09-740Council File # 09-740
Green Sheet #3071697
RESOLUTION
SAINT PAUL, MINNESOTA
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PLesented by
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WHEREAS, the City of Saint Paul, Pazks and Recrearion, has applied for, and been approved to receive a grant from the State of
Minnesota, Depazhnent of Employment and Economic Development to be used towards the City's Youth Job Corps Program;
and
WHEREAS, ffie total amount being awazded to the City over The inirial 12 month period is �537,000; and
WHEREAS, the grant stipulates that the fust installment of the award is to be used over the period, July 1, 2009 to June 30,
2010, with a second contingent installment being made available at the same time for the following year; and
WHEREAS, Pazks and Recrearion has mcluded the 2009 — 2010 portion of the awazd as part of the prepared budget; and
WHEREAS, the City wishes to use the proceeds of this grant to support and expand the Youth Job Corps Progam; and
WHEREAS, the spending plan recorded in The 2009 budget be used as the spending plan for the already budgeted 2010 award;
and
THEREFORE BE IT RESOLVED, that the Council of the City of Saint Paul authorized appropriate city officials to aceept grant
from the State of Minnesota, Deparlment of Employment and Economic Development to be used towazds the City's Youth Job
Corps Program.
Yeas Nays Absent
Bostrom �
Carter �
Harris
Helgen J
Lantry ,�
Stark ,,
T'hune �
AdoptedbyCouncil: Date �l�j�/�j,'G
Adoprion Certi�fied / b j y Counci ecretary
BY� / /� //�/li�v'/!1, %!/sv s�
Approve r: ate 7 t-�— a
BY�
By: Parks and Recxearion� " �
Approved e ffi F' icial Servi e
By:
Approved by Ci Atto
By: .� � � .
Approved by M} or for Submission to Council
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�cia�c�,�e�,<�
09-740 ���
� Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet �
�epartrnent/Office/COUncii: I Date Initiated: �� �'� — pof.���/0�
PR_ParksandRecreation I 16-JUN-09 I Green Sheet NO: 3071697 �
Contact Person 8 Phone:
Gwen Peterson
266-6430
on Council Agenda by (Date):
Doc. Type: RESOLUTION
E-Document Required: Y
Document Contact: Nou Chang
Contaci Phone: 266-8404
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Approval of attached resolution authorizing Parks and Recreation to enter into a grant agreement with the State of MN, Department
of Employment and Economic Development to receive funding for the Youth Job Corps Program.
Recommendations: Approve (A) or Reject (R):
Planning Commission
CIB Committee
Civil Service Commission
Personal Service Contracts Must Answer the Following Questions:
1. Has this persoNfirtn ever worked under a contract for this department?
Yes No
2. Has this person/firm ever been a city employee?
Yes No
3. Does this personlfirtn possess a skill not normally possessed 6y any
current cily employee?
Yes No
Explain all yes answers on separaM sheet and attach to green sheet.
Initiating Problem, Issues, Opportunity (Who, What, When, Where, Why):
The city's Youth Job Corps Program has been awarded a total of $537,000 to be used over a 12 month period (Suly 1, 2004 - Jtme 30,
2010). Pazks and Recrearion wishes to be authorized to receive these funds as budgeted.
AdvanWges If Approved:
The City will be able to hire 500+ Saint Paul youth for suminer employment.
�;�L�
Disadvantages If Approved:
None.
DisadvanWges If NotApproved:
The City would be unable to hire 500-� Saint Paul youth.
Total Amount of
Transaction:
Funding Source:
Financial Information:
(Explein)
:�:.. �.�r ' ..��.!�.
CasURevenue Budgeted:
AcUvity Number.
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June 17, 2009 11:13 AM Page 1
June 10, 2009
Michael Hahm, Director
City of St. Paul
Parks & Recreation Department
25 West Fourth Street, Suite 400 City Hall Annex
St. Paul, MN 55102
Dear Mr. Hahm:
Enclosed are three (3) copies of a master grant agreement to your organization. The Grant
Agreement number is 1011STPMAS. The agreement is written to include programs funded from any
state and/or federal source during the term of the grant agreement July 1, 2009 through July 31,
2011.
Please read the grant document for completeness and accuracy and have the appropriate individuals
sign the agreements. Have the three copies signed with original signatures and return them along
with the appropriate forms and attachments to this office for processing. Return to:
Judy Teske, Contracts Officer
Minnesota Department of Employment and Economic Development
Wbrkforce Development Division
1 s` Nationai Bank Building
332 Minnesota Street, Suite E200
Saint Paui, MN 55101-1351
NFA's (Notice of Funds Available) allowing the actuai release of funds will be issued upon receipt of
your signed grant agreement. The FSR's (Financial Status Reports) will be mailed with your NFA.
Please have one set of the enclosed certifications and assurances completed and signed by the
agency's signatory officiai. The certifications and assurances are referenced in the grant agreement
and will be incorporated by reference. DOL requires these forms be completed each time an award is
provided to a subgrantee.
If you have questions regarding contracting matters, please do not hesitate to contact Judy Teske at
651/259-7585. Please contact Lynn Douma at 651/259-7536 if you have other questions concerning
your grant.
Thank you.
Since y,
Shelley Landgraf, Dir c r
Fiscal Planning
651l259-7580
Department of Employment and Economic Development
Workforce Development Division
1st Nafional Bank Building, 332 Minnesota Street, Suite E200 • Saint Paul • MN . 55101-1351 . USA
Phone: 651-259-7580 • Fax: 651-2153842 • T'i'YiTDD: 651-2963900 . www.deed.state.mn.us
An Equal Opportunity Emp/oyer and Service Provider
09-740
FY VENDOR FUND AGENCY ORG. SUB ORG. DOCUMENT
NiTMBER NUMBF.R(S.)
APPROP OBJ GRANT CFDA # AMOIINT
AGREEMENT #
1O11STPMAS
STATE OF MINNE50TA
DEPARTMENT OF EMPLOYMENT AND ECONOMIC DEVELOPMENT
WORKFORCE DEVELOPMENT DIVISION
GRANT AGREEMENT
Funding Source: State and/or Federal Master Grant Agreement Number. 1011STPMAS
This grant agreement, which shall be interpreted pursuant to the laws of the State of
Minnesota, beiween the State of Minnesota; acting through its Department of
Empioyment and Economic Development (DEED), Workforce Development Division
(WDD) or successor agency, (hereinafter the DEPARTMEN�, and
City of St Paul
Parks & Recreation Departrnent
25 West Fourth Street, Suite 400 City Hall Annex
St. Paul, MN 55102
Social Security or Federal Identification Number: 41-6005521
Minnesota State Tax Identification Number: 8025095
(Hereinafter GRANTEE)
WITNESSETH:
WHEREAS, this contract is issued by the DEPARTMENT for the program cited below,
or other appropriated funds fior the GRANTEE received from the federal
or state govemment. Funds shall only be released by the DEPARTMENT
through the Notice of Funds Availabie (NFA) contracting method
described within, and
WHEREAS, the Minnesota State legislature in its 2009 Session, directed that funds for
fiscal years 2010 and 2011 be transferred from the workforce
development fund for a grant to the City of St. Paul to fund summer youth
employment.
WHEREAS, Minnesota Statutes 116L.56 —116L.561, authorizes the DEPARTMENT
to operate a Youth Employment and Training Program, and
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iNFiEREAS, the DEPARTMENT has authority pursuant to Minnesota Statute 116J.035
to enter into agreements to provide employment and training services,
and
WHEREAS, Minnesota Statutes 116L.20, authorizes the DEPARTMENT to operate a
Workforce Development Fund, and
WHEREAS, release of funding under this grant agreement to the GRANTEE is subject
to actual receipt of appropriated funds from-any source by the
DEPARTMENT and approval by the DEPARTMENT of the GRANTEES'
Woric Plan, Budget and any special conditions which may be required
under the performance of this grant agreement, and
WHEREAS, the GRANTEE represents that it is duly qual�ed and willing to perform
the services set forth herein.
NOW, THEREFORE, in consideration of the premises and of the representations made
therein, the parties agree that:
The foregoing recitals are made a part hereof as though set forth in full and in
detail herein.
II. Proaram: The GRANTEE shall implement the Work Plan (Exhibit A) and Budget,
(Exhibit B) hereto attached, and incorporated by reference into this grant
agreement. The approved Work Plan and Budget, incorporated by reference, will
accompany the issued Notice of Funds Available (NFA). The Work Plan and
Budget, Exhibifs A and B respectively, may be modified upon written approval of
the DEPARTMENT. Sudsequent year fundirrg is contingent upon meeting the
responsibilities of the contract, Work Plan and Budget and/or Iegislafive actions.
III. Duties and Pavment: No costs are eligible for reimbursement under this grant
wiYhovt a valid issued Nofice of Funds Available (NFA) by the DEPARTMENT.
GRANTEE shall perform all the services described in Exhibit A and shall be
reimbursed by the DEPARTMENT for expenses up to, but not to exceed, the
amount certified on the NFA issued upon approval of the Plan by the
DEPARTMENT.
Funds availabie under the grant agreement are available for the period(s)
indicated on the Notice of Funds Available (NFA) by program, which may be for a
shorter period than indicated in the term of this agreement below.
If any additional conditions are required based on funding sources, the
appropriate conditions shall be attached to or be a part of the relevant Notice of
Funds Available (NFA) issued by the Department. Additional Conditions may be
work ptans and budgets for new or modified activity under the grant agreement.
The additional conditions become part of this grant agreement as submitted by
the GRANTEE and approved by the DEPARTMENT. Attachment of the
additional conditions to the NFA shall designate approval by the DEPARTMENT.
These funds are to be expended in the cosf categories and amounts shown in
the Budget (not to exceed NFA amounts), which is attached hereto, incorporated
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by reference herein and made a part hereof. The Budget, Exhibit B, indicates
allowable costs under this grant.
The DEPARTMENT shail not reimburse GRANTEE for payments or liabilities to
the Unemployment Compensation Fund incurred as a reimbursing employer after
termination of GRANTEE's participation in programs under the Act or for any
fiabifify accrued thereunder before the effective date of this grant agreement.
IV. Term of Grant: This grant agreement shall be effective on Julv 7. 2009, or upon
such date as if is executed as to encumbrance by the Commissioner of the
Department of Employment and Economic Development, whichever occurs later,
and shall remain in effect until Julv 31, 2011, or until all obligations set forth in
this grant agreemeM have been satisfactorily fuffiffed, whichever occurs first.
V. Canceliation: This grant agreement may be canceled by the DEPARTMENT at
any time, with or v�ithout cause, upon tf�irty (30) days written notice to the
GRANTEE. In the event of such cancellation without cause, GRANTEE shall be
entitled to payment, determined on a pro rata basis, for work or services
satis#actorily performed. GRANTEE acknowledges that funds to finance this
grant are to be obtained by the DEPARTMENT thraugh a specific legislative act.
If at any time such funds become unavailable under the Act, this grant agreement
shall be terminated immediately upon written notice of such fact by the
DEPARTMENT to GRANTEE: in the event of such terminatio�, GRANTEE shall
be entitled to reimbursement, determined on a pro rata basis, for services
satisfactorily pertormed.
Such written notice of ca�cellation must include proposed terms for the
discontinuation of GRANTEE's services and an estimated final invoice for work
or services pertormed. The DEPARTMENT may reject or accept in whole or in
part GRANTEE's proposed terms for discontinuing services and GRANTEE's
estimated final invoice, and shatl notify GF2ANTEE of its decision within (5)
business days of receipt of Gt2ANTEE's cancellation notice.
In the event of cancellation for cause, including (but not limited to) failure to
comply with the provis+ons of the grant agreement, failure to make timely
progress in delivering required services, or use of grant funds for purposes other
than thase specifically identified in the grant agreement, the DEPARTMENT may
take any actions it deems necessary to protect the interests of the State of
Minnesota, including (but not limited to) the refusal to disburse additional funds
pending a determination of the DEPARTMENT's right to set-off, and requiring the
retum of all or part of the funds already disbursed.
This grant agreement may be canceled by the GRANSEE at any time, with or
without cause, upon thirEy (30) days written notice to the DEPARTMENT. Such
written notice of cancellation must include proposed terms for fhe discontinuation
of GRANTEE's services and an estimated finai irnoice for work or services
performed. The DEPARTMENT may reject or accept in whole or in part
GRANTEE's proposed terms for discontinuing services and GRANTEE's
estimated final invoice, and shall notify GRANTEE of its decision within (5)
business days of receipt of GRANTEE's cancellation notice.
09-740
In the event of any cancellation under this provision, GRANTEE shall cooperate
ful(y with the DEPARTMENT and heip facilitate any transifion for fhe provision of
services by a difFerent vendor. Faifure to cooperate with or withholding any
information or records requested by the DEPARTMENT or a different vendor that
impairs in any way the transition of the provision of services shall constitute a
material b�each of this grant agreement, subjecting GRANTEE to liability for atl
damages incurred by fhe DEPARTMENT resulting from such breach.
VI. Reauest for Pavment: Requests for cash advances shall be made by GRANTEE
to the DEPARTMENT on the DEPARTMENTs "Cash Request Form". Payments
shall be made by the DEPARTMEIVT as soon as pracficable after GRANTEE's
presentation of the Request for Cash. The fact of payment of any item shall nof
preclude the DEPARTMENT from questioning the propriety of any item.
Request for payment under this grant agreement shafl be in amounts that
minimize the time elapsing between the transfer of funds and disbursements in
accordance with the DepartmenYs "Grant/Subgrant Cash Management and Cash
Request Polic�' which is in Chapter 510 of the DEPARTMENTs Policies and
Procedures Manual and hereby are incorporated by reference and made a paR
hereof.
VII. Purchase of Fumiture and Equipment: Arry purchase of non-expendable
personal property that has a useful life of more than one year with a per unit cost
of $5,000 or more must have prior written approval of the DEPARTMENT.
VIII. Repavment of Funds: The DEPARTMENT reserves the right to ofiFset any over-
payment or disallowance of any item or Rems under this grant agreement by
reducing future payments requested by GRANTEE.
IX. GRANTEE Re�orts: GRANTEE agrees to provide the DEPARTMENT with such
pragress report5 as the DEPARTMENT may from time to time require, including,
but not limited to, the following:
a. Reports as indicated on the "Notice of Funds Available", (NFA) including (but
not limited to) Monthfy Financial Status Repotts (FSRs), etc.
GRANTEE shall also make such reports to the Governor, the Legislature, the
Secretary of Labor, Comptroiler General of the United States, other Federal
Entities or the DEPARTMENT as any of them may require.
The DEPARTMENT shall withhold funding if reporting requirements are not met
in a complete, accurate and timely manner.
X. Monitorina and Corrective Action: Performance as set forth in Paragraph II
above is essential throughout the term of this grant agreement. GRANTEE
agrees to permit monitoring by the DEPARTMENT to determine grant agreement
pertormance and compliance with grant agreement provisions. GRANTEE
further agrees to cooperate with the DEPARTMENT in performing and
compieting such monitoring activities and GR,4NTEE agrees to implement and
comply with such remedial action as is proposed by the DEPARTMENT.
09-740
XI. Liabi(� : Each party agrees fhat it wifl be respansible for ifs own acts and the
results thereof to the e�ctent authorized by law and shall not be responsibie for
the acts of the other party and the results thereof. The Iiability of fhe
DEPARTMENT OF EMPLOYMENT AND ECONOMIC DEVELOPMENT shall be
govemed by the provisions of the Minnesota Tort Ciaims Act, Minnesota Statutes
3.732 and 3.736, ef seq., and other applicable law.
XII. Saecial Administrative Provisions Reauired: GRANTEE agrees to administer the
program in accordance with applicable Sfate and Federal laws, regulations and
guidelines promulgated by the REPARTMENT. In the event that these Iaws,
regulations or guidelines are amended at any time during the term of this grant
agreement, the GRANTEE shall comply with such amended laws, regulations or
guidelines.
A. RecordsiAudits: GRANTEE agrees to use such fiscal, audit and accounting
procedures as may be necessary to assure and promote sound financial
management, including effective intemal controls. The Secretary of Labor,
the Comptro!{er General af the tlnited States and the DEPARTMENT, or a
designated represe�tative, shail have access to and the right to examine for
audit purposes or othervvise, any books, documents, papers or records of
GRANTEE. The books, records, documents and accouhting procedures and
practices of the GRANTEE relevant to this grant agreement are also subject
to examination by the DEPAR7MENT and the Legislafive Auditor of the State
of Minnesota. GRANTEE agrees to fully cooperate in any such examination
and/or audit and to have said audits caried out in accordance with
"GranUSubgrant Audit Requirements," which is in Chapter 508 of the DEED
Policies and Procedures Manual and hereby incorporated by reference and
made a part hereofi.
All records pertaining to this grant agreement shall be retained by the
GRANTEE for a period of at least six (6) years (PJlinn. Stat. Sea 16CO5,
subd. 5) after the expiration of the term of this grant agreement, ar after
resolution of any audit findings (OMB Administrative requirements),
whichever period is longer.
B. Proaram Standards: GRANTEE agrees to comply with OMB Circulars
Numbers A-21, A-87, A-110, A-122, A-133, the OMB "Common Rule" (as
codified at 29 CFR 97), and ASMB C-10 (Implementation Guide for OMB
Circular A-87), as these circulars are applicable and as they refate to the
utilization of funds, the operation of programs and the maintenance of
records, books, accounts and other documents as required and Chapter 509,
°Grant/Subgrant Audifs" of the DepartmenYs Policies and Procedures
Manual. Under the Cost Principies Circulars (A-21, A-87, or A-122), common
or joint cASts charged to grants must be based upon written cost a{location
plans.
C. Salarv and Bonus Limitations: In comp(iance with Pubfic law 109-234, none
of the funds appropriated in Public Law 109-149 or prior Acts under the
heading "Employment and Training" that are available for expenditure on or
after June 15, 2006, shail be used by a recipient or subrecipient of such funds
to pay the salary and bonuses of an individual, either as direct costs or
09-740
indirect costs, at a rafe in excess of (federal) Executive Level II
(www.opm.gov), except as provided for under Section 101 of Pubtic Law 109-
149. This limitation shatl not apply to vendors providing goods and services
as defined in OMB Circular A-133.
D. Non-Discrimination Statement: The GRANTEE will comply with all applicable
Federal, State, and 4ocal laws prohibiting discrimination, incVuding but not
limited to:
Assurances: As a condition to the award of financial assistance from the U.S.
Department of Labor under Title 1 of the Workforce Investment Act (WIA), the
grant applicant assures that it will comply fully with the nondiscrimination and
equal opportunity provisions of the following laws prohibiting discrimination,
induding but not limited to:
The Workforce Investment Act of 1998 (29 CFR Part 371, Secfion 188, which
prohibits discrimination against all individuals in the United States on the
basis of race, color, religion, sex, national origin, age, disability, political
affifiation or belief, and against beneficiaries on the basis of either
citizenshiplstatus as a lawfully admitted immigrant authorized to work in the
United States or participation i� any WIA Tit{e { financially assisted program
or activity;
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tauai tmoiovment Upportu��tv Act of 1972 which prohibits discrimination on
the basis of race, color and national origin, and applies to any program ar
activity receiving federal financial aid, and to all employers, including State
and 1oca1 govemments, public and private employment agencies, and labor
organizations;
iii. Section 504 of the Rehabilitation Act of 1973 (29 USC 794), as amended,
which prohihits discrimination against quafified individuals with disabilifies in
all federally funded programs;
iv. The Aqe Discrimination Act of 1975 (42 USC 6101), as amended, which
prohibits discrimination on the basis of age in programs or activities receiving
federal financial assistance;
v. The Americans with Disabilities Act of 1990 (42 USC 12101), as amended,
which prohibits discrimination on the basis of physica{, sensory, or mental
disability or impairment;
vi. Title IX of the Education Amendments of 1972 (20 USC 1681-16881, as
amended, which prohibits discrimination on the basis of sex in educational
programs;
vii. Title V of the Older Americans Act of 1965 (20 CFR Part 641 8271 and alt
regulations that apply to the Senior Communitv Services Emqlovment
Pro4ram, which generally prohibit discrimination under any program funded in
whole or in part with Title V fiunds because of race, color, religion, sex,
national origin, age, disability or political affliation or beliefs.
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viii. The Minnesota Human Riahts Act. tMinnesofa Statutes. Chapter 363A), the
grant applicarrt agrees to comply wifh the Minnesota Human Rights Act,
Minnesota Statutes, Chapter 363A, which prohi6its discrimination based on
race, color, creed, religion, nafional origin, sex, marital status, sexual
orienfafion, status with regard to pubiic assistance, disability, cif¢enship, or
age.
ix. Equal Protection of the Laws for Faith-based and Communitv Orqanizations
(EO 13Z79) signed December 12, 2002 which prohibits discrimination against
grant seeking organizations on the basis of religion in the administration or
distribution of federal financiai assistance under social service programs,
inciuding grants, contracts and loans.
The grartit applicant afso assures that it wi{I comply with 28 CFR, Part 37 and aIf
other regulations implementing the laws listed above. This assurance appfies to
the grant applicanYs operation of the WIA Title I-financiaily assisted program or
activify, and to all agreements the grant applicant makes to carry out the WIA
Title I-financially assisted program or activity. The grant applicant understands
that the United States has the right to seek judicial enforcement of this
assurance.
E. Affirmative Action: (If appficable}, GRANTEE certifies that it has received a
Certificate of Compliance from the Commissioner of Human Rights pursuant
to Minnesota Statutes, Chapter 363A.073.
F. Workers' Compensation: In accordance with the provisions of Minnesota
Statute 17fi.182, the State affirms that GRANTEE has provided acceptable
evidence of compliance with the workers' compensation insurance coverage
requirement of Minnesota Statute 176.181, Subdivision 2.
G. Relocation Assistance: GRANTEE agrees to comply with the requirements of
the Uniform Relocation Assistance and Real Property Acquisifions Act of
1970 (Public Law 91-646) which provides for fair and equitable treatment of
persons displaced as a result of federal or federally assisted programs.
H. Sectarian Activities: GRANTEE agrees that program participants shall not be
employed in the construction, operation or maintenance of that part of any
facitity which is used for religious instruction or worship. GRANTEE further
agrees that no direct financial assistance shall be expended for inherently
religious activities, such as, sectarian worship, instruction, or proselytization.
I. Data Practices: The GRANTEE understands and agrees that it shall be
bound by the Minnesota Government Data Practices Act (Minnesota
Statutes, Chapter 13) fAttachment 71.
J. Qruq Free Workptace: �RANTEE agrees to make a good faith effort to
maintain a drug free workplace through implementation of the Drug-Free
Workplace Act of 1988 (Pubiic Law 100-690).
K. Riaht-to-Know: The GRANTEE wilf comply with the Minnesota Right-to-Know
Act of 1983 (Minnesota Rules, Chapter 5206).
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XIII. Job Vacancies: GRANTEE shati list any job vacancy in its personnel
complement with MinnesotaWorics.net as soon as it occurs.
XIV. Manacaement Informafion Svstem: (if appiicable) ALL GRANTEES must track
participants with the Wor}cforce One (WF1) case management system or utilizing
a DEPARTMENT approved Management System. Data must be submitted per
the standards and time frames agreed to by the DEPARTMENT. The
DEPARTMENT shall withhold funding if data compliance requirements are not
met in a complete, accurate and timely manner.
XV, Voter Reaistration: GRANTEE shall provide non-partisan voter registration
services and assistance, �sing forms provided by the Secretary of State, to
employees of GRANTEE, program participants and the pubiic as required by
Minnesota Statute 201.162.
XVI. Assiqnment: The GRANTEE shall neither assign nor transfer any rights or
obligations under this grant agreement without prior written consent of the
DEPARTMENT. The provisions of this grant agreement applicable to the
GRAt�TEE shall afso be applicable to subgrants made by the GRANTEE from
funds obtained under this grant agreement.
XVII. Modificafions: Any modifications to this grant agreement shall be in writing and
shall be executed by the same parties who executed the original grant
agreement, ortheir successors in office except as specified in Pargraph fll.
Duties and Payment.
XVIII. Debarment and Suspension Certification: (If applicable) The GRANTEE agrees
to folfow the PresiderrYs Executive Order 12549 and the implementing regulation
"Nonprocurement Debarment and Suspension; Notice and Final Rule and Interim
Fna} Rule," found at 53 FR 19189, May 26, 1988, as amended at 60 FR 33041,
June 26, 1995, including Appendix B, "Certification Regarding Debarment,
Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered
Transactions' ; unless excluded by faw or regulation.
XIX. Lobbvina Certification and Disclosure: (If applicable} The GRANTEE shall
comply with Interim Final Rule, New Restrictions on Lobbying, found in Federal
Regisier Vol. 55, No. 38, February 26, 1990, and any permanent rules that are
adopted in place of the Interim Final Rule. The Interim Final Rule requires the
GRANTEE to certify as to their lobbying activity. The Interim Final Rule
implements Section 319 of Public Law 101-121, which generally prohibits
recipients of Federal contracts, grants and loans from using appropriated funds
for lobbying the F�cecutive or Legislative Branches of the Federal Govemment in
connection with a specific contract, grant or loan.
XX. Operatinq Procedures: (If applicable) The GRANTEE hereby acknowledges that
it shall comply with any operation procedures, guidelines, and policies issued by
the DEPARTMENT entitled "WIA Title IB & Related Activities Manual° located at
www.deed.state.mn.us/wod/policv/titleiBllB index.htm relating to the
perFormance of this grant agreement.
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XXi. InteresUProqram Income: The GRANTEE shalt be responsible for establishing
and maintaining records idenfifying interest andlor investment income eamed on
advances of program funds. Income so eamed shall be added fo the existing
funding of this grant agreement and may be used for any allowable grant
expendifure.
XXII. Grant Aareement Closeout: The GRANTEE agrees to submit a final Financial
Stafus Report (FSR) and a payment for the balance of any unspent and
unobligated grant funds to the DEPARTMENT within 45 days after the end of fhe
term of this grant agreement Accompanying the final FSR shall be a listing of
any continuing liabilities on the grant, 'rf applicable. Failure to submit a final FSR
within fhis period may result in disallowance of payment for any expenditures not
previousfy submitted. The GRANTEE agrees to submit a revised final FSR to the
DEPARTMENT rf any additional funds musf be retumed to the DEPARTMENT
after grant agreement closeout.
XXIII. Jurisdiction and Venue: This grant agreement, and any amendments and
supplements thereto, shall be govemed by the Laws of the State of Minnesota.
Venue for alI legal proceedings arising out of this award, or breach thereof, shall
be in the State or �ederaf Court with competent jurisdiction in Ramsey County,
Minnesota.
XXIV. Pavment Recoupment: (if applicable) The GRANTEE must reimburse the
DEPARTMENT upon demand or the DEPARTMENT may deduct from future
payments under this Grant Agr�ement the following:
A. Any amounts received by the GRAfVTEE from the
DEPARTMENT for Grant Agreement services which have
been inaccurately reported or are found to be
unsubstantiated
B. Any amounts paid by the GRANTEE to a subgrantee not
authorized in writing by the DEPAf2TMENT.
C. Any amounts paid by the DEPARTMENT for services
which either duplicate services covered by other specific
grants or contracts, or amounts determined by the
DEPARTMENT as non-allowable under Exhibit B.
D. Any amounts paid by the DEPARTMENT for which the
GRANTEE's books, records and other documents are not
sufficient to clearly substantiate that those amounts were
used by the GRANTEE to perform Grant Agreement
services in accordance with 6ch+bit A.
E. Any amount identified as a financial audit exception.
09-740
IN WITNESS WHEREOF, the parties have caused this 1011STPMAS to be duly
executed intending to be bound thereby.
APPROVED
APPROVED
FOR Citv of St Paul: FOR The Department of Empioyment and
Economi� Develoament/Workforce
Develoament Division:
�
Tit1e:
Date:
�
Title: Assistant Division Director
Date:
FOR THE GRANTEE:
�
Title:
Date:
' If a corporation, iwo corporate officers must execute
lo
09-740
GER'I`II+'ICATE RE�ARDING LOBBYING
CERTIFICA'I'ION FOR CONTRACTS GRANTS, LOANS,
AND COOPERATIVE AGREEMEI�'TS
The undersigned cerfifies, to the best of his or her knowledge and befief, that:
(1) No Federal appropriated funds have been paid or wiil be paid, bp or on behalf ofthe imdersigned,
to any person for influencing or,attempting to influence an officer or employee of an agency, a
Membei of Congress, an o$icer or employee of Congress, or an employee of a Ivlember of Congress
in connecfionwiYh the awarding of any Federal coniracf, the making oFanyFederal grant, the mak;ng
of any Federal loan, the entering into ofany cooperative agreement, and f3ie extension, continuarion,
renewal; amenciment, or modification of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person
for .influencing. or attempting ta influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Ivfember of Gongress in
connection with this Federal contract, grant, loan, or caoperative agreement, the undersigned sl�all
complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance
withifs instnictions.
(3)..The undersigned sha11 require that the la��„�e of this certification be included in the awazd
documents:for a11* subawazds at all tiers (including subcontracts, subgi�aants and coniiacts under
giants; loans, and eooperative agrcements) arid that all* subrecipients shall certifq and disclose
accordingly.
This certification is a material representation of facf upon which reliance was placed when this
tran¢action was made or entered into. Submission of tbis certificationis apierequisite for ivaking or
entering into this irausaction imposed by section 1352, tifle 31, U.S. Code. Any peison who fails to
file the required certification st�all be subject to a civil penatty of not less than $10,000 and not more
than $106,000 for each such failure.
' .a.�� -
Cnantee/Confractor Organization (Agency)
Signature of Certifying Official
Coniract Number
Date
*NOTE: In these instances, "All," in the Finai Rule is expected to
be clarified to- show that it applies to covered contracUgrant
transactions over $100,000 (per OMB).
09-740
Certification Regarding
Debarment, Suspension, Ineligibility and Volnntary Exclnsion
Lower Tier Covered Transactions
This ceriification is required by the regtilations implementing Executive Order I2549, Debarment and
Susgension, 29 CFR Part 98, Section 98.510, Participants' responsibilities. The regulaiions were published as
Parf V l 1 of the May 26, 1988 Federat Re lg ster (pages 19160-19211}.
- (BEFORE COMPLETIlVG CERTIFICATION, READ ATTACHED INS`IRUC'I`IONS
R'HICH ARE AN INT'EGRAI. PART OF THE CERTIFTCATIOl�
(1.) The grospective recipient of Federal assistance. funds certifies, by submission of this proposal, that
neither if nor its principals aze presently debarred, suspended, proposed for debarment, declared "
ineligible, not voluntarily excluded from participation in this trazisaction by any Federal department
or agency.
(2.) Where the prospecfive zecipient of Federal assistance funds is unable to certify to any of the statemenfs in
this oertification, such prospective participant shall attac$ an explanation fo this proposal.
CrranteelGontractor Orgawzation (Agency)
Name and Title of Authorized Representative
Signature
Date
Page 1 of 2
Instructions for Certification 09-740
l. By signing and submitting this proposal, the prospective recipient of Federal admittance funds is providing
the certification as set out below.
2. The certification in this clause is a material representation of fact upon which reliance was placed when this
transaction was entered into. If it is later determined that the prospecfive recipient of Federal assistance funds
knowingly rendered an erroneous certification, in addition to other remedies available to the Federal-
Govemment, the Depaztment of Labor (DOL) may pursue available remedies, including suspension and/or
debarment.
3. The prospective recipient of Federal assisfance funds shall provide immediate written notice to the person to
wlrich this proposal is submitted if at any time ttie prospective recipieat of Federal assistance funds leazns that
its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
4. The terms "covered transaction,". "debarred," "susperided," "ineligible" "lower tier covered transaction,"
°participant,° "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as
used in ttris clause, have the meanings set out in the Definitions and Coverage sections of rules implementing
Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in
obtaining a copy of those regulations.
5. The prospective recipient af Federal assistance funds agrees by submitting this proposal that, should the
proposed covered transaction be entered into, it shali not lmowingly enter into any lower tier covered transaction
with a person who is deban suspended, declazed ineligible, or voluntarily excluded from participation in tlus
covered transaction, unless authorized by the DOL.
6. The prospective recipient of Federal assistance funds fiuther agrees by submitting tius proposal that it will
include the clausz titled "Certificadon Regarding Debazment, Suspension, Ineligibility and Voluntary Exclusion-
Lower Tier Covered Transactions," without modification, in ail lower fier covered transactions and in a11
solicitations for lower tier covered transactions.
7. A participant in a covered transaction may rely upon a certification of a prospecfive parficipant in a lower tier
covered iransactio� thaY is noYdebarred; suspended, ineligible, or voluntarily excluded from the --- --
iransaction, unless it lmows that the certification is erroneous. A participant may decide the method and
frequency by which it determines the eligibility of its principals. Each participant may but is not required to
check the List of Parties Excluded from Procurement or Nonprocurement Programs.
8. Nothing contained in the foregoing shall be consh to require establishment of a system of records in order
to render in good faith the certification required by this clause. The knowledge and information of a participant
is not required to exceed �hat which is normally possessed by a prudent person in the ordinary course of business
dealings. �
9. Except for transactions authorized under pazagraph 5 of these instructions, if a participant in a covered
transaction lmowingly enters into a lower tier covered transaction with a person who is suspended, debarred,
ineligible, or voluntary excluded from participation in this transacfion, in addition to other remedies auailable to
the Federal Government, the DOL may pursue available remedies, including suspension andlor debarment.
Page 2 of 2
09-740
ATTACHMENT 1
(1) Nlinnesota Govemment Data Pracfices Act: Compliance Checklist
(2) THE TENNESSEN WARNING NOTICE
(3) Tennessen Waming Notice
09-740
Minnesota Government Data Practices Act:
Compliance Checklist
The Minnesota Government Data Practices Act (MGDPA), its accompanying rules, and
related statutes impose specific obligations upon government entities to comply with the
procedural requirements of the statute. This_ document summarizes these obligations.
The MGDPA is Chapter 13 of Minnesota Statutes. The Rules implementing the MGDPA
are found in Minnesota Rules, Chapter 1205.
Miimesota Government Data Practices Act:
Compliance Checklist
Authority Topic S ecific Obli ation Purpose
1
MS § 13.03, subd. 2; Customer Establish procedures to Facilitate public access;
MN Ru1es 1205.0300 service ensure that officiais Hold entity accountable
respond promptly to
requests for goverriment
data. Required in written
form by January 1, 2001.
2 ,
MS § 13.05, subd. 8 Access Prepaze a public Inform citizens of their
procedures document setting forth the rights as subjects of
rights of data subjects to government data, and
access public and private explain how to exercise
data about themselves those rights
3
MS §13.05, subd. 5(1); Data quality Establish procedures to Protect against the use
MN Rules 1205.1500 ensure that data on of erroneous data in
individuals aze accurate, malang decisions that
complete, and cuzrent afFect individuals
4
MS §13.05, subd. 5(2) Data security Establish procedures to Protect individual
ensure security safeguazds privacy; Prevent
for data on individuals alteration of data
09-740
5
MS §13.05, subd. 1; Inventory of _ Create and annually Create central
MN Rules 1205.1500, Records update an inventory of repository of data
subpart 3 records cantaiuing data classifications; Give
on individuals, including notice of the data
data collection forms maintained by entity
6
MS § 13.05, subd. 6 Contract When preparing contracts Eactend protections into
provisions by which a private sector the private sector where
contractor obtains data on the government is
individuals from a sharing data on
govemment entity, insert individuals; Prevent
pxovisions that require the government entifies
contractor to comply with from concealing data in
the MGDPA the private sector
7
MS § 13.05, subd. 7; Contract When prepazing contracts Bxtend protections into
MN Rules 1205.0700, provisions by which a pnivate sector the private sector where
subpart 3 c6ntractor performs the government is
govemment funcfions, sharing data on
insert provisions that individuals; Prevent
cleazly oblige the goveivment entities
contractor to comply with from concealing data in
MGDPA as if it were a the private sector
government entity
8
MS § 13.05, subd. 7; 5ummary data Prepaze suu�mary data Provide reasonable
MN Rules 1205.0700, upon the written request access to data for
snbpart 3 of any person; establish reseazch purposes while
procedures for gaiiung protecting individual
access to summary data identities
9
MS § 13.05, subd. 9, 10 Dissemination An entity may not share Assure public policy
of not public not pubiic data with basis for dissemination
data to other another enfity unless of not public data;
government required or permitted by Protect individual
entities with- state statute or federal law privacy
out authority
09-740
lo
MS §138.163; Disposition of Dispose of and transfer Bnsure proper
MS § 15.17, subd. 3 records records in accordance disposition of records
with statutory procedures preserved for legal or
lustorical purposes
11
MN Rules 12051500, Plan for Enfity must formulate a Ensure periodic
subpart 1 periodic plan for reviewing the detennination of which
review adnunistration of data data aze necessary to
practices maintain
12
MN Rules 1205.1500, Modification Modify data collecfion Appropriate step
subparts 4, 5 of data maintenance procedures following deterniinafion
handling to eliminate unnecessary described above (11)
procedures data
13
MN Rules 1205.0400, Prevent Publish procedures for Secure private and
suhpart 3, 1205.0600 unauthorized ensuring no unauthorized cosifidential data�
access access to private and
confidential daYa
14
MN Rules 1205.0500, Pazental Procedures for parents to Ensure parental rights
subpart 3 access and access data about their while protecting
notice to minor children minors' interests
minors concerning pazental
access
15
MN Rules 1205.1300, Authorized Enumerate the authorized Enable administrators
subpart 4 uses of data uses of data by category to respond
appropriately to
requests for data and to
questions about release
of data
16
MN Rules 1205.1600 Informed Design forms for Ensure that contents of
consent obtaining informed informed consent fortns
consent for new release or comply with legal
use of private data requirements
09-740
17
MN Rules 1205.1000 Responsible Each govemmental entity Identify the enfity's
Authority must_appoint a principal decision
responsible authority by maker about da#a
September 30, 1981 practices
18
MS §13.05, subd. 1; Responsible Prepaze a public Identify and inform
MN Rules 12051200, Authority document identifying citizens of the entity's
subpart 2 responsible authority principal decision-
name, tifle, and address maker about data
pracfices
SEE ITEM 2, ABOVE
19
MS § 13.05, subd. 13 Data pracfices Each governmental entity Identify the person
compliance must appoint a within the entity to
official compliance official by whom questions or data
December 1, 2000 practices probiems may
be directed
20 -
Nlid Rules 1205.1200, Designees Post the names ef data Identify the other key
subpart 2;1NIS §13.03, practices designees, if data practices officials
subd. 2 appointed in each entity
21
MN Rules 1205.1300, Training Responsible authority Ensure compliance and
subpart 5 must train designees and avoid liability
othez staff
[nformalionPolicy Malysis Divisioq Departmen[ of Administration
201 AdminisMetion Building, 50 Sherbume Avenue
� SC Paul, Minnesota 55155
Voice: 651296.6733 or 1.80�.6573721 Fa�c: 651205.4214
www.ioad.state mn us
info inadnas�[e mn.us
July, 2004
THE TENNESSEN WARNING NOTICE 09-740
Mirmesota Statutes, section 13.04, subdivision 2
The notice must be given when: • An individual
• Is asked to supply
• Private or confidential data
• Conceming self
Al1 four conditions must be present to trigger
the notice requirement
The notice does not need to be given when: . The dafa subject is not an individual;
• The subject offers information that has not
been requested by the entity;
• The information requested from the subject
is about someone else;
• The entity requests or receives information
about the subject from someone else, or
• The itiformation requested from the subject
is public data about that subject.
Statements must be included that inform the . Why the data are being collected from the
individual: individual and how the entity intends to use
the data;
• Whether the individual may refuse or is
legally required to supply the data;
• Any consequences to the individua] of
either supplying or refusing to supply the
data; and
• The identity of other persons or entities
authorized by law to receive the data.
Consequences of giving the notice are: Private or confidential data on individuals may
be collected, stored, used and released as
described in the notice without liability to the
enrti .
Consequences of giving an incomplete notice, Private or confidentia] data on individuals
or not giving the notice at all, are: cannot be collected, stored, used or released for
any purposes other than those stated in the
notice unless:
• The individual subject of the data gives
� informed consent;
• The Commissioner of Administration gives
approval; or
• A state or federal law subsequently
authorizes or requires the new use or
release.
Infolmation Policy Malysis Divisioq Department ofAdministra6on
201 Adminisiration Building, 50 Sherbume Avenue
St. Paul, Minnesota 55155
Voice: 651.296.6733 or 1.800.6573721 Fae: 651205.4279
www.ipad stafe mn us
info.ipad@shte.rtvi.us
November 2000
09-740
Tennessen Warning NotiCe
Minnesota Department of Employment and Economic Development (DEED)
WorlcPorce Center Services
The data we are asking you to provide about yourself is considered private data by
Minnesota Statute 13.47 subdivision 2. In order to coilect and use this data we must tell
you why we need the data, how we intend to use it and any consequences you may
experience if you supply the information or not.
Why we need the data
•Your Social Security Number is requested to identify you as a unique individual and to
find wage data on you that helps us determine how well our services helped you.
• Personal characteristics; age, gender, ethnicity, race, disability and economic status is
collected to evaluate our performance and in some cases to determine if you're
eligible for special assistance
. Veteran status is asked to determine if you are e{igible for special services and to
evaluate our service delivery.
• Work and education history is used to help you plan your empioyment and training
goals.
How we intend to use the data
Work and education histary may be shared with prospective employers. In addition to
analyzing this data to improve bur services, we may share information about you with
other employment and trairing service providers in order to determine what services
you may be eligible for and to coordinate services provided to you. Data may be shared
with federal and state entities that provide funding for WorkForce Center services.
Additionally other government.entities with a legal right to this data may see your
information
Consequences to you
You can refuse to supply any or ali of this i�formation; you are not legally required to
provide any of this information to use WorkForce Center services. Not supplying
sufficient information may limit our ability to provide you the services you want.
For more information
DEED Data Practices www.deed.state.mn us/privacv htm
Minnesota Data Practices Act www.revisor,leg.state.mn.us/stats/13/
Minnesota Department of Administration Information Policy Analysis Division
www.ioad.state.mn.us(index. html
09-740
AUTHORIZED SIGNATURE FORM FOR CASH REQUESTS
GRANT REqPIENT NAME AND ADDRESS
SIGNATURES OF INDIVIDUAL AUTHORIZED TO DRAW CASH
❑ Oniy one signature required
❑ Any two signatures required
TYPED NAME AND SIGNATURE TYPED NAME AND SIGNATURE
TYPED NAME AND SIGNATURE TYPED NAME AND SIGNATURE
1 certify that the signatures above are of Ehe APPROVED
individuals authorized to drew cash for ali
DEED funding or as listed in remarks.
9i nature and Date of Authorizin Official Signature and Date of DEED Certifying Officer
REMARKS
DEED — 1 S63
Department of Employment and Economic Developmenf
MAIL TO: Fiscal Management
1st National Bank Bui{ding
332 Minnesota Street, Suite E200
Saint Paul, MN 55101-1351
Ph: 651-259-7058 � Fax: 651-296-9573
(Rev. 02/08)
09-740
INSTRUCTIONS
AUTHORIZED SIGNATURE FORM FOR CASH REQUEST
Send one completed form to the address indicated in "MAIL TQ ° You may use one form to
include all grants.. However, when authorifies are limited to specific grants, more than one
form wili be required. Lisf the authorized limits in the °Remarks° box. Please obtain at leasf
two authorized signatures to facilitate back-up. Original signatures are required. Fa�ced
copies are not accepfable,
Submif new forms when there is a change in personnel authorized to sign requests, change in
the address; or in the authorized limits. A change in the title or position of authorized
personnel does nof require a new form if they authority remains unchanged.
Grant Recipient Name and Address: Enter the legal name and complete address of the
Grant Recipient.
Typed Name and Signature: Enter the original signature and the ryped name(s) of the
individual(s) authorized to request cash, Facsimile signatures are not permitted. If more than
four persons are authorized, use additional forms and annotate: 1 of 2; 2 of 2; etc.
Certification of Authorizing Official: Enter the date, signature, and titles of the official
authorized to certify the signatures.
Approved: Leave Blank.
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� PPM509 - CrrandSubgrant Audits
DEED
Introduction
Policv
Resoonsibilities
P elof7
09-��0
GRANT/SUBGRANT AUDITS
Table of Contents
Grant Aareement Audit Languaae
Audit Resolution
— Detertnining the Audif Universe
— Monitoring and Ensuring Timely Receipt of Audits
— Reviewing and Resolving Audits
— Resolution of Questioned Costs Criteria
Debt Coliection
— Pursuing Debt Repayment
— Repaying State or Federal Funds
— Repaying WIA Funds
Contact Person: Tim Langlie (Tim.Langlie@state.mn.us)
651259.7071
INTRODUCTION
PPM509
The Minnesota Department of Employment and Economic Developmenf (DEED) has adopted the audit
requiremerrts explained in this chapter. Grantees must in tum use these requirements for their subgrantees. NOTE:
See Policy and Procedures Manual (PPM) Chaoter 508. "Grants/Audits and Income Agreements," for definitions of
terms.
This chapter implements the Single Audit Act Amendments of 1996; and the Office of Management and Budget
(OMB) Circular A-133 as amended.
Reference: Minnesota Management & 8udget (MMB) Minnesota Accounting and Procurement System (MAPS)
Operations Manual, Chapter 4, Section 0402-03.
POLICY
DEED grantees must be audited by the Office of the State Auditor or by independent Certfied Public Accountants
(CPAs).
RESPONSIBILITIES
Division directors, as necessary, review and/or approve DEED and grantee audif recommendations and develop
corrective action plans to audit findings, with assistance from Fiscal Management. Fiscal Management:
. Provides auditing advice, technical assistance, and audit resolution services as requested.
. Coordinates audit activities with program managers, grantees, and audfting firms.
. Provides financial information requested by auditors or grantees.
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09-740
• If necessary, prepares corrective ac5on pians to implement DEED and/or grantee audd recommendations for
approvaf pf division director.
GRANT AGREEMENT AUDIT LANGUAGE
DEED oufiines its audit requirements in grant agreements with grantees. This may be accomptished by one of
these mefhods:
• The sample "Grant Audit Requiremenfs" language-shown below—may be copied in its entirety and included
in fhe grant agreement, a grant agreement atfachment, or a program operafing manuai; or
• The Grant Audit Requirements language shown below may be modified to fit prog�am needs, and then
included in the grant agreement, a grant agreement attachment, or a program operating manual; or
. Language cifing the relevant federal requirements may be refere�ced within grant agreements.
6cisting grant agreements that do not contain similar language should be amended. The terminology should be
consistent with other grant agteeme�t language. When a grantee gives funds to a subgrantee, these audit
requirements may be included in the grant agreements with the subgrantee, and with all additional tiers of
subgrantees.
June 1, 2006
GRANTAUDIT REQUIREMENTS
FEDERAL AND STATEASSIST.9NCE GRANTS
A Grantees receiving federal assistance (n federal OMB Circuiar language, known as subredpients) from the State of
Minnesota must wmply with the Single Audit Ad Amendments of 1996 and OMB CircularA-133 "Audiis of States, Local
Govemments, and Non-Profit Organizations," as amended, for audits of fiscal years ending after December 37, 2003 (early
implementation will not be permitted).
1. Audit requirements for state funds: Grentees who expend $100,000 or more in state funds are required to
have an annual financial statement audit per generelly accepted auditing standards (see Section E for due
dates).
2. Aud'R requirements forfederal funds (OMB A-133, as amended): The parts below (a, b, c, and d) are
verba6m from A-133 (see Secfion E for due dates).
(a) Audit required. Non-Federal entities that ex{>end $300,000 ($500,000 for fiscal years ending
aHer December 31, 2003) or more a year in Federal awards shail have a single or program-
specific audit conducted for that year in axordance with the provisions of this part Guidance on
detertnining Federal awards e�ended is provided in §_205.
(b) Single audit Non-Federal entities that expend $300,000 ($500,000 for fispl years ending after
December 31, 2003) or more a year in Federal awards shall have a single audd conducted in
accordance with §__.SpO except when they eVed to have a program-specific audit wnducteci in
accordance with paregraph (c) of this section.
(c) Program�pecific audit efection. When an auditee e�ends Federef awarcls under oniy one
Federal program (eacGuding R&D) and the Federal program's laws, regufations, or grant
agreements do not require a financial statement audit of the auditee, the auditee may eled to
have a program-specific audit conducted in acco[dance with §_235. A program-specific audit
may not be eleded for RS�D unless all expenditures are for Federal awards received fi'om the
same Federel agency, or the same Federai agency and fhe same pass-fhrough entity, and that
Federal agency, or pass-through entity in the case of a subredpient, approves in advance a
progrem-specific audit
(d) EYemp6on when Federal awards expended are less than $300,000 ($500,000 for fiscal years
ending after Decemtier 31, 200�. Non-Federal enti6es that e�end less than $300,000 ($500,000
for fisql years ending a8er December 31, 2003) a year in Federel awards are exempt from
Federal audd requiremenGs for that year, except as noted in §_ 215(a).
3. The grantee agrees that the federal agency, the General Accounting Office, the grantor, ihe legislative
auditor, the shate aud'Ror, and any independent auditor designated by the grantor, must have such access to
graMee s recorcJs and financial sFatements as may be necessary for the grantor to compiy with the Single Audit
AG Amendmenis, OMB CircularA-133, and fhese requi2ments as applipble.
A. For-profit graMees and subgrantees. Since A2 above does �ot appiy to inr-profits, grantees must monitor
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`PPM509 - GrantlSubgrant Audits
09-��0 3 of 7
theirsubgrantees fhrnugh a compfiance aud'R by one or more of fhe following: a) pre-award audits or surveys;
b} monROring du[ing the coatrack and c) post awards audifs as defined by DEED.
B. DEED requires that
1. Federalty funded perforznance-based contrads are induded in the definition of federel assistance.
2. Grantees musY 2pay DEED-disallowed costs in cash from non-DEED sources (state or federa� or as stated
in fhe grant agreement
3. Grantees must aiso submit commenfs on the findings and recommendations in the single audit report AND
management letter, induding a plan fior corrective acFion iaken or planned, and comments on the status of
cortedive adion Yaken on prior findings.
4. Granfees that have a financial audit must also submft any managemert letter issued by their CPA firtn and a
written response to the items addressed in the letter.
5. Grantees (and all tiers of subg2ntees except OJT mntractors) must use the federal OMB Circulars A21
A�7, At 10 Al22 Common R�le and others as applipble (including modifications) in the administration of ali
DEED federal andlor state funded grants. General modifications in the circulars:
a. DEED stands in the place of the federel agency in the langaage of the arculars.
b. Grantees may use their own rules and procedures if they meet the above standards or a2
more restridive.
a Where choices are available, the grant agreement must clearly indipte the required choice
(i.e., program income treatrnent).
d. Grantees' ethic codes must indude real, apparent, or potential conNids of interest regarding
procurement.
6. Certain DEED grantees are required to have limited scope-specific compliance audits performed
(requirements are separately transmitted) per generaily accepted auditing standards. 6camples are:
. The Extended Employment Program
. Grantees who are requested by DEED to have such an audit conduded.
7. Grantees of both federal and state funds mus[ have a written cost allocafion plan that cleady explains how
joint costs a� to be charged to each progrem that the organization operates, or a federally approved indirect
cost rate. .
C. DEED requires tfiat the audit report contain, in the notes to the financial statements:
7. A brief summary of the methods used to ailocate joint costs or a statement that the agency has a federaily
approved indirect cost rate.
2. A list of all organ'vations to which the grantee subgrented $25,000 or more in DEED state or pass-through
federal funds or a note that no DEED funds are subgranted.
D. DEED requires that auditors:
1. Make sure that subgrantee audit reports are being obtained and adequately reviewed.
2. Review cash management for bofh state and federal grants. Federai cash management guidelines also appiy
to state funds. Vola6ons musf be disdosed in the audit 2port
3. Ensure that all material-related parLy transac8ons are disclosed in the notes to fhe finanaal sYatements.
This indudes separate corporations if they have been set up by a staff or board member of the grantee, if a
staff or boarci member of the grantee is on the board of the corporation, or'rf a staif or board member of the
grantee is actively involved in the day-to-day opera6ons of 4he corporetion. Fxample: related pariy ownership of
buildings, equipmenk services, etc
E. Annual repo�ts must be submitted:
1. ForA-133 Audits (inciuding financial statement audits that accompany the A-133 audits):
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PPM509 - GranUSubgrant Audits
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M elec4'onic copy (preferably pd� of the single audit reporting padcage, as defined in A-133 sedion 320
(c), finanaal statemenf audiFS and management leSfer (with responses) must be submitted by fhe
auditor and received by DEED Fiscal Services, via e-mail fo Chris.Ortega[aSstate.mn.us. w"rfhin nine (9)
months from fiscal year end. In addition, when requested by Fispl Services, grantees must pmvide
copies of alI aud"iGs conducted even though the audits were not required.
A copy of the reporting package must be filed by the auditor wifh the Office of the Stafe Auditor (OSAj
Single Audit Division, 555 Paric StreeL St Paui, Minnesota 55103, within nine (9) months from fisql year
end.
A copy of fhe reporfing package must he sent within 30 days after issuance to: Fede2i Aud'R -
Clearinghouse, Bureau of Yne Census, Data Preparation Division, 12Dt East 10th Sireet, Jefifiersonville,
Indiana 47132.
2. For Fnandal Stafement Audits Onty (A-133 aud'R not required}:
. An electronic copy (preferably pd� of the finandal statement audiis and management letler (wkh
responses) must be submitted by the auddor and received by DEED Rscal Services, via e-mail to
Chris Ortega(�state mn us within six (6) months from fiscal year end. In addfion, when requested by
Fscal Services, grentees must provide copies of all audits conducted even though the audits were not
required.
F. DEED grantees wFio subgrant DEED funds, and all additional tiers of subgrantees, must
1. Require their subgrantees to follow the audit requirements in this document When requested by Fiscal
Services or program stafi, grantees must provide copies of all audits conduc[ed even though the audits were
not required.
2. EsTablish a subgrantee audd resolution, debt colfection and monitoring system.
G. Allegations of fraud and abuse, and investigations initiated and completed by the grantee and its subgrantees, must be
immediately reported, and a written report sent, to the DEED Program Director and to Fiscal Services (see item E1 for the
address).
H. DEED has oversight responsibilities for employment and fraining activity of MFIP (fAN� pmgrams even though the funds
originally come though the Minnesota DeparimeM of Human Services. DEED is concemed about alf fevets of subgranted
funds. By law, these granls/contrads must be operated on a cost basis. If any fund balances have accumulated, that
infortnation should be disciosed in the footnotes, the finanaal statements, or as supplementary infortnation of the audB
rePort.
I. Questions on the above requirements may be directed to Tim Langlie �m Langiiela�state.mn.us or 651.259.7071).
AUDIT RESOLUTION
The Fisral Services Unit in the Fiscal Management O�ce will send drafts of controversial letters, intended for
grantees, to program directors and staff for their input before finalizing the letters.
DETERMlN1NG THEAUDlT UNIVERSE
The amounts granted to DEED grantees must be identified during each calendar year to determine grantees which
are required to submit audits and to establish audit resolution priorities based on funding level.
Fiscal Services obtains a calendar-year alphabetic list of all DEED grantee cash requests by January 10 each year.
This list is reconciled with the audit universe report from MMB's list of grantees receiving federal funds from DEED.
Fiscal Services also maintains an audit database for tracking and monitoring and makes the database available to
program direcfors upon request.
MON/TORINC, AND ENSURING T/MELY RECEIPT OF AUDiTS
DEED requires that A-133 audits and financial-statement-only audits are received within �ine months after the
grantee's fiscal year-end. Audits are monitored to ensure they are processed within the required timeframe. Fiscal
Services wili send monthly audit status reports to each program director, as requested.
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' PPM509 - Grant/Subgrant Audits
Who
Fiscal Services/
Program Staff
P e5of7
09-7�0
Step What
1 Detemiine montfify which grantee audit reports are due within 30 days and have not yet
been received. Send reminder letters encouraging eady submission.
2 if a grantee misses the deadline, send a reminder lefter to fhe grantee board chairtnan.
Allow 30 days for a response.
3 When an audit is 60 days late, send a letter to the grantee board chairtnan stating that casfi
payments may be wiEhhe4d if the audit is not received within 30 days. Send a copy to the
program director.
4 Contact program director to discuss further actions. Work with the granfee, providing
technical assistance to meet the requirements.
5 If necessary, notify the subgrantee accountant to stop payments and recommend to
program director that an altemative source for program delivery may be needed. When
audit is received, ask for payments to be resumed.
REVlEWIN6 AND RESOLVING AUDITS
In general, grantees should rely on their CPA auditing firms for technical audit advice. If grantees di"sagree with
audit findings, they should try to resolve the issue during the audit or a4 the audit exit conference before the final
report is issued. However, grantees may ask for technical advice from Fiscal Services or program staff during this
process. Below is the reviewlresolution process when Fiscal Services receives an audit; it may be used as a guide
for other resolution audits.
�11/�L�'
Fiscal Services
Step What
1 Within ten days of receipt, send copy of audif report to program staff. Complete a review of
the federaf schedule of awards for the audit resolution checklist as required.
2 Coordinate with program staff cross-cutting issues and an audit resolution response thaf
describes whether the audit is satisfactory (incfuding whether ali reports required by point
E.1 in "Grant Agreement Audit Language" are included). It may include a request for
repayment or a closing letter to the grantee board chairtnan. Care should be taken so that
crosscutting issues are addressed when DEED is responsible.
3 Send the audit resolution response to the grantee, with copies to the program director.
Ailow 30 days for a response; if the audit is satisfactory, no response is required.
Grantee 4 Respond in wrifing within 30 days to an audit resolution letter where a response is
requested. Provide a) documentation to support questioned costs and/or b) proposed
corrective action steps and dates for implementation and/or a corrected copy of the final
FSR (Financial Status Report) with a refund to DEED.
Fiscal Services/ 5 Evaluate grantee responses according to the criteria shown in the section "Resolution of
Program Staff Questioned Costs Criteria." If the audit resolution remains unsatisfactory, issue an inte�m
determination after consuiting with the program director and the assistant commissioner.
Alfow an additional 30 days for correspondence with the grantee; grantee may request an
infortnal meeting to review facts.
6
Issue a final determination letter within 180 days after receipt of audit. If grantee does not
respond, foilow monitoring steps in "Monitoring and Ensuring Timely Receipt of Audits."
NOTE: Grantees must repay DEED-disallowed costs (see the secfions "Repaying Non-WIA
State or Federal Funds" and "Repaying WIA Funds"). A final determination letter starts the
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09-740
debt collection process (see "Debt Collection"). Grantees may file a grievance according to
program requirements.
RESOLUTION OF QUESTIONED COSTS CRITERlA
Cosfs are allowable when fhey are reasonable and necessary to accomplish the grant objectives and confortn to
limita6ons established by the grant agreement, regulations, and federal rules. These points should be considered
when resoiving questioned costs:
1. The nature of the cost, and whether it can be jusffied in terms of what was necessary for the program.
2. Whether adequate guidance was available fo the grantee at fhe time the ques5oned cost was incurred.
3. The actions taken by the grantee to correct the problem and to prevent similar occurrences in the future.
4. If costs were questioned due to inadequate supporting documentation, whether the grantee can reconstruct the
required documentation and take steps to ensure adequate documentation for future grants.
5. Whether workplan, special conditions, and budget violafions are justified. The grantee's response must fully
justify the action taken as a program necessity and identify the procedures that have been initiated to prevent
subsequent recurrence.
6. If the costs resulted from the grantee's failure to correct faults in its accounting system which had been brought to
its attention in previous audits, these costs will be recovered.
7. For WIA funds, stand-in costs may be albwed per 20 CFR, Subpart C, 667.300(2).
Where costs are unsupported, the grantee must reconstruct adequate documentation by getting an invoice from the
vendor, signed affidavits from employees on travei or other personal services, and/or proper approvals by agency
officials where costs are unmudgeted.
If the grantor decides the response is nat adequate for allowing the costs, the grantee is given a period of time to
subYmit a formal appeal. Appeals based on submission of new evidence will be considered by the grantor, new
material, infortnation, or documentation may allow a change in the previous determination. Appeals questioning
regulations or sEatutes will not be considered.
The appeal must be in writing and contain a clear statement of the issues to be considered in the appeal. A cash
restitution will be required for amounts disallowed because of reckless misuse of funds, failure to institute ordinary
and prudent fiscal control, and/or disallowances as a result of statutory limitations.
DEBT "COLLECTION
A debt is established when DEED determines, andJor the grantee acknowledges, the amount of misspent funds
discovered through auditing, monitoring, close-outs, reports, or ofher investigation. DEED will aggressively pursue
coilection of debts if the grantee does not voluntarily repay them.
PURSUING DEBT REPAYMENT
When issuing a final determination or if the grantee will not acknowledge or repay the debt, Fiscal Services will
write (with approval from the program directors and assistant commissioners) a"demand for repaymenY' letter that
will inciude:
1. The nature and amount of debt.
2.-The date by which repayment must be made.
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� � �PPM509 - Crrant/Subgrant Audits
P e7of7
09-��
3. A statement that inferest will begin to accrue on the debt 30 days from the dafe of notice, at the rate prescribed
by the U.S. Treasury.
4. A sfatement that "rf the grantee appeafs this decision, repayment may be delayed until an appeal decision is
made. However, if fhe grantee loses fhe appeal, the principal plus accrued interest from fhe designated repayment
date must be paid in fuil,
5. Notice that DEED may use one of these disciplinary options:
. Tertninate some or all financial granfs wifh the grantee.
. Impose sanctions according to program requirements.
. Ask the Minnesota Aftomey Generai's Office for assistance with appropriate fegai action.
• Use administrative offset to coilect debts; reimbursement due to the grantee may be used to offset the debt.
• Require cash repayment.
• Aflow use of stand-in costs.
If the grantee does not respond, Fiscal Services will consult with the appropriate program staff to exercise one of
the disciplinary options above. The sanction(s) will continue until the required action has been completed.
REPAYING STATE OR FEDERAL FUNDS
Grantees must repay DEED-disariowed costs in cash from non-DEED sources (state or federel) or as stated in the
grant agreement. Repayment of non-WIA (Workforce Investment Act) funds must be paid in full (there are more
specific requirements for repaying WIA funds in Section 184 of the Act). However, in cases of demonstrated
hardship, DEED and the grantee may develop an installment plan.
A grantee's letter of transmittal accompanying repayment to DEED must include the grantee's name, grant
numbers, program titie, year to which repayment applies, and a revised FSR. When the grantee cash is received,
Fiscal Services will take appropriate action to fulfill funding source requirements.
REPAY/NG WIA FUNDS
WIA (Worldorce Investment Act) debts that are due to the conditions cited below must be repaid with non-federal
funds to DEED which will in tum send the payments to the US Departsnent of �abor (DOL):
1) "Willful disregard of the requirements of the Act, gross negiigence, or failure to observe accepted
standards of administration," under Section 184(d)(1) of the Act; or
2) "Incidents of fraud, malfeasance, misapplication of funds" or other serious violations defined in TEGL
(Training and Employment Guidance Letter) No. 6-84; or
3} "Illegal acts or irregularities" which are required to be reported.
WIA debts will be paid per Section 184, Fiscal Controls; Sanctions of the Act; and Part 667, Administrative
Provisions under T8e 1 of the Workforce lnvestment Act, Subparts E, F, and G of the Rules and Regulations (see
the Workforce Investment Act and WIA final regulations).
Refurn to PPM Homeoaae
http_//intraweb.deed.state.mn.ushef/ppm/ppm509.htm
Issue Date: 06/06
5/26/2009
, i FM516- GranUSubgrant Cash Management and Cash Request P e 1 of 3
09-��0
DEED GRANT/SUBGRANT CASH MANAGEMENT AND CASH REQUEST PPM570
Table of Contents
introduction
Polic
Developing Cash Management S��stems
Grant Agreement Languaqe
Cash Request Instructions
ContactPersons: Tim Langiie (Tim.Langlie@state.mn.us)
651.259.7071
Ronn Malakowsky (Ronn.Malakowsky@state.mn.us)
651.259.7073
INTRODUCTION
The Minnesota Department of Employment and Economic Development (DEED) has adopted requirements,
explained in this chapter, ta provide specific cash managzment guidance to its grantees. Grantees may in tum use
these requirements for guiding their subgrantees. This policy applies to ali state/federal funds that are administered
by DEED.
This federal regulation is the basis of DEED's grant cash management policy: OMB Common Rule - 21 Payment
(b) Basic Standard states "Methods and procedures for payment shall minimize the time elapsing between the
transfer of funds and disbursements by the grantee or subgrantee in accordance with Treasury regulations at 31
CFR, Part 205:'
References: Minnesota Management & Budget (MMB) Minnesota Accounting and Procurement System (MAPS)
Operations Manual, Chapter 4, Section 0401-01; and MMB's Professional/Techniral Services Contract Manual,
Section 24.
POLICY
pEED will follow federal regulatfons regarding grant cash management and will ensure that all of its grants (except
on-the job training contracts) contain language that conforms to those regulations.
DEVELOP{NG CASH MANAGEMENT SYSTEMS
Granfees must develop cash managemenf systems that ensure the timing and amount of cash received be as close
as is administratively feasible to the actual disbursement of all program costs and must report cash activity to
DEED. They must also impose a similar system of cash managemenf for their subgrantees. Grantee staff involved
in financial activity shouid become familiar with the procedures and necessary forms.
DEED reserves the right to offsef overpayments and disallowances by reducing cash payments on any DEED grant
with fhe granfee.
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PPM510 - GranUSubgrant Cash Management and Cash Request
Page 2 a� 3 ,
09-740
Names of persons who are authorized to draw cash for DEED funding musf be senf in wrifing to fhe Fiscal
Management Office; use the Authorsed Signafure EoRn for Cash Requests.
GRANT AGREEMENT LANGUAGE
DEED ou8ines its requirements for grant cash management in grant agreements with grantees (see Policy and
Procedures Manual Chaoter 5081. When a grantee gives funds to a subgrantee, DEED's cash management
requirements must be inciuded in the grant agreements with the subgrantee and with all additional tiers of
subgrantees. This may be accompiished by one of these methods:
• The language shown below may be copied and included in the grant agreement, a grant agreement
aftachmenf, or a program operating manual; or
. The language shown below may be mod�ed to fit program needs, and then included in the grant agreement,
a grant agreement aftachment, or a program operating manuai; or
• Language citing the relevant federal requirements may be referenced wifhin grant agreements.
DEED divisions may add language as appropriate to clearly state their program needs. Existing grant agreements
that do not contain similar language should be amended. The tertninology should be consistent with other grant
agreement language. When a grantee gives funds to a subgrantee, these requirements may be included in the
grant agreements with the subgrantee and with aIl additional tiers of subgrantees.
This is the language that may be included:
Cash Management. Grantees must have a system that ensures the timing and amount of cash
recerved be as close as is administratively feasible to the actual disbursement of all program cost.
Cash Requests. A"Cash RequesY' form must be used for requesting cash (Note: cash may be
requested for up to ten DEED grants on this fortn). Drawdowns should be timed so that receipt of cash
by the grantee coincides with the grantee's mailing of checks to payees. Grantees must provide an
explanation—under the "remarks" section of the form—for the reason the drawdown was made
prematurely or their reasons for having more than three-days cash requirements on hand. Cash
requests may be denied by program staff if grantees are not complying with the terms of the grant (such
as submitting late financiai sfatus reports [FSRs] or program reports, or for any significant non-
compliance issue).
An "Authorized Signature Form for Cash Requests" form should be completed and returned as soon as
possibie.
Call Fiscal Management (651259.7073) for answers to any questions on these requirements.
CASH REQUEST INSTRUCTIONS
Submit a cash request as frequently as necessary to effectively manage cash. Fax to 651.296.9573 ('rf busy, fax
651.296,9775) or mail to the address shown on the form. tf requesi is faued, keep original request in files.
These are the instructions for completing the Cash Request form:
Grant Recipient Name and Address: Enter full legal name. Enter the address to which the warrant (check) will be
mailed. Mailing address listed should agree with the address listed on the grant If not, this mailing address should
be listed in the Warrant Mailing Address box on the Authorized Signature Form. Warrants can be mailed to the
grant recipient or directly to the grant recipienYs bank, or an electronic fund transfer may be done directly to the
bank (for more information on electronic fund transfers, call the Minnesota Department of Finance at
651.296.5747).
Total Requested AmounY, Enter the dollar amount requested. The amount requested must equa! the totai of
Column A under "Cash Request this Period."
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�,�N151 �i - Grant/Subgrant Cash Management and Cash Request P e 3 of 3
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Cash Request #: Number sequentially.
Grant # and Name: Enter the grant number and name obtained from the NFA (Notice of Funds Available) or from
page 1 of the grant agreement Cash may be requesfed for up to ten DEED granfs on this form. The grant name(s)
will be identified on the check received.
Cash Request Tfiis Period (Columns A and B): Enfer fhe amount requested in Column A. Calculate the number of
days that the supply of cash in Column A represenfs and enter this number in Column B. The total of Column A
must equal the amounf entered in the'Total Requesfed AmounY' block
Current Cash on Hand (Columns C and D): Enter the amount on hand in Column C. Calculate fhe days' supply of
cash Column C represents, and enter this number in Column D. "Number of days supply" is the lengfh of time the
cash will last un51 book balance is zero.
Granf Baiance Available (Column E): Enter the amount currently available to be drawn per the NFA or the
contract, whichever is less. Calculate the amount by subfracting fhe cumulative amount previously requested from
the total amount of each grant or NFA.
Authorized Signature: If faxed or e-mailed, a signature is not required; the grantee's electronic identification serves
as an authorizing signature. Individuals who sign must be authorized via an Authorized Signature Form. Signatures
are required on the mailed copy.
Counter Signature: Enter, if required by grant recipient. Individuals who sign must be authorized via an Authorized
Signature Form.
Typed Name: This must be filled in.
Retum to PPM Homeoaae Issue Date: 06l06
http://intraweb.deed.state.mn.us/ref/ppm/ppm510.h1m 5/26/2009
������
City of S� Paul Youth Job Corps
Local Youth Plan Instructions for Program Year 2009
Funds Available
The Office of Youth Development of the Minnesota Departrnent of Employment & Economic
Development is pleased to announce the availability of $530,100 for the City of St. Paul to be
used for providing smnmer employment opportunities to economically disadvantaged and/or at-
risk youth. No match is required. Funds are available as of 7/1/09 and must be fully spent by
6/30/10.
Allowable Activities
These funds may only be used for suminer employment opportunities for youth who reside
within the City of St. Paul, are between the ages of 14 and 21, and are economically
disadvantaged, or considered to be "at risk" youth.
Eligibility Requirements
Youth participating in the St. Paul Youth Job Corps through this funding must meet the
following requirements in order to be eligible to receive services:
• Must be a resident of the City of St. Paul
• In addition, Minnesota Statutes 116L.56, Subdivision 2 applies as follows:
Subd. 2. Eligible applicant. "Eligible applicant" means an individual who is between the ages
of 14 and 21 and economically disadvantaged (see page 3 for the definition of economically
disadvantaged).
An at-risk youth can be classified as a family of one and deemed economically disadvantaged.
For purposes of eligibility determination the following individuals are considered at risk:
(1) a pregnant or parenting youth;
(2) a youth with limited English proficiency;
(3) a potential or actual school dropout;
(4) a youth in an offender or diversion program;
(5) a public assistance recipient ar a recipient of group home services;
(6) a youth with disabilities including learning disabilities;
(7) a chemically dependent youth or child of drug or alcohol abusers;
(8) a homeless or runaway youth;
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09-740
Year 2009 Planning Instructions
City of St. Paul Youth Job Corps
Form 1 - Co��er Sheet
APPLICANT AGE:l�CY - IJse the legal Contact 1Vame and Address
name and full address of the fiscal agency
wifh whom the grant wiIl be executed.
City of Saint Panl, Department of Parks Gwen Petersan
and Recreatio�i 40U City HaIi Annex
400 City Hail Annex 25 West Fourth Street
25 West Fourth Street Saint Paul, MN. 55102
Saint Paul, MN. 55102
Director Name: Michael Hahm, CPRP Telephone Ni�mber: 651-266-6418
Telephone Number: 651-2b5-6409 FAX: b5I -292-7311
FAX: 651-292-?311 E-Maii: gwen.peterson@cistpauI.mn.us
E-Mail: michael.hahm@cistpaui.mn.us ' _, _ __ _ _ _,
iVIN Tax ID#} 8025095 Federaf Employer ID# 4l -b005521
I certify that tke information eontained herein is true and acourate to the best of my knawledge
and that I submii this appli,�ation on behalf of the applicant. �,.,
SignaTnre:
Title: City of Saint Paul, Parks anr� Recreation Director
Bate: 3une 3, 2004
�
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09-740
CITY OF ST. PAUL YOUTH SOB CORPS
2009 PLANNII�TG Il\'STRL'CTIONS
Form 2— Youth Pian ATarrative
Program Design:
1. How will you identify and recruit program participants?
Applicarions �vere availahle March 23`� on the City's website. They were also distn'huYed to Job Fairs, recreafions
centers and libnries Tluoughout Saint Paul. A press release was sent oui to all media, St. Paul schaol work
coordinators, school counsetors and school admivisnato:s. Cnven Peterson, program cooLdinator, was inzerviewed on
KNISP FOX rews-TV Lad a link to the YJC website. The St. Paul Pioneer Press and many neighboxhood
newspapers also wrote sYOries. Xouth were also refened to the program through
. Advilssion Possible
• HIliED
• Bmldtng Lives
• Focus Beyond
• Communiiy Design Cenier
• YWCA
• Youth Express
• Advantaga Cente:
• Totem Ta�vn
• Boys & Crirls Clubs
• G'ul Scovts
• CommoaBond
• Public Housing Fair
. Places of WorsLip
• Pubfic Housing Agency
• Ramsey Counfy afrer-care
• Ramsey County Resource Center
. Ramsey County Social Services
• Sf. Paul Urban League
• COMPAS
• Higher Ground Academy
• WilderFoundafion
• Focus Beyond Programs in Transirion
• On Track
• MCRC IniervenTion Program
• Destination 2910
• Mentoring Yaung Aduits
2. Descn'be the services and activities that you �viil offer participants. Inelude thiugs suck
as the number to be served, location of activitieslservices, specific activities in which
youth will be engaged to prepare them for future employment anfl education, esfimated
durarion of services, and estimated cost per participant.
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09-740
We aze prepared to serve over 500 Ciry of SainT Paul youth ages 14-21. Youth 14-18 ace paid m;.,;,,,,,m wage and
youth 19-2I are paid 57.50 an hour. The jobs created provide commuaity services during the summer months with
work sites scattered thcu-aut the City. Included in t8e pragram aze effecTive and compzehensive acrivities, including
a variety of options for improving educarional and skilts compefencies and establisking effective conaections to
employexs. The Y7C incorponYes oppoztunities for trainiug and work eaperience related to future career choices.
Thete aze opporiuniTies and activities related io leadexship developmeut, decision mafaug, citizenship and
co�uniry sezvice. The participants develop basic job seeking and job keepiag ski7ls, aad the feeling of self worth
by pazticipating aad being a productive member of society. Estimated cosY per participant is �1, 31 i.40
Once a candidate is enrolled into the Youtfi 7ob Co�ps Yhey are required to aitend a program orientation and a pre-
emgloywent skills training session.
The pxogram orientation AND a pre-employment skill training consists of:
• YJC program poficies and procedures
• StatelFedeial policies and pxocedures
. PayroIl policies and procedures
• Preparing for the interview
• Scheduling the inierview
• Dressing foi the interview
• Interview questions
• Personalappearance
• Good attitude traifis vs. bad attitude traiis
• Time management skifls
• Cofmmmication sldlls
• Team players skills
• Conflict management ski2ls
3. Describe your participant assessment pmcess. How will you match participants �vith the
availablejobs/services?
On Yhe application, each candidate is offered cfioices oa wfieie they �vould like to tivok.l'hey can rank their
�vorksite preferences from i— 7 and we make every effoit tn accommodate theu xequesi.
After the youth atfend an orientation/job skills session, we preformed an intemet map search and a zip code
searcfi on each participant in order to find a job site no more than hvo miles from the applicanPs home. Once a
site has been identified that best fits tl�e participanYs choice of work, and �vithin a ciose proximity to their
homes, �ve send a letter to the youtfi instzucting fhem to contact a supervisor at that worksite for an interview.
The youfh and the supervisor set up a time for an'rnferoiew. Knowing that this may be Yhe first intervie�v ever
fox these youYh, �ua iashuct the supervisor to guide them along and teach them what an i�erview �vill be 3ike.
4. Describe strategies to assist youth who have special needs or significant barriers to
employment, including those who are deficient in basic sldlls, school dropouts, offenders,
pregnant or parenting, homeless youth, foster children, runa«ays or those youth with
disabiliries.
Tluough our application piocess we try to matcfi up youth wiTh �vork locations and supervisoxs that �vould
be besY suited for them. As with the ansiver for number 3 above, The intervierv process helps in deferminiug
any special needs ihe youth have and that wa can best assist ia
Also, we LiFe 7ob Coaches who travel from siFe to site sevecal times dur'sng the summer to talk one on one
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09-740
with the youth in order to maks sure tfieu needs ue being meT. The Job Coach aLso talks to tfie supervisois
to make sure the youTh aze working with-in the'sr capabiliries.
5. How will you ensure that services are provided Yo those who can most benefit and are
most in need?
The nine page application includes an income affidavit and a disability stams section which identifies those
who can mosY benefix and aze most in need.
Also, reports received &om the supervisors after iiie interview and during 2he piogam, and the reports
received fram the Job Coaches help ns ensure that the seroices aze provided to those who can most benefit
and are mosY in need.
6. Describe your evaluation pmcess. I-Iow wiil yon determine success? How will you nse
the dafa to make program improvements?
Each youth is responsible far comptering a year-end evafuaiion. The eva2ua6on aTlows parkiaipating youth to rank the
performauce of dxeir supervisoxs, jobsites, themseives and their fumre pTans. The rating system is based on a 1-4 scale, witfi 4
being the highest grade. The results bave bean consisteutly above 3.00. On the evatuarion form we also ask for suggestions
from the youth and supeivisors to make the program better. These aze reviewed and iacorporafed in to fhe program yeazly.
VJe incorporated a survey at ?he end of the summer progxam asking the youth what their next steps wil2 be {retuin to school,
find a permanenY job, not work}.
Partnerships and Coordination:
Desciiba strategies and coordinarion efforts with other youth-serving agencies and
resources used ta recruit and provide comprehensive services to eligible youth.
The Youth 7ob Cor}�s garh�ers with, and places youth at the yonkh-serving agencies below. The Youth Iob
Coips is responsible for the placement and payroll of the youih at these Foca6ons:
Parks & Recreation:
— The youth assist in leading and monitoring recreafionat acriviries for aIl age and ability groups.
— The youth participate in tiie Blooming Saint Paul iniUarive
— The youth make up environment crews at Como, Phalen, and Bruce Vento Sancheary participatiag in
lakesho:e xestoration
Libraries:
— The youth assist in the daily duries of shelving books, assisting visitors and geneial maintenance
Police ACOP Program:
— The youth participate in a coeperativa pxogram �vith the St. Paul Public Housing Ageney to impcove the
relarionship behveen public housing communities & the police depar[ment
YWCA:
— The youth serve as Progmm Aides i� the follo�ving depariments: Health and Fifness Center, Housing
Depaitment, Operetions, and Youth Development, where they assisted sqff and received svpervised,
hauds-on woik eaperience.
— Minvesota Conservation Corps:
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09-740
— The yovth lea�m job stdlls, cazeer plavning, personal development, leadership and nahaal resource skills.
They pazficipate ia dailp educaYion topics such as ecology, susiainability, �vater and land management, food
producrion, American Sign Langvage and'vfinnesota narival history.
— Workforce Investment Act;
— "f'he youth (primarify young adults) wilZ worfc inprivate and aon profit oxgauizations throughout Ramsey
County in a variety of pasitions as a result of skimulus funding subconkacted ttizougli Ramsey Coimty.
Potenrial partneis ucclude oiganization in the fields of Health, Finance, and Manufac[uring, and ?oc2i
�iunicipalifles.
— Higher Ground Academy:
— The youth develop educatiomi emss�s�ord puzzles for students, conducted a survey of pazents to assess
computer use in their homes, assisted teacheis in science and mathematics class with elementary students,
and participated in a rivo week America Votes program
Community Design Center of Minnesota {CDC);
— Important ateas empbasized ai the {CDC) aze job uaining, hands-on community projests, acquisition of
conservation and restosation skills as they apply both locally and globally, and leaming about the
Mississippi River EwsysTem
Other locations:
1Yee Trust Focus Beyond/Transitions DistriM Councils
Youth Express Compas ArtsWork Hallie Q. Brotvn Center
AI2TS-Us, Inc Boys & Girls CIub IInderConstruction
YAP Youthrive SPPS
8. Describe yaur agency's involvement with the private secYor, including foundation support
(if applicable).
We am in tke process of implemenYing wt First Place Program. The First Place Pragram will be for youth
16-21 Svho have, iu addition to completing the YJC application, submitted a resume, a Fetter of
recommendation and answered hvo essay quesrions. These }routh �vill go through exha job sldlls training
and be placed in many private sector jobs such as Iaw offices, heakh care facilifies, bauking, etc. The goal
is fox The private sector employeis to pay for the yonths �vages.
The CCC works with These members to teach ihe YJC participants irade skiFls.
9. Describe any cooperafive agreements �vith area schools to provide academic credit for
youth who successfully compiete the basic skills and(or work experience activifies.
The Youth Job Corps partners witk "Saint Pau] Connectioas" wkere youW wha complete a minimum
amount af hours eara .5 to 1 Irigh school elective crediT
10. Tdentify other resources (source and amount} that will be coordinated with these fiwds.
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Amung our many parmers is The Construction Cazeess CoaliYion (CCCj which is an organizarioa of
conshucYion building irade associations. CCC members are:
09-740
Funding foi the Youth Iob Corps piogmm comes from a 5400,000 Community Development Block Gnnt
(CDBG) that the City receives from the U.S. Department of Housing and tirban Development (F�u�D). The
progam is an eligible CDBD pvblic service acrivity aad kas been receiving CDBG fuuding since 1993.
St. Paut PazL•s and Recrearion funds tha majorizy of tfie direct administrarion of this program within its
General Fuad, in the amouut of $4d,000 foz 2409.
Tfie Pazhs aad RecreaTion Adminishation secrion suppor4s the overall management of t}�e program, and the
Pazks aad Recrearion Finmmce and Plaaning section supports the accounfing needs of the pxogram
and supports and supervises the payroll eomponent. Appxoximate value of service provided -$SQ000
fiwded tiuough the General Fund.
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09-740
Form 3— 2009 Budget Infarmation Summary: City of St. Paul YouYh Job Corps
(See foIIowing page for definitions of cost categories)
' Grantee: City of Saint Paul
; Concact: Gwen Peterson
'. �htail nddress: Gwen.Petersonna ci.stpaul.mn.us
i Phone: b51-266-6430
� Dafe Snbmitted (or Modified}: 7t1T18 5 2049
CumulaYive Quarterly EaQendituresx
Tofal Funds 711/09 1071/09 1/1T10 411/10 Estimated
Cost Cafegory Available to to to to Unexpended
9/30109 12/31/09 3/31/SO 6l30/10 Funds
� Adminisfration*x 26,500 6,625 I3,250 19,875 26,500
Youth
Partioipant 348,600 340,000 345,000 350,000 398,600
Wages and
kYin e Benefits
Direct Services to 72�000 35,000 42,000 SO,OOd 72,000
Youth
support services 33,000 18,004 19,004 20,OOd 33,000
TOTAL: 530,100 399,625 419,250 439,875 530,100
�`All quarterly figures musY be cumularive.
*" Up to 5°l0 of the funds are available for administr�atian.
Estimated Number of Youth Served
� 7/U09 — 6/30l10 � 500 —�
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09-740
Defnitions of Cost Categories
Adminisfrafion — CosYs are defined by WIA Final Rules and Regulations (20 CFR,
Section §667.220} and are generafly associa#ed with the expenditures related to the �verall
operation of the employment and training system.
Youth Parficipanf Wages and PYinge Benefits — Wages and benefits paid direetly to
youth parficipants while engaged in program acfivities. Stipends provided for educafional
activiries should be included in this cost category.
Direct Services Yo Youth — Costs associated with providing direct service to youth,
EXCLUDING cosfs of youth participant wages and fringe benefits and support services.
Wages and fringe benefits for staff who provide direct services fo youth participants
should be included in tkis cast category.
Support Services — Items that aze necessary for a youth to participate in the program, such
as transportation, clothing, taols, child care, housing�rental assistance, school-related
expenses, ete. These expenses may be paid directly to the youth or to a third-party vendor.
Page 12