion and handicap, including Acquired
Immune Deficiency Syndrome (AIDS) or AIDS related conditions,
covered in Section 504 of the Rehabilitation Act of 1973, as
amended, cited above. This assurance is given in consideration of
and for the purpose of obtaining any and all federal and/or state
financial assistance. Any person who feels that s/he has been
discriminated against has the right to file a complaint either with
the Colorado Department of Social Services or with the U.S.
Department of Agriculture, Office for Civil Rights.
The Recipient Agency is responsible for any additional Civil Rights
reporting requirements as set forth in the Colorado TEFAP Plan.
M. Indemnification
To the extent authorized by law, the Recipient Agency shall
indemnify, save and hold harmless the State, its employees and
agency, against any and all claims, damages, liability and court
awards including costs, expenses, and attorney fees incurred as a
result of any act or omission by the Recipient Agency, or its
employees, agents, subcontractors, or assignees pursuant to the
terms of this Agreement.
N. Enforcement
If the Recipient Agency fails to comply with the provisions of this
Agreement, it may, at the discretion of the Department, be
disqualified from further participation in the Program. The
Recipient Agency or the Department may seek judicial relief for any
provision of this Agreement.
O. Effective Date
This Agreement will become effective on the date of approval by the
Executive Director of the Department or authorized designee, and
shall remain in effect until September 30, 1994. The Recipient
Agency or'the Department may terminate this Agreement at any time by
giving thirty days notice in writing. Upon such termination by
either the Recipient Agency or the Department, the Recipient Agency
shall, at its expense, return all unused donated foods in its
possession to such place within the State of Colorado as may be
designated by the Department.
P. Assignment
The Recipient Agency agrees not to assign its rights or to delegate
its obligations under this Agreement without prior approval in
writing from the Department.
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Q '.a.S/l77
Q. Future Effect
This Agreement is binding upon the present and future elected or
employed officials of the Recipient Agency and the State of
Colorado.
R. Authorized Representative
It shall be the duty of the Recipient Agency to promptly notify, in
writing, the Department of any change in its Agency Head or
authorized representative or change in legal address.
S. Signatures
The individual signing this Agreement as the "Agency Head" or
"Authorized Representative" (as attested if a corporation) certifies
that his/her signature legally binds the Recipient Agency to the
terms of this Agreement.
TYPE OR PRINT ALL INFORMATION BELOW:
DATE: OCTOBER 4, 1993
NAME OF RECIPIENT AGENCY:
WP7rl Cnnnty Department of Social Services
ADDRESS: STATE OF COLORADO
P. 0. Box A — 315 N. 11th Ave. DEPARTMENT OF SOCIAL SERVICES
Greeley, CO 80632 DATE APPROVED
PHONE #: (303) 352-1551
SIGNATURE AND TITLE OF AGENCY HEAD OR AUTHORIZED REPRESENTATIVE: FOR: KAREN BEYEEXECUTIVE DIRECTOR
L-
114
10/06/93
CONTANCE L. HARBERT, CHAIRMAN
WELD COUNTY BOARD OF COMMISSIONERS
TYPE OR PRINT NAME AND TITLE OF
AUTHORIZED REPRESENTATIVE:
IF •
BY:
EPUTY CLERK TO BOARD
6
R:1 039
Exhibit A
Revised 10/93 COLORADO TEFAP PLAN
October 1, 1993
1. ELIGIBILITY CRITERIA
Each household must meet one of the following household income
eligibility criteria to be potentially eligible to receive an
allocation of commodity foods at any scheduled distribution. Actual
receipt of commodity foods shall depend on the availability of
sufficient quantities of USDA commodities.
A. Participation in federal or state programs which have an
established income eligibility criteria as follows:
1. Aid to Families with Dependent Children (AFDC) .
2. Low-Income Energy Assistance Program 4 LEAP) . and
3. Old Age Pension (OAP) , Aid to the Need Disabled (AND) ,
Aid to the Blind (AB) .
4. Supplemental Security Income (SSI) .
5. Medicaid Eligible Foster Children.
6. Food Stamp Program
B. Households containing foster children as defined in Staff
Manual, Volume VII (7,708.1) , shall have their household
size based only on the number of Medicaid eligible foster
children in the household. For example, a household containing
three Medicaid eligible foster children will be classified as a
household of three persons.
C. Household gross monthly income declared by the household at
or prior to the scheduled distribution which shall not exceed the
following:
HOUSEHOLD SIZE GROSS MONTHLY INCOME
1 $1,075
2 1, 454
3 1, 833
4 2,212
5 2,592
6 2, 971
7 3,350
For each additional household member add $379.00 .
If the distribution worker believes there is reason to question
the self declaration of the household's participation in one of
the programs set forth in paragraph "A" or income guidelines set
forth in paragraph "C" above, the worker may require the
household to provide proof of program participation or monthly
income through pay stubs or written information from a
knowledgeable, collateral contact. Gross monthly income is to be
used for the particular month of distribution only.
2. DETERMINATION OF ELIGIBILITY PROCEDURE
The county agency shall establish procedures to assure that each
household desiring to participate in The Emergency Food Assistance
Program (TEFAP) meets the eligibility criteria and that this
determination is recorded in a manner which will allow the accumulation
of eligibility and issuance statistics. (DF-SDP-2, attached)
Any county may submit a plan for accomplishing the determination of
eligibility for their county. This plan shall, at a minimum, contain
provisions for determining: categorical eligibility and income
eligibility and a procedure for recording this determination in a
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manner which will allow accumulation of data for completion of
necessary participating reports prescribed by the state (DF-SDP-3,
attached) .
3. VERIFICATION OF IDENTITY OF HOUSEHOLD AND COMPLETION OF ISSUANCE
RECORD
Prior to the completion of the eligibility determination, the county
agency shall verify the identity of the household member by viewing a
driver's license or other documentation which the agency representative
determines acceptable. The agency representative shall then complete
a form approved by the state agency, which shall include the name of
the household, number of persons in the household, the date of
issuance, the number of packages of each commodity and have the
household representative sign the certification and receipt. (DF-SDP-1,
attached)
4. DISTRIBUTION RATE GUIDE
The following is the maximum distribution rate indicating the number of
units which may be distributed to the household based on the number of
people in the household. This rate is the maximum allowable for a
distribution, regardless of whether the distribution is monthly, bi-
monthly, quarterly, or semi-annually. Counties may use lesser guide
rates depending on frequency of issuance and/or availability of
product.
*Item & Unit size 1-4 Members 5 or More Members
Butter 1# print 1 per member 1 per member
Cornmeal 5# bag 1 2
Egg Mix 6 oz. package 1 2
Juice 46 oz can 1 2
Fruit #303 can 2 4
Peanut Butter 2# can 1 2
Meat 29 oz. can 1 2
Raisins 1# box 1 2
Vegetables #303 can 2 4
*The above listing indicates the type of products and pack size. On
occasion, the type of product or pack size may vary depending on market
purchases made by USDA. Should this occur, the state agency will
notify the county agencies of the change and the distribution guide
rate for the product.
5. REPORTING REQUIREMENTS
County agencies shall report to the state agency monthly, listing the
number of households and individuals participating and an itemized
accountability inventory record indicating the quantities of foods at
the beginning of the month, balance on hand at the end of the month,
quantities received and distributed during the month and any overages
or shortages. (DF-SDP-3, attached)
Failure of county agencies to provide monthly reports to the state
agency in a timely manner, may result in suspension of program
'participation until required reports are received. Monthly reports
should be submitted to the state agency by the tenth of each month.
Monthly reports are required, even if the county only distributes
quarterly.
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6. RIGHT TO APPEAL
The requirement for safeguarding confidential information and for
providing adequate notice and opportunity for hearings and appeals
shall be the same as for the Food Stamp Program.
7. CIVIL RIGHTS
Participation in The Emergency Food Assistance Program (TEFAP) is
available to all eligible persons regardless of race, color, national
origin, sex, age, or handicap. This statement shall be printed on all
public information regarding TEFAP.
8 . RECORD RETENTION
County agencies shall maintain records to document the receipt,
disposal and inventory of USDA commodities for a period of three years
after the close of the federal fiscal year to which they pertain.
County agencies shall also maintain records for the amount of
administrative funds received and expended and the actual costs
incurred for the storage, transportation, and distribution of USDA
commodities. These records shall also be maintained for a period of
three years after the close of the federal fiscal year to which they
pertain.
9. ALLOCATION OF ADMINISTRATIVE FUNDS TO COUNTIES
The state agency will make funds available to the counties
administering TEFAP and soup kitchen agencies serving homeless persons
as follows:
1. At least forty percent of the administrative funds allocated by
the federal government for this program will be passed through to
county agencies and soup kitchens for administrative costs
directly related to the storage, transportation and distribution
of TEFAP and soup kitchen commodities. Agencies may also submit
requests for direct expenditures incurred for storing and
distributing non-commodity foods along with TEFAP commodities.
The state agency shall determine a per case allocation of
administrative funds by dividing the federal funds available for
this purpose by a projection of the number of cases of food
estimated to be available for the federal fiscal year. These
funds may be claimed on a monthly or quarterly basis using the
Statement of Expenditure form (attached) . All agencies must
certify that reported expenditures are for direct costs incurred
for the storage, transportation, and distribution of TEFAP and
soup kitchen commodities. All documentation pertaining to the
Statements of Expenditures which are submitted should be
available during any federal, state or independent financial
audit.
2. Funds will be retained at the state level to reimburse counties
and soup kitchens 100% for payments made to the commercial
distributors who warehouse and deliver commodities to county and
soup kitchen agencies. These funds should be claimed on a
Distributor Reimbursement Claim Form as soon as the commodities
are received by the agency and the distributor has been paid by
the county or soup kitchen agency. Failure to pay the
distributor on a timely basis will result in suspension of
further commodity orders or will result in a delivery or pick up
on a cash only basis. Any funds which are retained and are not
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claimed as payments to distributors by the end of the federal
fiscal year, will be reallocated to county and soup kitchen
agencies for administrative costs which were not reimbursed
during the year.
10 . STATE MATCHING REQUIREMENT
The estimated amount of federal funds to be retained at the state level
for FY94 are computed as follows:
Anticipated Grant: $519,215
(Based on FY93 Grant)
*40% Local Agency $279,125
Pass Thru-Adm.
Est. Distributor $206,000
Payments:
State Agency Retention $ 34,090
*This analysis reflects a higher than a 40% pass thru of administrative
funds based on preliminary estimates of distributor payments and state
agency retention.
The anticipated amount of federal funds to be retained at the state
level is $34,090 and will be matched as follows:
Personal Services and Operating for FY93 $458, 439
(Average percent of expenditures to the 14 •
total operation for FY93) $ x x1, %80
Remaining funds to be matched with state $ 34,090
general fund dollars.
11. ALLOCATION OF COMMODITIES TO COUNTIES
Allocation of available commodities shall be based upon the data from
the latest month's available Food Stamp Participation Report which is
used as an indicator of needy people. The state agency shall determine
each county's participation in the Food Stamp Program as a percentage
of all counties participating in The Emergency Food Assistance Program
(TEFAP) . This percentage shall then be applied against the total
available quantity of each type of commodity food available to provide
the participating counties with their fair share.
Information shall be submitted to the county agencies indicating the
number of cases of each food item allocated and months (s) in which the
commodity foods are expected to be available.
Any county agency not having an approved agreement with the Donated
Foods Unit may not receive food until after the beginning of the
quarter following the quarter in which an agreement is approved.
12. MONITORING PLAN
Colorado currently has agreements with sixty-one out of sixty-three
counties in the state to participate in the program. Each county
agency will be reviewed by the state agency yearly. Findings and
recommendations will be provided to each agency. Agencies will be
required to respond within thirty days describing the corrective
actions they have taken. Follow up reviews will be made if necessary.
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Each county agency will be provided a copy of this plan along with the
form for site monitoring (attached) . Every county agency will review
it's distribution sites once each year. This review will take place
when distribution or eligibility determination activities are
• occurring. Results of these reviews along with a description of any
corrective actions taken, must be sent to the state agency within
thirty days. On site reviews must insure compliance with all TEFAP
regulations as stated above in addition to the following storage
procedures.
Storage procedures shall be as described in the Food Storage Guide in
your Recipient Agency User's Handbook. These procedures must be
followed to insure protection of commodities at all times by all
distribution sites.
County agencies are responsible for the USDA value of commodities
received. If a loss of product should occur county agencies are to
follow the attached, "Actions to be Taken", procedures. A claim
determination will be made by the state agency as to fault or neglect
on the part of the county agency. Based on this determination,
collection of the claim for the value of the loss may be pursued from
the county or soup kitchen agency by the Donated Foods Unit ' for
submission to the USDA.
13. SOUP KITCHENS
Soup Kitchens will be made eligible as Charitable Institutions serving
the homeless as defined in the Hunger Prevention Act of 1988 .
Commodity foods purchased for Soup Kitchens will be allocated to
eligible agencies based upon the average daily participation of
homeless persons served. Soup Kitchens must comply with all federal
and state regulations as a Charitable Institution and will be subject
to agency review as required.
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DEPARTMENT OF SOCIAL SERVICES
- P.O. 6
G REELEY,COLORADO 80 806322' ^ 1 J Administration and Public Assistance(303)352-1551
Child Support(303)352-6933
O
C Protective and Youth Services(303)352-1923 M E M O R A N U M Food Stamps(303)356-3850
FAX(303)353-5215
COLORADO
TO: Constance L. Harbert, Chairman, Board of County $o issioners
FROM: Judy A. Griego, Director, Social Services,/
SUBJECT: The Emergency Food Assistance Program (TEF ree en Between
the Colorado Department of Social Services 44 nd`the el
County Department of Social Services
DATE: September 28, 1993
Enclosed for Board approval is a TEFAP Agreement between the Colorado
Department of Social Services and the Weld County Department of Social
Services.
The Agreement continues our participation in the Donated Food Program
according to the terms of the Agreement. The term of the Agreement is
October 1 , 1993 through September 30, 1994.
The Weld County Department of Social Services will coordinate services with
the Weld Food Bank.
If you have any questions , please telephone me at extension 6200.
JAG:jac
Enclosure
931038
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