HomeMy WebLinkAboutC11-254 Carryover Early Head Start FundsMEMORANDUM July 13, 2011 RECD JUL 13 2011 TO: Keith Montag, County Manager FROM: Sherri Ah rector Early Head Start CC: Rachel s, HHS Executive Director Rita Woods, EHS Fiscal Manager Rosie Moreno, EHS Manager RE: Request to Carryover Early Head Start Funds Keith, Early Head Start has an opportunity to carryover unspent funds from the 2009 -2010 to pay for unanticipated and one -time project costs. We are requesting the full carryover amount of $20,225. Three projects were identified that are needed to meet health, safety and training obligations of the EHS program. These include: 1. Heating System for Infant - Toddler R ooms at Family Learning Center — EHS contracts with the center to provide child care for EHS children. Funds will be used toward repair of the HVAC system. Total cost of the project is $60,000; this request is for $13,200 to contribute toward total cost. 2. Health Coordinator Training — Send the county's newly contract health coordinator to EHS database system training (PROMIS). Request includes registration, travel, lodging and related expenses. Cost is $2,375. 3. Fencing for new Group Socialization site — Purchase vinyl coating fencing for an infant/toddler playground for socialization visits at Lake Creek Apartment complex. Project is being coordinated with Community Development. Cost is $4,650. A pr -el sa es ffng the carryover is enclosed that describes the projects in- deptTi EHS - Policy Council has approved the request and the EHS regional office verbally approved yesterday during a site visit, subject to receiving a written request. If you approve, will you please sign the enclosed SF -424 to request the carryover in the amount of $20,225? Thank you. s 1.. APPLICATION FOR Version 7/03 FEDERAL ASSISTANCE 2. DATE SUBMITTED Applicant Identifier 1. TYPE OF SUBMISSION: 3. DATE RECEIVED BY STATE Slate Application Identifier Application Pre - application n Construction 6 Construction 4. DATE RECEIVED BY FEDERAL AGENCY Federal Identifer F! Non - Construction Ir Non- Construction 5. APPLICANT INFORMATION Legal Name: Organizational Unit: Eagle Count Health & Human Services 9 y Department: Health & Human Services Organizational DUNS: Division: 08402447 Children & Family Services Address: Name and telephone number of person to be contacted on matters involving this application (give area code) Street: Prefix: First Name: 550 Broadway, PO Box 660 Rosie City: Middle Name Eagle County: Last Name Eagle Moreno tote: Z8p 31de Suffix: CO Country: Email: rosle.moreno@eaglecounty.us 6. EMPLOYER IDENTIFICATION NUMBER (EIN): Phone Number (give area code) Fax Number (give area code) ® ®_© 0 ❑E EK I 970- 328 -2605 885- 848 -8826 S. TYPE OF APPLICATION: 7. TYPE OF APPLICANT: (See back of form for Application Types) 0 New r1_J Continuation Revision B - County If Revision, enter appropriate letter(s) in box(es) (See back of form for description of letters.) Q ❑ Other (specify) Other (specify) 9. NAME OF FEDERAL AGENCY: Office of Head Start 10. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 11. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT: 9❑❑3 — ©g 0 ] Carryover Balance of ARRA Expansion Year 1 TITLE (Name of Program): 12. AREAS AFFECTED BY PROJECT (Cities, Counties, States, etc.): Eagle County, Colorado 13. PROPOSED PROJECT 14. CONGRESSIONAL DISTRICTS OF: Start Date: Ending Dale: a. Applicant b. Project 3rd rd 15. ESTIMATED FUNDING: 16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE O RDER 12372 PROCESS? a. Federal $ THIS PREAPPLICATION/APPLICATION WAS MADE a. Yes. AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR REVIEW ON b. Applicant 20,225 DATE: c. State 24,500 b. No. rn PROGRAM IS NOT COVERED BY E. O. 12372 jo OR PROGRAM HAS NOT BEEN SELECTED BY STATE d. Local $ e. Other FOR REVIEW I. Program Income $ 17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? Q Yes If "Yes" attach an explanation. p No g. TOTAL $ 44,725 18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATIONIPREAPPLICATION ARE TRUE AND CORRECT. THE DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE TTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED. a. Authorized Representative Prefix First Name Middle Name Keith P Last Name Suffix Montag b. Title . Telephone Number (give area code) County Manager 970 - 328 -8733 . Signature of Authorized Representative . Date Signed Previous Edition Usable / Standard Form 424 (Rev.9 -2003) Authorized for Local Reproduction Prescribed by OMB Circular A -102 Request for Carryover Funds 2009 -2010 ARRA Expansion 08SA0149/01 The Federal grant 08SA0149 for the 2009 -2010 ARRA Expansion during the funding period 11/1/09 to 9/29/10 had unobligated funds totaling $20,225. Eagle County Early Head Start is requesting to carryover a total of $20,225 from the unobligated funds to meet critical, unexpected program needs related to health and safety. Based on continuous improvement monitoring and self- assessment of the Eagle County Early Head Start, three areas of concern have emerged. Repairs in Infant - Toddler Classrooms: The Early Head Start (EHS) program contracts with the Family Learning Center to provide fulltime, year round, infant - toddler child care for the program. The building is owned by the Catholic Church and the non - profit Board of Family Learning Center Trustees has a thirty year lease to operate the early childhood care and learning center. The in -floor heat system in the infant room of the Family Learning Center is no longer functional. While exploring costs to repair the floor, the child care center commissioned an energy audit to be completed for the building. Other solutions were recommended to improve heating of the infant - toddler rooms as well as cost - effectively lower overall energy use. Priorities were developed and funding sources as energy rebates, state and federal financial incentives, as well as the Family Learning Center's emergency reserves were identified and will be used to contribute toward the $60,000 total cost. Eagle County is requesting funds from the carryover budget to contribute $13,200 specifically for the in -floor heat repair and to improve the heat system. This is important for the health, safety and comfort of the children and teachers. In May of 2011, the Division of Childcare Licensing investigated a parent complaint regarding the temperature in the infant - toddler rooms. They found the center was not able to consistently maintain a temperature of 68 degrees on the floor. The Division of Child Care Licensing allowed them a temporary waiver to use a portable heater for the rest of the spring to maintain the temperature. Teachers have expressed concerns about the inconsistent heating throughout the winter and spring. New Health Coordinator Training: Upon resignation of the EHS Health Coordinator, the county contracted Eagle County Head Start to share a coordinator with many years' experience and knowledge as a Health Coordinator. She does not have experience using the PROMIS database that EHS uses to track demographic, ERSEA, health, disability and family services. The PROMIS database training that was built into the TTA plan was conducted in 2010 and in the spring of 2011 before the new coordinator was hired. Entry level PROMIS workshops are scheduled for August and September 2011 at the PROMIS offices in Reston, VA. All budgeted 2011 training funds have been allocated, so there are no funds available to send the new Health Coordinator Request for Carryover Funds 2009 -2010 ARRA Expansion OBSA0149/01 to training. EHS is requesting funding of $2,375 from the carryover budget for this workshop so the new coordinator can accurately and efficiently use the system. Fencing for new Group Socialization site: The EH5 program moved from the Edwards campus that the County had rented for EHS offices and group socializations. A new site was found to conduct group socializations at a county -owned apartment complex, but the playground is not appropriate'for infants and toddlers. Board members at the site have indicated that a flat space to install a new infant - toddler playground would be provided. EHS already has canopies, playground equipment, surface materials and other things needed for the playground, but need to purchase and install a vinyl coated fence and gate around the play area. The move to this new group socialization site was unexpected, so funds needed to purchase the fence were not anticipated. The County will cover the costs to install the rest of the equipment to build an appropriate infant - toddler playground. Costs for fencing are $4,650. HVAC Repairs - Family Learning Center Infant - Toddler Classrooms Recomission HVAC systems and Control systems 11,400 Repair infloor heat 1,800 Balance distribution system, replace airfilter, upgrade controls and install remote access to HVAC system 24,500 PROMIS training for Health Coordinator: 3 day training in Virginia - registration, airfare, transfers, hotel and expenses 2,375 Fencing for playground (30'x50') at new group socialization infant- toddler color vinyl coated chain link fence and gate 4,650 TOTAL: 20,225 24,500 ATTACHMENTS: Executive Summary of energy audit Financial Status Report Letter from Executive Director of Family Learning Center Policy Council approval FINANCIAL STATUS - (l-ang Pone) (follow instructions all the back) Agcocy and Orgnnizn[iowl Element ?. Federal Giant or other Idemifying Number By Federal Agenc Y OMB Apprmml Page of Federal whidl Report is Submitted No' to Vll, Office for Child& Families 085A0149 0345 -0039 I of I Region l Recipient Orgaailathm(Namemed complete address. including ZIP code) Engle County FIHS PO ISox 660 Engle, CO 81631 5. Recipient Account Number or Idemifying Number 6. Re 7 Basis 4. Hmployer Identification Number Yes X Yes No X Cash Accrual 84. 600076 Period (Sea iR Imctiens) To: (Montle, Day, year) 9. Period Covered by this Report To: (Month. Day, Year) S. Funtling/Oram From: (Month. Day, Yen,) 9/2912010 11/1/2009 9/29/2010 11/1/..009 I II 1H Previously Reported This Period CunmLarva Io. Tmlunc6cm- 168,214.00 606,405.00 774,619.00 a. Total o idly - b, Refunds. rebates, etc, c. Program income used in occur <lanm.with the deduction ahenlntive 168,214.00 606,405.00 774,619.00 t1. Nei outlays(Line a, lays d"S"'u rflfner h and o) Recipient's share of net ou/layv, consisting of: 28,030.00 126,895.00 154,925.00 c. 'third party (in.kind) contributions I. Other federal awards authorized to be used In Inalch this award e. Program income used inaccm'danee with the nmmhing orcost s alternative h. Ail other mcipieot outlays not shown on lines e, f or 28,030.00 126,895.00 154,925.00 i.'foml mcipienlsimic of net outlays IS, uflines' ej, g nn d6) 140,184.00 479,510.00 619,694.00 j. p el l eta l h ard of net outlays (lined less live 0 Is 'futon unliquid:ned obligaions I. Recipient's shore of unliquidateJ obligations m. Federal share of unliquidated obligations MW Total Retire share (Sonirrf1hum j and rap Tam] Federal funds authorized far this funding period p. Unobligatedwhince of Federal fund, (Linen minus line n) Pings" Income, consisting of: q. Disbursed program income shown on lines c and /or g above r. Disbursed prugmm Income using the addilion nhernalive s. Undisbu=d Program income - 1. Total program income realized (Sun of lines q, rands) .,.'type crania (Place - V in appropriate box) I Indirect Provisional Predetermined Final Fixed Expenses c. Base d. Taml Amount e. Federal Share b. Rate 12. Remarks: Attach any explanations deemed neceF:cary or information required by Federal sponsoring agency Incompliance with governing legislation. P20 Expenditures T &TA 811,521 Admia $18,371 . 1'22 Expenditures USDA 1 certify to the best of my knowledge and belief that this report is correca and complete and that ell outlays and unliquidated 13. Certification: obligations are for the purposes set forth in the award documents. Telephone (Area code. number and extension) Type or Printed Nome and Title Rita Woods, D¢puty Director HHS 970.328 -8817 Si of Authorized Certifying Official Dale Roper( Submitted \ / 1/192011 26 Y'I W LY)1 Slaalanl Fnrm?02li.0 A�I III o....�.F.,l FvnMn ['in�ilan A�IIR an,l 1'rt•inm Ell UsaFl< 211.99 P.O. rt4(Foal NSN lis(i n4112+2x5