HomeMy WebLinkAboutOshkosh Area Community Pantry 10/10/2014 AGREEMENT
THIS AGREEMENT is between the City of Oshkosh, a Wisconsin municipal corporation, herein referred to as"CITY"; and
Oshkosh Area Community Pantry,2551 Jackson St,Oshkosh,WI 54901,a Wisconsin non-profit corporation a Wisconsin non-
profit corporation, herein referred tq as"SUBRECIPIENT".
I. GENERAL DESCRIPTION
A. The City has received funding from the U.S.Department of Housing and Urban Development(HUD)under the
Title I Community Development Block Grant (CDBG) Program, to undertake projects and activities as
indicated in the City's Final Statement of Community Devefopment Objectives and Projected Use of Funds.
The activity set forth in this AgreemenYs Scope of Services is one of the said activities and it is the
responsibility of the subrecipient to carry out the activities in compliance with this Agreement and other
applicable regulations referred to herein.
8. The City has allocated a portion of its 2014-2015 CDBG to a public service funding consortium whose purpose
is to evaluate public service grant applications and allocate funds contributed to the funding consortium.
C. The Citywill review public service organizafions funded through the consortium with 2014-2015 CDBG funds
in order to evaluate subrecipient performance to ensure that the scope of services a subrecipient stated that it
would perForm in its application for funding to the consortium was being carried out in accordance with
applicable laws and regulations and to provide technical assistance.
D. The City will make quarterly payments on a reimbursement basis to the subrecipient after written requests for
payment has been made with attached documentation supporting such requests.
E. Funding under this Agreement shall be paid with 2014-2015 CDBG funds. Should the City not receive said
funds, fhis Agreement shall be null and void. If a portion of the CDBG funds are rescinded by Congress,the
contract amount in Article V(A)of this Agreement shall be reduced by the same percentage that is rescinded
from the City's 2014-2015 CDBG Program by Congress or HUD,or as determined by the City per applicable
HUD regulations.
II. SCOPE OF SERVICES
A. The subrecipient shall:
(1) Provide free community-based food pantry to feature enhanced nutritionally improved selection of
food items.
(2) Provide said services in accordance with the objectives outlined in the subrecipient's proposal to the
consortium(see"Appendix A",which is attached and fully incorporated into this Agreement)and are
for City of Oshkosh residents only.
B. Said services shall commence on or about Mav 1. 2014 and shall be comqleted by April 30 2015.
C. The subrecipient certifies that the activities carried out with the funds provided underthis Agreement will meet
one or more of the CDBG program's National Objectives: 1) benefit to low and moderate income (LMI)
persons; 2) aid in the prevention or elimination of slums or blight; and 3) meet a need having a particular
urgency(as defined in 24 CFR Part 570.208).
Ill. REPORTING REQUIREMENTS/RECORDS
A. The subrecipient shall provide quarterly reports to the City by Au4ust 31.2014. November 30.2014,February
28.2015,and May 31.2015.Additionally,the final report shall include both the last quarter,as well as a yearly
summary of activities along with accomplishments. A template for the reporting will be provided to the
subrecipient and shall include, at a minimum, the following information:
( 1 ) Amount of CDBG funds expended per budget and additional funds leveraged for program
(2) Type and amount of services provided
(3) Number of total clients
(4) Number of clients and percent of clients from Oshkosh
(5) Number of low/moderate income persons assisted
(6) Number of very low income persons assisted
(7) Number of extremely low income persons
(8) Number of persons assisted based on one of the following 10 race categories:White, Black/African
American,Asian,American Indian/Alaskan Native,Native Hawaiian/Other Pacific islander,American
Indian/Alaskan Native & White, Asian & White, Black/African American & White, American
Indian/Alaskan Native&Black/African American, or Other
(9) Number of Hispanic persons assisted per each of the above 10 race categories
(10) Number of female headed households assisted
(11) Progress towards program goals(outcome statement)
Records necessary to substanfiate these reports shall be kept on file at the subrecipient's office and shall
include all documents,computer records and reports associated with this agreement.
B. Maintain a separate financial account for CDBG funds which shows all receipts, including program income,
and disbursements. All disbursements shall have documentation that substantiates that costs incurred and
paid from the CDBG account are reasonable,allowable,and allocable per applicable Federal cost principals.
Program income,as defined at 24 CFR 570.500(a),shall be reported to the City quarterly. The subrecipient
may use program income for activities specified in this agreement, but shall reduce subsequent requests for
funds under this agreement by the amount of the program income received.Any program unused program
income shall be returned to the City at the end of the agreement perioci.
C. Provide the City with a copy of an agency audit, conducted in accordance with OMB Circular A-133, as
applicable, for any fiscal year CDBG funds were received under this Agreement.
D. All records required under this Agreement shall be retained for four(4)years after completion of the project,or
after all pending matters refative to this Agreement are closed.
E. The subrecipient agrees to provide access to the City, HUD,the Comptroller General of the United States,or
any of their duly authorized representatives to any books, documents, papers and records which are directly
pertinent to this Agreement for the purposes of making audit, examination, excerpts and transcriptions.
IV. STANDARD PROVISIONS
A. The subrecipient agrees in al!hiring or employment made possible by or resulting from this Agreement,there
(1)will not be any discrimination against any employee or applicant for employment because of race,color,
sex orientation, religion,sex or national origin;and(2)affirmative action will be taken to ensure that applicants
are employed and that employees are treated during employment without regard to their race,color,religion,
sex orientation, sex or national origin.
This requirement shall apply to, but not be limited to the following: employment, upgrading, demotion or
transfer, recruitment or recruitment advertising, lay-off or termination, rates of pay or other forms of
compensation, and selection for training, including apprenticeship. There shall be posted, in conspicuous
places available to employees and applicants for employment,notices required or to be provided by Federal or
State agencies involved setting forth the provisions of the clause. All solicitations or advertisements for
employees shall state that all qualified applicants will receive consideration for employment without regard to
race, color, religion, sex orientation, sex or national origin.
B. The subrecipient will make a good faith effort to use minority and women-owned businesses in procurement of
supplies, and upon request of the City, must provide satisfactory evidence of such effort. Additionally, the
subrecipient agrees to provide the City with the name(s)and contract amount(s)of all minority and women-
owned businesses awarded contracts on fhe project.
C. If the proceeds used under this Agreement result in book or other copyrightable materials,the author is free to
copyright the work, but the appropriate Federal agency involved reserves a royalty-free non-exclusive and
irrevocable license to reproduce, publish or otherwise use, and to authorize others to use all copyrighted
material and a)I materials which can be copyrighted.
D. Any discovery or invention arising out of or developed in the course of work aided by this Agreement shall be
promptly and fully reported to the appropriate Federal agency involved for determination by it as to whether
patent protection on such invention or discovery shall be sought and how the rights in the invention or
� discovery,including rights under any patent issued thereupon,shall be disposed of and administered,in order
to protect the public interest.
2014-2015 City of Oshkosh Community Development Block Grant 2 Oshkosh Area Food Pantry
E. The subrecipient agrees to compfy with a!I applicable standards, orders, or requirements issued under:
° Clean Air Act,42 U.S.C., 7401 et seq.
° Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251, et seq., as amended, 1318
relating to inspection, monitoring, entry, reports, and information, as well as other requirements
specified in said Section 14 and Section 308, and all regulations and guidelines issued there
under.
° Environmental Protection Agency(EPA)regulations pursuant to 40 CFR, Part 50, as amended.
F. The subrecipient agrees to comply with mandatory standards and policies relating to energy efficiency,which
are contained in the State Energy Conservation Plan.
G. No officer, empioyee or agent of the City who exercises any functions or responsibilities in I:he review or
approval, or the carrying out of responsibilities, to which this Agreement pertains, shall have any personal
interest, direct or indirect, in this Agreement.
H. Incorporated by reference herein are OMB Circulars A-21 orA-122 as applicable,and A-110,Attachments A,
B, C, G, I, J, M, O.
V. PAYMENT FOR SERVICES
A. Contract Amount
The subrecipient shall perform all work under this Agreement for an amount to be determined b�y the City per
(I) (B)of this Agreement, but not to exceed TWO THOUSAND FIVE HUNDRED DOLl.ARS($2 500 .
B. Method Of Payment
Funds will be released quarterly by the City upon receipt of proper invoice verifying eligible expenses actually
incurred by the subrecipient with attached documentation supporting such requests,and approved by the City.
VI. SUSPENSION AND TERMINATION
A. When the subrecipient has failed to comply with the terms, conditions or standards of this Agreement or
applicable HUD regulations, the City may,on reasonable notice to the subrecipient,suspend th�Agreement
and withhold further payments or prohibit the subrecipient from incurring additional obligations of funds,
pending corrective action by subrecipient,or a decision to terminate in accordance with paragr�ph B below.
B. This Agreement may be terminated for cause or convenience.
(1) TERMI NATION FOR CAUSE: The City may terminate this Agreement in whole or in part at any time
before the date of completion, whenever it is determined that the subrecipient has failed to connply with the
conditions of this Agreement. The City shall promptly notify the subrecipient in writing of the determination and
the reasons for the termination, together with the effective date. Payments made to the subrecipient or
recoveries by the City in the event this Agreement is terminated for cause, shall be in accordance with the
legal rights and liabilities of the parties. In the event there is probable cause to believe the subrecipient is in
noncompliance with any applicable rules or regulations, the City may withhold up to �fteen (15) percent of
funds subject to this agreement until such time the subrecipient is found to be in compliance bv the City, or
otherwise adjudicated to be in compliance.
(2) TERMINATION FOR CONVENIENCE: This Agreement may be terminaEed in whole or in part when
all parties agree that the continuation of the project would not produce beneficial results commensurate with
the further expenditures of funds. The parties shall agree upon the effective date and in the case of partial
terminations,the portion to be terminated. The subrecipient shall not incur new obligations for the terminated
portion after the effective date,and shall cancel as many outstanding obligations as possible. The City shall
allow full credit to the subrecipient for any noncancellable obligations properly incurred by the ;subrecipient
prior to termination.
(3) The parties shall promptly settle the terminated grant and execute a written amenciment upon
settlement, which sets forth the terms and conditions of the settlement Agreement.
2014-2015 City of Oshkosh Community Development Block Grant 3 Oshkosh Area Food Pantry
VII. REVERSION OF ASSETS
The subrecipient agrees to transfer back to the City any CDBG funds and accounts receivable attributable to the use of
CDBG funds on hand at time of expiration of this Agreement. The subrecipient further agrees that any real property
under the subrecipienYs control that was acquired or improved in whole or in part with CDBG funds in excess of
$25,000 is either:
A. Used to meet one of the national objectives in CFR 570.208 until five years after expiration of this Agreement,
or such longer period of time as determined appropriate by the City; or
B. Is disposed of in a manner which results in the City being reimbursed in the amount of the current fair market
value of the property fess any portion thereof attributable to expenditures of non-CDBG funds fi�r acquisition
of,or improvement to,the property. Such reimbursement is not required after the period of tima specified in
accordance with A above.
VIII. AMENDMENTS
This Agreement may be amended at any time by a written modification mutually agreeable to both parties hereto.
IX. INDEMNIFICATION
The subrecipient agrees to and does hereby hold the City harmless and does hereby indemnify the Cit�r against any
cfaims or demands of any person or legal entity arising by reason of this Agreement.
This Agreement is made this�day of ��('��,'�� ,2014, and is specifically binding upon the parties hereto.
OSHKOSH AREA COM UNITY PANTRY CITY OF OSHKOSH
� �=--��
TERRIGREEN MAR ROHLOFF
EXECUTIVE DIRECTOR CITY MANAGER
�
�_
PAMELA R. UBRIG �-��
CITY CLERK
APPROVED AS TO FUNDING AVAILABILITY:
_�
.J, ��`�J 1`��—e a'jT���' �{�—T
T�ENA LARSON
FINANCE DIRECTOR
AP OVED AS TO FO .
2
NLORENSON
CITY ATTORNEY
2014-2015 City of Oshkosh Community Development Block Grant 4 Oshkosh Area Food Pantry
2014 OSHKOSH FUNDING CONSORTIUM GRANTAPPLICATION
Please linrit answe�s to space provided unless spec�ed—Applicatron must be completed in,fi�ll to be considered
DEADLINE:MONDAY, FEBRUARY3, 2014AT 12:00 NOOiv.
PLEASE SUBMIT 13 COPIES TO THE C1TY HALL, 21S CHUEtCH STFtEET,
COMMUNITY DEVELOPMENT OFFICE RM. 201 - OR-
PO Box 1130� OSHKOSH, WI 54903-1130
Sorry, we do not accept s:rbmissions via e-mail.At�achments,8rochures or other reTated materrals wil!not be acc�pted,
please do not include them in your application packet.
APPLICAL�IT INFORMATION
1. Organization: Oshkosh Area Community Pantry
, Org Mailing Address• 2551 JaCksorl St Oshkosh WI 54901
Org Phone• 920-651-9960 Org Fax:
Org Web Address: �•oacptoday.org
Executive Director: Terri Green
2. Contact Person: Terri Green Tit1e: Exec. Dir
Contact Mailing Address: Same as above
Contact Phone: same as above Contact E-Mail: terri@oacptoday.org
3. Legal Status of Organization: X Private, Non-profit;501(c)3 Private,For-profit
� _Pubtic Agency Other �
4. Federal Tax Identification Number: 26-3714702
5. Name of program you are requesting funding for: Food Program
6. Brief description of your organization's overall mission/purpose:
7. Organization's total oueratinQ bud�et: $ 436,000
8. Amount of funding are you requesting: 15,000
9. Is this program a new program? _Yes X No
Is this program an existing program? X Yes No
10. Are you proposing to increase your level of services with this grant? _Yes X No
If yes,why?
. Page I/6
. Z
11a. Please fill out the following program budget sheet for revenue/funding sources.
Note: We are onlv askinQ for the proQram bud�et not the whole aQencv bud�et.
REVENUE SOURCE 2013 PROGRAM BUDGET 2014 PROGRAM BUDGET
(PROPOSED) '
Consortium,CDBG,Family $�5,000 $15,000
Preservation,Grants .
Other funding from
Winnebago County
Federal Funding
� �`l � ,� (�.� �v
State Funding
Fees for Services
Fundraising or Dues
Foundation Funding
�I.JTI (cd�o ���VlC�
United Way Funding
� ►��� `6ca► st�
Investments� ,
Endowments
Donations
�5� cD c�J (�j`J� �1j�L�
Other
Other
TOTAL REVENUES `G � 0 0�P 0 � �
Page 2/6
llb. Please fill out the following program budget sheet for expenses. Include all expenses that
apply to this program,including administrative overhead.
Note: We are onlv askinQ,�or the pro�ram budget, not the whole agencv bud�et.
EXPENSES 2013 PROGRAM BUDGET 2014 PROGRAM BUDGET Budget Detail"
(PROPOSED)
Salaries
��1 � � t 1 .-�(a I a�-t'
. Employee Benefits
C�o�
Occupancy
`� 5� �2- 3� �u -
Program/Office Materiats
��� � �� l�� �2d�, o�
Printing
Professional DeveIopment .
Insurance
� I I c�22 � J2 sv� .
Travel
��a � Cp� c�
Administrative Overhead
�3(� sv� 3� �
Other
Other �
TOTAL EXPENSES
`�0�1 I(�� ``f 3� l �
*example:Administrative Overl:ead may include overall operatiunal cost; supplies,telepltone,etc Salaries can be
broken dmvn to include t/te different saluries tleat are included in the program supported by tlie grant
Please explain any significant increase in budget increases:
Page 3/G
PROJECT NARRATIVE
� 12, Use of grant funds—Provide a specific description of the activities (including sta�np� that
will be funded with this grant:
13. Idendfy your target population: Tho nero �� � F^^� r�����r�o fnr an�anP �n npp� �
14. Local Needs—State specific local needs or problems which your proposal intends to
address. Please provide statistical information to justify the need, and state your data source.
The OACP on average registers 1,900 heads of households per month reaching abo�
15. List percentage of client incomes for the following categories (please refer to income limits
chart below):
Extremely Low Income (10-30% ofMedian County Income): �� %
Low Income (30-SO% ofMedian County Income): . 30 %
Moderate Income(SO-80% ofMedian County Income): %
Other: %
Total: 100 % "
� FY 2(?14-Income�Limits Sumrrsary
�---- - —
i ' htedlan � Persaos In Household
FY Z024Income . Income F1r 20i4.Income Lfm{t
tlinit Rrea � Catepory 1 ' Z 3 q g 6 7 g';.
Very Low(50%)Income
Limits($) 23,950 27,350 30,750 34,150 36,900 39,650 d2,350 45;1001
� �. � ,
... _ _ . . _ �
, .._....... , . .
� Extremely Low(30%)I�ome
Oshkosh-Neenah, I �68,800
WI M5A um��«� 14,350 16,400 18,450 20,SQO 22,150 23,800 25,450 27,100
�
' Low(80°/a)Income Limlts($)
� ' � 38,300 43,750 49,z00 54,650 59,050 63,400 67,800 72,150
i
hiOTE:Osiilcosh-Neenah,WI MSA contalns Winnebago County,WI.
16a. What are the outcomes of the project and how will they be measured?Please describe the
oirtcomes of the proposed activities in quantifiable ferms*.
*example: We send l/ie clienis we serve l/erougli tliis grant a survey 6�nontl�s afler tJiey have received services Of/he
clients receiving services 75%of tJiase clients were able to gain or rdain employment,8S%ojtleose clienls fvere able
to keep medical and dental appointments for tliemsetves and their families.
The OACP provides supplemental food resources for those in need.
All registered guests have access to all pantry food resources. A point system is.used for the
distribution of food. Individuals receive a minimum of 20 points wh,ile larger families may
receive 35 points providing 5-7 days of food. All folks walking in the pantry will walk out with
food. - o
Page 4/6 �
J
16b. If you received funding for this project last year, please list your outcomes and how they
were met. Guest survey is being is being administered for 2013.
17. Does this program provide services to/for any of the foilowing(check all that apply):
X Clients from City of Oshkosh
x SeIL10T
X People with a disability '
Legal -
x Youth
Transportation
Substance Abuse
Battered or Abused Spouses
Desi�med to keep children safe from abuse&/or neglect
Employment training
Tenant/Landlord Counseling
Child Care
Health
' Mental Health
Screening for Lead Based Paint/Lead Hazards
Crime Prevention
Subsistence Payments(can these below be included)
Homeownership Assistance (not direct)
Rental Housing Subsidies -
Security Deposits
Housing'Counseling
18. Estimated number of participants in the project or program: 76,129
19. What percentage'of those served will be City of Oshkosh residents? 100%
20. What Percentage of those served will be Winnebago County Resiclents? �%
(Do not include City of Oshkosh) -
21. If your agency receives partial funding for the proposed project,would you be able to .
raise the remainder of the funds to operate the program? How?
There are no guarantees when it comes to fundraising. If we are unable to raise the a�
22. This funding will be short-term.What is your long-term funding plan?
At this time, the pantry has no revenue stream. At this time the long-term funding plan�
23. Are there otber agencies in the community who provide this or a similar service?
x Yes No
Please explain who you collaborate with them to avoid unnecessary duplication:
All pantries in the community are part of the Hunger Task Force. Meeting every other
month, pantry representatives share information and resources as they beCOme
a„��ia►,ia 0
Pnge 5/6 -
2014 OSHKOSH FUNDING CONSORTIUM GRANT APPLICATION
� Oshkosh Area Community Pantry
13. Funds will be used to maintain the current levei of food distribution in the Oshkosh Area.The OACP
distributed 1.279 million pounds of food. On average 1,900 heads of househofds registered for food
assistance per month,touching almost 5,000 people with 56%of them being children.The pantry
operates with two full-time employees and over 60 regular volunteers and 200+occasional volunteers.
14.The OACP on average registers,1,900 heads of households per month reaching about 5,000 people,
56%being children.As part of our mission,we help registered guests connect to resources.W+th our
assistance, 67%of our guests registered and receive SNAP bene�ts for 2013.All data has been compiled
and coilected through a new regional pantry software call Salesforce.com.
16.a The OACP provides supplemental food resources for those in need.
All registered guests have access to all pantry food resources.A point system is used for the distribution
of food. Individuals receive a minimum of 20 points while larger families may receive 35 points providing
5-7 days of food. All folks walking in the pantry will walk out with food.
Some folks use the pantry for emergency situations.Other folks use the pantry to fill in the gaps.These
people come and go throughout the year. Using pantry resources allows them to perhaps pay a bill and
not have to worry about food. For others,the pantry is becoming a consistent method of receiving food.
As our clients are aging or become disabted,their ability to increase their financial status is decreased.
They need the pantry ir�order to maintain the balance of paying bills and eating.Outcomes will be
determined as the pantr�j starts identifying the percentage of clients that are in emergency situations,
- filling in the gaps and those that will be using the pantry indefinitely. A strategy will be created around
this information and outcomes developed.
21.There are no guarantees when it comes to fundraising. If we are unable to raise the amount needed
to run the program at its current(evel, cutting services could be considered.
22.At this time,the pantry has no revenue stream.At this time the long-term funding plan is to
continue to work with companies,foundations and individuals to support the services that we provide.
23.All pantries in the community are part of the Hunger Task Force. Meeting every other month, pantry
representatives share information and resources as they become available.
The OACP works very closely with Feeding America.As a partner, Feeding America is able to negotiate
with area and national grocery chains for grocery products that in turn are sold to pantries for$.19 per
pound.In 2013,the OACP leveraged over 600,000 pounds of food at this price.
1
, • '.
The OACP also works with ADVOCAP to connect our registered clients with other resources that may
help them gain their self-sufficiency and no longer need the pantry. We are also enrolled in the TEFAP
program administered by ADVOCAP which provides the pantry with thousands af pounds of ineat,
cereal,peanut butter and various other commodities.
We partner with UW Extension to offer nutrition and cooking classes to our ctients.These classes not
only teach how to eat healthier bu#how to create meals that will stretch their food dollar.
2