94-1236 ORIGINAL Council File # 9y 2.36
Green Sheet # 4
RESOLUTION
CITY OF INT PAUL, MINNESOTA 5
�/
Presented By /
Referred To Committee: Date
I I
WHEREAS, State of Minnesota funds have been made available to the City from
the Minnesota Department of Economic Security; and
WHEREAS, these funds are targeted to be used for prevention and intervention
services to at -risk youth; and
WHEREAS, the City of SaiiLt Paul, Department of Planning WHE ty P g and Economic
Development, Workforce Development Section has been designated the recipient
of these funds; and
WHEREAS, sixteen - hundred (1,600) at -risk youth residents of Saint Paul
will receive prevention and intervention assistance, therefore, be it,
RESOLVED, that upon recommendation of the Mayor, the Council of the City
of Saint Paul does hereby approve the acceptance and use of such State funds as
indicated above, and be it
RESOLVED, that the proper City of Saint Paul officials are hereby authorized
and directed to execute appropria1 contracts for delivery of prevention and intervention
services for at -risk youth; and be if
FURTHER RESOLVED, the Mayor, pursuant to section 1007.01 of the City
Charter, does certify that there are available for appropriation revenues in
excess of those estimated in the 15,94 budget, and
[R 1 V 1 v A L NALLY RESOLVED t he � a or recommends the followin chan es to the q - O \ Y g g
1994 budget:
Current Amended
FINANCING PLAN Budget Changes Budget
345 Governmental Emp & Tmg Pro .
36580 Minnesota City Grants
3457 -67094 JTPA Grants - State Funde • 0 413,108 413.108
0 $413,108 $413,108
Current Amended
SPENDING PLAN 1 Budget Changes Budget
345 Governmental Emp & Tmg Pro:
36580 Minnesota City Grants
0547 -67094 Payment to Subcontractors 0 408,108 408,108
0558 -67094 Transfer to PED Operating and 0 5.000 5.000
0 $413,108 $413,108
RESOLVED, that the City Coun approves these changes in the 1994 budget.
APPROVED AS TO FUNDING APPROVAL RECOMMENDED
1 ill 6?2,(::-Q
Director, Department of Finance Bud t Director
and Management Services
Y Nays Abent
Blakey Requested by Department of:
Grimm Gri
H arris Planning and Economic Development
Me and � -
r Ketman � i
Thune ___..7.____ 1
7 a
Adopted by Council: Date AUG 2 4 I ` 94 By: %.-11,74#
Ifi
Adopti ertifie• C- ncil- Secre. :ry
Form Approved by City Attorney
q
imp. ..mi.`
Approved b Mayor: Date J ':-;
Approve by Mayor fo S •mis 'on to
B � r '� t f�' Coun e
By: t
N° 271 "3 ".
DEPA r, T *.T3 aTe`T' IL ., ATED j
GREEN SHEET S
'� t - E '' t j1t - a '- ..I tte .
J. E s i E `
�` ill DEP APrMENr DaRECTOR rl _ HI CirY COCN "�
ASMON gi ITY ATT. ,YSIF"4' .•rl ff /a!! CITY CLERK -
!_L�w_�� NUMBER FOR
MU IL ENS BY ( ) RR<a1TR o r -, : " r T DIRECTOR [ERN. 8 Met SERVICES ■ . { 1
August 3, 1994 L11ia° 11 MAYOR (OR ASBJSTANT) ! x .T9 a
TOTAL # OF SIGNATURE PAGES One €1 ?' (CLI I ALL LOCATIONS FOR SIGNATURE)
ACTION REQUESTED:
Signature on attached City C.undI Resolution. 'Thds action allows the City UM reeve special grant kinds that will , + '
programs and serf es for ate youth.
a .!
• RECOMMENDATIONS: Approve (A) or Reject (R) IlERBONAL SERVICE CONTRACTS MUST ANSWER THE FOLLOWING QUESTIONS:
_ PLANNING COMMISSION _ CIVIL SERVICE COMMISSION
• ., this person/firm ev worked under a Contract fo r this department?
_ CIB COMMITTEE YES NO
Has this person/firm ever been a city employee? ' a
• ._ STAFF YES NO
i
_.. DISTRICT COURT ._ Does this person/firm possess a skill not normally possessed by any current ay engl4Cyee?
SUPPORTS WHICH COUNCIL OBJECTIVE? YES NO •
Uplift all yes answers on separate sheet and attach to green shoot
( //
,,
INITIATING PROBLEM, ISSUE. bPPORTUNITY (Who, Whet, When, Where. WU.: t /� E la AA 5 n jw .. g i,,,. ±N .
a� 1
The Cky is ezpesie a multipe of social and iwobleons dkectly related to collations and expeditions of : _ , . ', 1,
at -risk.
t '
s
' ADVANTAGES IF APPROVED:
3
The City will offtr a range el prevention and intervention services that will the of Ed
` youth at-risk and make Saint Paid a safer Clay. noise vices will ctndew tam #
after S411001 supervised recatatioa activities and w
. ; education assistance, RE RECEIVED
AUG 5 1994 F
BUDGET AUG 04 1994 -1
,: DISADVANTASiES IF APPROVED: DU 17 //++[T T QFEICG nr
f None. Council Research Center
CITY ATTORNE
} 3
A UG 16 1994
DISADVANTAGES IF NOT APPROVED:
1�
, , Loss of opportunities and mig ram i to t City's youth. bemused legs of related crime and vlo e.
• Incised levels of , drop -outs, and e
fff ;) I
i T OTAL AMOUNT OF TRANSACTION $ 3.10$ COST/REVENUE BUDGETED (CIRCLE ONE) YES NO
FUNDIt4G SOURCE State of Minnesota ACTIVITY NUMBER P6 340-36510345747094
FINANCIAL INFORMATION: (EXPLAIN)
i
11-0-
Trn No FY Account ID � Dpt /Div Sequence No Suf Objt Vendor Type Amount
NA4 21200 01 V
Date Number Entered Ery Date . Number - Entered By
STATE OF MINNESOTA
DEPARTMENT OF ECONOMIC SECURITY /COMMUNITY BASED SERVICES DIVISION
MINNESOTA CITY GRANTS PROGRAM
Funding Source: City Grants Grant Agreement Number: 89595
This grant agreement, which shall be interpreted pursuant to the laws of the State of Minnesota,
between the State of Minnesota, acting through its Department of Economic Security (DES),
Community Based Services Division (CBS), (hereinafter the DEPARTMENT), and
City of St. Paul
215 East 9th Street, 3rd Floor
St. Paul, MN 55101
Social Security or Federal Identification Number: 41- 6005521
Minnesota State Tax Identification Number: 80 -25095
(Hereinafter GRANTEE)
WITNESSETH:
WHEREAS, The DEPARTMENT has been acthorized by the Legislature to make grants to cities
pursuant to the Laws of Mirnesota 1994, Chapter 576, Sec. 67, subd. 10 to provide
programs and services tout risk youth in the GRANTEE'S city;
WHEREAS, the GRANTEE represents that is duly qualified to perform the duties undertaken by it
under this grant agreement; and,
WHEREAS, the GRANTEE understands anc accepts the terms and conditions of this agreement as
specified below.
NOW, THEREFORE, in consideration of the premises and of the representations made therein, the
parties agree that:
I. Program: The foregoing recitals are made part of this grant agreement by reference. The
GRANTEE shall implement the Work Plan and Budget hereto attached as Exhibit A and B,
respectively, which is incorporated herein by reference as a part of this grant agreement.
II. Duties and Payment: GRANTEE shall perform all the services enumerated in #1 above and shall
be reimbursed for its expenses in providing these services, provided that the total
obligation of the DEPARTMENT for all reimbursement to GRANTEE shall not exceed $413,108
These funds are to be expended in the cost categories and amounts shown in the Budget,
Exhibit B, which is attached he incorporated by reference herein and made a part
hereof. The DEPARTMENT shall not be responsible to reimburse GRANTEE for its payments or
liability to the Unemployment Comfensation Fund as a reimbursing employer after termination
of GRANTEE's participation in procrams under the Act or for any liability accrued thereunder
befdre the effective date of this Grant.
•
III. Term of Grant: This Grant shall be effective on July 1,
1994, or upon such date as it is
executed as to encumbrance by the Commissioner of the Department of Economic Security,
whichever occurs later, and shah" remain in effect until June 30, 1995, or until all
obligations set forth in this contract have been satisfactorily fulfilled, whichever occurs
first.
IV. Termination: Either party shall have the right to terminate this Grant on thirty (30) days
written notice.
V. Request for Payment: Requests for cash advances shall be made by GRANTEE to the DEPARTMENT
on the DEPARTMENT's Form No DJT -1864. Payments shall be made by the DEPARTMENT as soon as
practicable after GRANTEE's presertation of the Request for Cash. The fact of payment of
any item shall not preclude the DEPARTMENT from questioning the propriety of any item.
GRANTEE acknowledges that funds to finance this grant are to be obtained by the DEPARTMENT
through a specific legislative act. If at any time such funds become unavailable under the
Act, this Agreement shall be terminated immediately upon written notice of such fact by the
DEPARTMENT to GRANTEE. In the event of such termination, GRANTEE shall be entitled to
• reimbursement, determined on a pro rata basis, for services satisfactorily performed.
VI. Purchase of Furniture and Equipment: GRANTEE shall not purchase furniture or other
equipment without the prior written approval of the DEPARTMENT.
VII. Repayment of Funds: The DEPARTMENT reserves the right to offset any over - payment or
disallowance of any item or items under this Grant by reducing future payments requested
by GRANTEE. This clause shall not be construed to bar any other legal remedies the
DEPARTMENT may have to recover funds expended by GRANTEE for disallowed costs.
VIII. GRANTEE Reports: GRANTEE agrees to provide the DEPARTMENT with such progress reports as
the DEPARTMENT shall from time to time require including, but not limited to, the following:
a. Quarterly Financial Status Report (FSR) due by the 20th day following the end of
each quarter.
uarter.
Report die by the 10th day following b. Quarterly Progress Rep y Y 9 the end of each quarter.
The DEPARTMENT shall withhold funcing if reporting requirements are not met in a complete,
accurate and timely manner.
IX. Monitoring and Corrective Action: Performance as set forth in Paragraph #1 above is
essential to the life of this Gran;. GRANTEE agrees to permit monitoring by the DEPARTMENT
to determine Grant performance and compliance with Grant provisions. GRANTEE further agrees
to cooperate with the DEPARTMENT in performing and completing such monitoring activities
and GRANTEE agrees to implement and comply with such remedial action as is proposed by the
DEPARTMENT.
X. Liability: GRANTEE agrees to incemnify and save and hold the DEPARTMENT, its agents and
employees harmless from any and a "1 claims or causes of action, including attorney's fees,
arising from the performance of this Grant by GRANTEE, its agents, officers and employees.
XI. Special Administrative Provisions Required Under the Act: GRANTEE agrees to administer the
program in accordance with the Ac-, as amended, the regulations and guidelines promulgated
thereunder. GRANTEE also agrees to comply with other applicable Federal and State laws.
In the event that these laws, reculations or policies are amended at any time during the
term of this Agreement, the GRANYEE shall comply with such amended laws, regulations or
guidelines.
2
A.
Records /Audits: GRANTEE agrees to use such fiscal, audit and c count i ng
procedures as may be n ?cessary to assure proper disbursement of such payments.
The Secretary of Labor, the Comptroller General of the United States and the
DEPARTMENT, or a desiglated representative, shall have access to and the right
to examine for audit purposes or otherwise, any books, documents, papers or
records of GRANTEE. The books, records, documents and accounting procedures
and practices of the GRANTEE relevant to the Grant are also subject to
examination by the DEPARTMENT and the legislative auditor of the State of
Minnesota. GRANTEE agrees to fully cooperate in any such examination and /or
audit and to have sail audits carried out in accordance with Subgrant Audit
Requirements, Attachment 1, which is attached hereto, incorporated by reference
herein and made a part hereof.
All records pertaining to this Grant shall be retained by the GRANTEE fora
period of at least three years after the expiration of the term of this Grant,
or on completion of al audit, if one has been commenced within three years,
whichever period is lcnger.
B. Program Standards: GRANTEE agrees to comply with OMB Circular Numbers A -21, A -87,
A -102, A -110, A -122, A -128, A -133, OASC -10, Federal Treasury Circular 1075, and DJT
Subgrantee Administrative Requirements No. 1 as these circular and issuances relate
to the utilization of funds, the operation of programs and the maintenance of records,
books, accounts and other documents under the Act, as amended.
C. Non - Discrimination Statemen-: The GRANTEE will comply with:
i. The Job Training Partnership Act of 1982 Sec. 167 (a)(2) prohibits
discrimination under any program funded in whole or in part with JTPA funds
because of race, color, religion, sex, national origin, age, handicap or
political affiliation or belief. Sec. 167 (a)(4) prohibits discrimination
against individuals because of their participation in JTPA. Sec. 167 (a)(5)
prohibits discrimination against participants in a JTPA program because of
their citizenship.
ii. Title VI of the Civil Rights Act of 1964, as amended by the Equal Employment
Opportunity Act of 1972, which generally prohibits discrimination on grounds
of race, color or national origin, and applies to any program or activity
receiving federal financial aid.
iii. -Title VII of the Civil Rights Act of 1964, as amended by the Equal Employment
Opportunity Act of 1572, which generally prohibits discrimination because of
race, color, religior, sex or national origin and applies to all employers,
including State and lDcal governments, public and private employment agencies
and labor organizatiDns. Any employment and training program sponsor or
contractor which falls within one of these definitions would, of course, be
covered by Title VII.
iv. The Rehabilitation \ct of 1973, as amended, which generally prohibits
discrimination on the basis of handicap in all federally- funded programs. The
Department of Labor's non - discrimination regulations, which were published in
October 1980, were designed to enforce Section 504 of the Rehabilitation Act.
v. The Age Discriminatioi in Employment Act of 1967, as amended, which generally
prohibits discrimination on the basis of age against persons 40 years of age
and over.
vi. The Equal Pav Act of 1963 amends the Fair Labor Standards Act and which
generally provides that an employer may not discriminate on the basis of sex
by paying employees cf different sexes differently for doing the same work.
3
f;3(p
IX of the Education Amendments of 1972, as amended general vii. Title g V-03(4°
— p rovides
that no person shall, on the basis of sex, be excluded from participation, be
denied the benefits of, be treated differently from another person or otherwise
be discriminated against in any interscholastic, intercollegiate, club or
intramural athletics oFfered and no recipient shall provide any such athletics
separately on such basis.
viii. The Age Discrimination Act of 1975, as amended, prohibits unreasonable
discrimination on the )asis of age in programs or activities receiving federal
financial assistance.
D. Affirmative Action: (If applicable), GRANTEE certifies that it has received a
Certificate of Compliance from the Commissioner of Human Rights pursuant to Minnesota
Statues, Section 363.073.
E. Workers' Compensation: In accordance with the provisions of Minnesota Statutes
Section 176.182, the State affirms that GRANTEE has provided acceptable evidence of
compliance with the workers' compensation insurance coverage requirement of Minnesota
Statues Section 176.181, Subdivision 2.
F. Antitrust: GRANTEE hereby assigns to the State of Minnesota any and all claims for
overcharges as to goods and /or services provided in connection with this contract
resulting from antitrust vio' ations which arise under the antitrust laws of the United
States and the antitrust laws of the State of Minnesota.
G. GRANTEE agrees to comply with the requirements of the Uniform Relocation Assistance
and Real Property Acquisitions 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. GRANTEE agrees that program participants shall not be employed in the construction,
operation or maintenance of that part of any facility which is used for religious
instructions or worship.
I. DATA PRACTICES: The GRANTEE understands and agrees that it shall be bound by the
Minnesota Government Data Practices Act (Minnesota Statutes, Sections 13.01 - 13.90),
and that it shall inform prcgram applicants that the DEPARTMENT may share applicant
data with other agencies fo eligibility and program evaluation purposes. GRANTEE
shall incorporate into th? Tennessen Warning used to provide applicants' an
explanation of their right ender the Minnesota Data Practices Act clauses contained
in the DEPARTMENT'S "DATA USES INCLUSION REQUIREMENTS" (Attachment 2).
J. GRANTEE further agrees to comply with the Americans with Disabilities Act of 1990
(Chapter 126, Title 42 of tte United States Code).
K. Compliance With Applicable Child Labor Laws: GRANTEE agrees to comply with all
applicable child Labor laws including, but not limited to, wage and hour laws and
regulations as well as hazardous occupation laws and regulations.
XII. Job Service Listing,: GRANTEE sha "l list any job vacancy in its personnel complement with
the nearest Minnesota Job Service Office as soon as it occurs.
XIII. Voter Registration: GRANTEE shall provide non - partisan voter registration services and
assistance, using forms provided b! the Secretary of State, to employees of GRANTEE, program
participants and the public as required by Minnesota Statutes, 1987 Supplement, Section
201.162 (1988).
4
XIV. Assignment: The GRANTEE shall neither assign nor transfer any rights or obligations under
this grant agreement without prio. written consent of the DEPARTMENT. The provisions of
this grant agreement applicable to the GRANTEE shall also be applicable to subgrants made
by the GRANTEE from funds obtained under this grant agreement.
XV. Pregrant Costs: Costs incurred =rom 30 days prior to the effective date of this grant
agreement, which were in anticipat of this award and specifically authorized and approved
in writing by the DEPARTMENT, are allowable costs to the extent that they would have been
allowable had they been incurred after the effective date of this grant agreement provided
that the same are approved by the Commissioner of Finance in accordance with the provisions
of Minnesota Statutes, Section 16A. 15, Subdivision 3.
XVI. Modifications: Any modifications to this grant agreement shall be in writing and shall be
executed by the same parties who executed the original grant agreement, or their successors
in office.
XVII.Debarment and Suspension Certification: (If applicable) The GRANTEE agrees to follow
the President's Executive Order 12549 and the implementing regulation "Nonprocurement
Debarment and Suspension; Notice And Final Rule and Interim Final Rule," found in Federal
Register Vol. 53, No. 102, May 26, 1988, including Appendix B, "Certification Regarding
Debarment, Suspension, Ineligib•lity and Voluntary Exclusion - Lower Tier Covered
Transactions "; unless excluded by law or regulation.
XVIII.Lobbving Certification and Discl?sure: (If applicable) The GRANTEE shall comply with
Interim Final Rule, New Restrictions on Lobbying, found in Federal Register Vol. 55, No.
38, February 26, 1990, and any pt- rmanent Rules that are adopted in place of the Interim
Rule. The interim rule requires the GRANTEE to certify as to their lobbying activity. The
interim final rule implements sec:ion 319 of Public Law 101 - 121. Section 319 generally
prohibits recipients of Federal c)ntracts, grants and loans from using appropriated funds
for lobbying the Executive or Legislative Branches of the Federal Government in connection
with a specific contract, grant or loan.
XIX. GRANTEE agrees to identify the DEPARTMENT as a source of funding in any and all printed
materials prepared by the GRANTEE.
XX. Grant Close -out: No costs are to �e incurred under this grant after June 30, 1995. Within
45 days of the completion of the g ^ant, GRANTEE shall comply with all close -out or auditing
procedures established by the DEPARTMENT.
5
674 -I )-302
ATTACHMENT 1
MINNESOTA DEPARTMENT OF ECONOMIC SECURITY
GRANT AUDIT REQUIREMENTS Revised 12/9:
FEDERAL AND STATE ASSISTANCE GRANTS
A. Grantees receiving federal assistance (i 1 federal OMB Circular language, known as subreciplents) from the State
of Minnesota must meet the following audit requirements:
1. Grantees that are state or local govemments or Indian tribes must comply with the Single Audit Act of 1984
and OMB Circular A -128 "Audits of State and Local Governments."
2. Grantees that are institutions of higher education, other non-profit organizations or for profit organizations
must comply with OMB Circular A-133 "Audits of institutions of Higher Education and Other Non - Profit
Organizations.'
if the grantee receives total direct and indirect federal assistance of:
- $100.000 or more Der year:
a. the grantee agrees to )btain an organization -wide audit in accordance with the appropriate
circular referred to above.
b. If an audit is In accordance with OMB Circular A-133, and if the funds were received under only
one program, the grartee may have an audit of that one program.
- Between $25.000 and $100.400 Der year, the grantee agrees to obtain either.
a. An audit made in accordance with the appropriate circular referred to above; or
b. A financial and compliance audit of each federal program. The audit must determine whether the
grantee spent federal assistance funds in accordance with applicabie laws and regulations
the audit must be made In accordance with any federal laws and regulations governing the
federal program in which the grantee participates.
The Department of Economic Security (DES) requires that audits must be made annually under both Circular
A -128 and A -133.
B. Grantees who receive $25,000 or more n state funds are required to have an audit of their financial statements.
When a grantee receives both federal aid state funds, only the federal grant is subject to program compliance
auditing, i.e., the state funds receive financial auditing only in accordance with generally accepted auditing
standards,
C. General Audit Requirements:
1. a. The requirements for audit reports on financial statements must follow the American institute of
Certified Public Accountants (AICPA) Statement on Auditing Standards (SAS) 58, 'Reports on Audited
Flnancial Statements,' or SA 3 62, 'Special Reports` as applicable.
b. The requirements for audit reports on compliance and internal controls must follow AICPA's SAS 68,
'Compliance Auditing Applicable to Govemmental Entities and Other Recipients of Govemmental
Financial Assistance,' Staterrent of Position (SOP) 92 -7, 'Audits of State and Local Governmental
Entities Receiving Federal Financial Assistance' and SOP 92 -9, 'Audits of Not- for - Profit Organizations
Receiving Federal Awards,' e s amended.
2. The grantee agrees that the grantc r, the Legislative Auditor, the State Auditor, and any independent auditor
designated by the grantor, must have such access to grantee's records and financial statements as may be
necessary for the grantor to comp y with the Single Audit Act, OMB Circular A-128 and OMB Circular A -133,
and these requirements as applicable.
Revised 12/93 0
3. DES requires that:
a. Federally funded performance based contracts are included in the definition of federal assistance.
b. Grantees must repay DES - disallowed costs in cash from non -DES sources (state or federal). There are
more specific requirements for repaying JTPA disallowed costs; refer to Minnesota JTPA
Administrative Manual.
c. Grantees must submit to DES any separate management letter prepared by their audit firm.
d. Grantees must also submit co nments on the findings and recommendations in the audit report rs'
management letter, including a plan for corrective action taken or planned, and comments on the
status of corrective action taken on prior findings. Grantees that have a financial audit must also
submit any management Iettei issued by their CPA firm and a written response to the items addressed
in the letter.
e. Grantees (and all tiers of subc rantees except OJT contractors) must use the federal OMB Circulars
A110, A87, Al22, A21, Comm ,n Rule and others as applicable (including modifications) in the
administration of all DES fede al and /or state funded grants.
General modifications to the c irculars:
1. DES stands in the place of the federal agency in the language of the circulars.
2. Grantees may use their own rules and procedures if they meet these standards or are more
restrictive.
3. Where choices are available, the grant agreement must clearly indicate the required choice (Le.,
program income treatment).
4. Grantees' ethic codes nust include real, apparent or potential conflicts of interest regarding
procurement.
f. Grantees of both federal and state funds must have a written cost allocation plan that clearly explains
how joint costs are to be charged to each program that the organization operates, or a federally
approved indirect cost rate.
g. Grantees that receive federal funds must obtain written assurance from their auditor that all staff
assigned to the audit meet tt e GAO requirement of 24 hours of continuing education (CPE's) relating
to P overnment programs anc a total of 80 hours of continuing education every two years
9
h. Grantees must obtain from their auditor a copy of the most recent three year peer review.
4. DES requires that the audit report Contain:
a. In the notes to the financial statements, a brief summary of the methods used to allocate joint costs or
a statement that the agency has a federally approved indirect cost rate.
b. In the notes to the financial statements, a list of all organizations to which the grantee subgranted
$25,000 or more In DES stat j or pass through federal funds.
c. Wage equity grants must submit a special opinion on that grant. See sample of the opinion attached
to the grant agreement.
9 2
Revised 12/93
5. DES requires that auditors:
a. Review the cost allocation plan for reasonableness and test transactions to ensure that the agency
follows the written plan. The plan must comply with the appropriate circulars.
b. Make sure that subgrantee eudit reports are being obtained and adequately reviewed.
c. Review cash management fc r both state and federal grants. Federal cash management guidelines also
apply to state funds. Violations must be disclosed in the audit report.
d. Ensure that the Schedule of Findings and Questioned Costs includes the criteria /regulation for each
compliance finding listed.
e. Ensure that all material related party transactions be disclosed in the notes to the financial statements.
This includes separate corpc rations If they have been set up by a staff or board member of the
grantee, If a staff or board member of the grantee is on the board of the corporation, or if a staff or
board member of the grante a is actively involved In the day tc day operations of the corporation.
Examples are: related party ownership of buildings, equipment, services, etcetera.
6. Distribution of the audit report:
a. Two copies of all required audit reports of both state and federal funds must be submitted by the
auditor and received by DES., Program Audit Unit (PAU), 390 North Robert Street, St. Paul, Minnesota
55101, within sbc (6) months from fiscal year end.
b. In addition to the above, all OMB Circular A -128 and A -133 audit reports of federal funds must be filed
by the auditor with the Office of the State Auditor (one copy), Single Audit Division, 555 Park Street, St.
Paul, Minnesota 55103, withi 1 sbc (6) months from fiscal year end.
c. OMB Circular A -128 and A -183 require grantees of more than $100,000 in federal funds to submit one
copy of the audit report with n 30 days after issuance to: Bureau of the Census. Data Preparation
Division, Attention: Single Audit Clearinghouse, 1201 East 10th Street, Jeffersonville, Indiana 47132.
7. DES grantees who subgrant DES unds, and ail additional tiers of subgranted DES funds, must:
a. Require their subgrantees to follow the audit requirements in this document. Grantees must provide
PAU copies of all audits conducted even though the audits were not required under this section.
b. Forward two copies of audit reports obtained from their subgrantees to: PAU (see address 6a ).
c. Establish a subgrantee audit resolution, debt collection and monitoring system.
8. Any allegations of fraud and abuse, and any Investigations initiated and completed by the grantee and its
subgrantees, must be immediately reported, and a report sent, to the Program Director and to PAU (see
address 6a).
9. DES has oversight responsibilities or both the Stride and Work Readiness programs ever though the funds
originally came through the Minnesota Department of Human Services. DES is concerned about all levels of
subgranted funds. By law, these grants /contracts must be operated on a cost basis. If any fund balances
have accumulated as a result of ether program, DES would appreciate that information being disclosed in
the footnotes, the financial statements, or as supplementary information of the audit report.
10. Questions on the above requireme its may be directed to Cindy Hedum, Auditor Senior, at (612) 297 -2620.
9 / H )3(te
ATTACHMENT 2
DATA USES INCLUSION
REQUIREMENTS
I. Program Information
A. Why We Are Asking For It: To help us decide whether you are eligible for the
program and what other services you may need.
B. How We Plan To Use It: We may use it to prepare required reports, conduct
audits, review eligibility and to find out how the program is helping you.
C. With Whom We May Sh ire This Information: With staff, allowed by law, who
need it to do their jobs in: the Minnesota Department of Economic Security; the
United States Departments of Health and Human Services, Labor, Housing and
Urban Development and Ag We may also share it with community based
agencies, local and state hu nan service agencies, educational programs and other
agencies which help you.
D. If You Do Not Provide This Information: You are not required by law to provide
this information. If you choose not to provide this information, we may not know
whether you are eligible for tie program and may not be able to help you. Providing
false information can lead to removal from the program.
II, Wage Detail Files
We may also use informatio i from wage records kept by the Minnesota Department
help us evaluate the program.
of Economic Security to p P �am. '
III. S )cial Security Numbers
You do not have to provide a Social Security Number to be eligible for our
programs. Federal Privacy Act and Freedom of Information Act dictates the use
of the Social Security Number. We may use it for computer matches, program
reviews and improvements, and audits.
/ 1 0 -3 g°
IN WITNESS WHEREOF, the parties have caused this Grant to be duly executed
intending to be bound thereby. -- -- -- - - -- - - -
*FOR THE GRANTEE: FOR THE DEPARTMENT OF ECONOMIC
SECURITY
r 1
By: 4_. �..�. �� �4 By:
, _ Title: Director. Program Su000rt
Date: 770-7/9, Date:
FOR THE GRANT ':
By: a-
Title:
Date: 7 /2 7/
* If a corporation, two corporate officers must execute.
9 1 / - 1)3 ((i
ADDITIONAL SIGNATURES
APPROVED AS TO FORM: CITY OF SAINT PAUL
Assistant City Attorney Mayor
Director, Department of Director, Department of Planning
Human Rights & Economic Development
Director, Department of Finance
and Management Services
9 1 & ' 2-3(
I nnesota City Grants
Sa t Paul Collaborative
This application to the Minnesota II ities Grant program is a collaborative effort among
the Saint Paul Police Department, he Saint Paul Public School District, the City of Saint
Paul Parks and Recreation Depart 1 ent, the Saint Paul Public Schools Community
Education Department, the City of Saint Paul Department of Planning & Economic
Development /Job Creation and Tr ining Section and the Youth Service Bureau Inc.
This collaborative effort c. e forth as a result of identifying a common problem
which many of the children of our ity share. That is at time being unsupervised, and
thereby being at higher risk in tbei normal development and safety. This proposal seeks
to alleviate those instances when c ildren are unsupervised and to offer positive remedial
alternatives. It is well documente .1 that unsupervised children become children at risk in
our society. Our broad approach t . this daily environmental challenge in children's lives
is the beginning focus of an on -goi i g effort to ensure that every child in every economic
and familial situation will have po tive alternatives that encourage natural healthy
societal development.
An enlargement of the exist ng collaboration between the Youth Service Bureau
and the Saint Paul Police Depart - nt is an acknowledgement of the risks children face
when unsupervised during late eve l 'ng hours. An on -going and work in progress
uniform curfew ordinance which 11 apply to the metropolitan area and is a concomitant
acknowledgement of the negative • cietal impact of this aspect of unsupervised children.
9q-- I >36
Truancy is recognized as an ther challenge to our children's healthy development.
cY g g Y P
The creation of a truancy center 11 initiate an immediate option for these collaborative
efforts. The proposed truancy cen - r will be developed from other legislative funds.
After school programming . selected school sites will enhance existing solutions
for many of our children as they a ait the return of their primary care givers. It will be
an educational enrichment effort th the potential to discover activities and skills
outside of the youths main educati ' , nal program.
Finally, within this project t ere will be overall options for youth between the ages
of 14 -18, offering employability se 'ces, basic educational skills and career exploration
skills. These services will be direc Iy incorporated into three elements of the project; 1)
the after- school programs for at ri youth, 2) the tutoring academic enrichment
programs, and 3) the work awareness training skills. The curfew enforcement and
truancy programs will have assess • employability and basic educational skills through
coordinated social services referral system. The resources of the Minnesota Youth
Program (MYP) and the Federal J II PA Summer Youth Employment (Title 1113) and the
Year Round Youth Program (Titl= IIC) will be utilized to augment the employment and
education activities of this project.
p3ca
nnesota City Grants
Sa t Paul Collaborative
Ro • s of the Collaborative
' . rtner Organization
City of Saint Paul,
Department of Planning & Econo 'c Development,
Job Creation and Training Section
SDA #11
Grant and admin entity
Liaison with State agency
Fiscal responsibility
Grant management
Contracting agent
Reporting and MIS
City of Saint Paul Police Departma'nt,
Research and Development Unit
Grant activity coordination
Evaluation
Juvenile Division
Curfew enforcement
Truancy activity program
City of Saint Paul,
Department of Parks and Recreati n
After- school initiatives pro ded
at recreation centers
Saint Paul Public Schools District 625
Truancy center
Physical development
Work awareness skills
(training through Saint Pau Connections)
Saint Paul Youth Service Bureau 1 c.
Curfew enforcement activit' I • s
Truancy program
4-, /7-3V
CURFEW ENFORCEMENT
P 2OJECT SUMMARY
Goal:
To provide curfew violators and their families with intervention services designed
to prevent further involvement in he juvenile justice system.
Population:
During 1992 -1993 113 juveniles were cited for curfew violation. Of these, 72 were
male, 41 were female. There were 57 Caucasian youth, 44 African American youth, 8
Native American youth and 4 Asian youth. Three youth identified themselves as Hispanic.
The racial composition of the juveniles cited varied considerably by the neighborhood in
which the sweep occurred. Ages generally ranged from 12 -17; one seven year old was
cited. The median age was 15.
The arrest records of these 113 juveniles were examined to determine what types
of programs might address these juveniles' needs. Their records were categorized into four
types:
• Juveniles whose only arrest w is for the curfew violation: 54 or 48%
• Juveniles whose arrest record Fonsisted of a few minor violations in addition to the
curfew violation: 32 or 28%
• Juveniles who had lengthy arrest records: 19 or 17%
• Juveniles whose arrest records were extremely lengthy and/or had felony arrests: 8 or
7 %.
Plan:
The St. Paul Police Depar'tment plans at this point to conduct 12 curfew sweeps
per year (from 30 to 60 youth per sweep). The procedure involves bringing the youth to
headquarters to process the violat i on. Arrest records of the youth are checked and parents
are notified.
Our plan would involve having 3 -4 staff from the Youth Service Bureau on site as
the youth are brought in. After Wiest records are checked, staff would work individually
with youth who did not have a history of previous arrests to assess their situation and
develop a plan for diversion. Wheri possible, staff would also meet with parents who come
to pick up their child.
Diversion plans would include, at minimum, 10 hours of community service. In
addition, youth and parents might be assigned to attend an educational seminar on drug
and alcohol use, violence, or prop--rty offenses. Finally, individual and/or family counseling
will be offered.
/23T
TRUANCY PROPOSAL
PROJECT SUMMARY
Goal:
The goal of this proposal is to facilitate the early identification and intervention
of youth who are truant from seconda y schools.
Plan:
The Saint Paul Police Department and the Saint Paul Public Schools will
establish a site where truants may be Brought for identification, notification of parents,
assessment, detention until parents arrive and interface with social service agencies.
The Youth Service Bureau will provide two staff to develop a pilot project to
work in two middle schools (Washing ton and Cleveland) with truant students. Students who
are found to be truant up to three times during the school year would be referred to this
project. Staff will provide assessment, individual, family and/or group counseling, case
management services, referrals and, vNhen necessary, home visits to youth /families referred to
the program. Existing relatiopshijs N4ith assistant principals and Saint Paul Police Department
Liaison Officers would be used to further develop and coordinate this service.
Site:
A search is currently underway for a site that could be available at no or very
low cost for the truancy center. This site would be an interim one for the current year of
operation and would be superseded by the permanent center that would be developed through
funding from the bonding bill.
Youth Service Bureau s taff will be housed at the North End Multi Service
Center and Merrick Community Center. As stated previously, they will work with
Washington Middle School and Cleveland Middle School respectively. These two sites were
chosen for the pilot in order to coord nate with the after- school activities planned for these
schools in this proposal.
Staffing:
One permanent full-tit Educational Assistant will be hired by Saint Paul
Public Schools to staff the truancy center during school hours and extending approximately to
5:30 p.m. The responsibilities for this person would be to: monitor occupants, prepare letters
and reports, contact parents, and coordinate with school /police /social service agencies and
business security personnel. In addit on, the truancy center would be staffed by one
contracted security officer and one Youth Service Bureau Counselor who would work from
10:00 a.m. until 2:00 p.m. (these hours may be adjusted as need is determined). The Youth
Service Bureau Counselor will provide assessments of the youth and transportation if
necessary.
A total of 2.0 Youth Service Bureau counselors will be required to provide
early intervention with students who are truant from Washington and Cleveland Middle
Schools.
/ 4'- 1)-34°
Program S ary - After School Initiative
Services Provided
The after school initiative will prov • e programs for at risk youth in seven neighborhoods
subject to crime and poverty. Prog ams will be designed to engage youth which are being
left unsupervised for extended peri •'• s of time, primarily after school.
Population Served
The After School Initiative will be geted at youth in grades 4 -8. Three elementary school
sites will be targeted at 4 -6 grade c 'Wren. Four junior high /middle school sites will target
7-8 youth. The seven sites w re identified by staff as those in communities with the
highest concentrations of unattend - • youth and most affected by crime and poverty. Between
50 -100 outh will participate at eac i
y para pa site for a total of approximately 525 program -wide.
Program Structure
Activities will be available immedia ely following classes for youth attending school in
program communities (2:15- 3:00). outh who live within the program communities but are
bussed to a magnet or parochial sch s • 1 are eligible to participate, and activities will be
scheduled to accommodate their . ' al (3:00- 3:30).
It is expected that between 50 -100 �•uth at each site will participate daily in the program.
Available space at both school sites : d local recreation centers will provide necessary
flexibility to accommodate addition. youth if participation at one site exceeds the expected
attendance.
Activities will conclude between 5:1.-5:30, limiting the need for custodial overtime and other
special accommodations. Youth W be participating at sites in their neighborhoods,
eliminating the need f o r transportati I n after daily program activities are completed.
Collaborative Efforts
Programs will be designed and facil tated by the Community Education and Parks and
Recreation Staff from within each n l ighborhood. Parks and Recreation and Community
Education provide programs under . joint powers agreement between the school district and
City. Other youth organizations an ' agencies from within local communities may be solicited
to provide activities, creating a mor comprehensive program. This program will have an
interactive relationship with the tuto 'ng and St. Paul Connections components of this
proposal.
Staffing Patterns
Existing Community Education and arks and Recreation staff will design and facilitate after
school programs for each of the sev n communities. Volunteers and part-time staff will lead
daily program activities. Administr five support, program leadership, and program
development are already in place, g t funding will go directly to programming for youth.
qik P °7
innesota City Grants
Sa nt Paul Collaborative
Tutoring and Aca emic Enrichment Program Summary
Services and Population:
To encourage the successful compl Lion of high school or equivalency for at risk youth
tutorial services in basic education .kills will be available within the after - school
programs of Parks and Recreation.1 Centers.
The tutorial and study skills services will concentrate on reading comprehension
and mathematics, and will contrib e to high school completion or equivalent. The
population served will be approxi ately 100 at risk youth over the school year.
The program will combirfe I e resources and expertise of Saint Paul Schools
Community Education Departmen and the City Departments of Parks and Recreation
and Planning and Economic Devel I pment /Job Creation and Training Section. The City
of Saint Paul is designated as SD • #11 in the State system.
Staffing Pattern:
Tutors at $6.00 per hour will be hi ed by Saint Paul Schools Community Education
Department. They will be youth I o reside near the Recreation Centers offering the
after- school programming, who ha e been determined to have competencies which
enable them to provide tutoring. ' upervisory support, promotional activity and facility
support will come from existing pr grams at the Recreation Center.
Program Structure:
The tutorial and study skills servic: s will be available to youth participating in the After -
School Initiative of the Parks and ' ereation Department.
/ 4(49-50
Program S u ary - Saint Paul Connections
Services Provided
The Saint Paul Connections program will provide accredited work readiness classes for high
school students. These classes help tudent sort out what they want to do after graduation,
familiarizes students with the level o academic skills required to complete a chosen post-
secondary program, and facilitates s dent admittance to post - secondary training programs.
Population Served
The Saint Paul Connections program is targeted at students enrolled in grades 9 -12.
Approximately 20-30 students will b enrolled in 15 -20 individual program components. An
approximate total of 425 youth will articipate in the program during the 1994 /95 school
year.
Program Structure
Interested students are recruited and - nrolled in a variety of career exploration classes.
Students attend a series (12 -14) of • er school or saturday sessions hosted by partnering
agencies and businesses, at which %they participate in a variety of related activities and
experiences.
Students successfully completing the chosen course will receive a high school credit
Collaborative Efforts
The Saint Paul Connections program will be administered by the Saint Paul Public School
District. The program coordinator entities and recruits local businesses and agencies who
partner with the school district to pl vide the connections program. The Saint Paul Area
Chamber of Commerce and numero I s city departments have been identified as partners.
Staffing Patterns
The program is administered by S Paul School District staff. Funding is provided to
partnering agencies and businesses o provide instruction for each individual program
component.
9 t(- I ?30
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•
3UDGET JUSTIFICATION FORM 5
Tease provide a brief justification for the bucget items requested on form 5. Include an explanation
Df how costs were determined. If you are ap dying in more than one allowable activity, please use a
separate form for each activity.
APPLICANT CITY /AGENCY City of Saint Paul /Saint Paul Schools
ALLOWABLE ACTIVITY: Truancy Program
•
SALARY Title and name POSITIONS) • TOTAL COST
Educational Assistant 1 FTE $13,320
Contracted Security Officer 1 FTE $18,500 •
TOTAL SALARY $31,820
EMPLOYEE BENEFITS (itemize)
Standard rate @ 267.
TOTAL $11,180
CONTRACTED SERVICES (Itemize)
•
I TOTAL
EMPLOYEE IN -STATE TRAVEL (mileage may not exceed .27 per mile)
TOTAL
•
• • • • • • . . • • - q4-1)3(P .
• . • •
• •
•
•
SUPPLIES, PHONE, POSTAGE, PRINT, COPY (Iteme)
Supplies $500
Telephone $1,500
I TOTAL $2,000
EQUIPMENT (Itemize)
Fax $500
Computer Software— $2,000 •
and Printer
•
TOTAL $2,500
INDIRECT COST (See allowable activity descriptior)
Approved Rate 72
' Other Rate
TOTAL
Administrative Fee $3,430 $3,430
OTHER EXPENSES (Itemize)
Utilities $1,500
TOTAL $1,500
BRAND TOTAL FOR THIS ALLOWABLE ACTI ITY
s ..... $ 52,430
Must match total on forms 7 and 4 for this adi�ity
The cost of operating and maintaining facilities, depreciation, and administrative salaries are
examples of the type of cost that are kisually treated as "indirect cost ".
- ' • • • • cji.fr )-3(-P
3UDGET JUSTIFICATION FORM 5
'lease provide.a brief justification for the buctet items requested on form 5. Include an explanation
pf how costs were determined. If you are applying in more than one allowable activity, please use a
separate form for each activity.
APPLICANT CITY /AGENCY: City of Saint Paul/Saint Paul Youth Service Bureau
ALLOWABLE ACTIVITY: Curfew Enforce.ent •
SALARY Title and name POSITION(S) TOTAL COST
Diversion Coordinator .5 FTE $14,000
Diversion Counselor 1.0 FTE $22,000
•
TOTAL SALARY $36,000
EMPLOYEE BENEFITS (itemize) -
Payroll Taxes $2,625
Health $3,756
Pension $1,440
TOTAL $7,821
CONTRACTED SERVICES (Itemize)
TOTAL
EMPLOYEE IN -STATE TRAVEL (mileage may not ex4eed .27 per mile)
375 mi /mo x 12 mo x .27 $1,215
l TOTAL $1,215
• • yam
61 • SUPPLIES, PHONE, POSTAGE, PRINT, COPY (itemize)
Telephone $990
Supplies $2,050 •
postage, copy
I TOTAL $3,040
EQUIPMENT (Itemize) •
I TOTAL
INDIRECT COST (See allowable activity descripti >n)
Approved Rate 79
'Other Rate
TOTAL
Administrative Fee $4,483 $4,488
OTHER EXPENSES (Itemize)
Occupany /Depreciation $5,040
Staff Development $300
Insurance $700
Saint Paul Police Department - $10,000
Overtime Pay
TOTAL $16,040
GRAND TOTAL FOR THIS ALLOWABLE ACT VITY
Mus# match total on forms 1 and 4 for this $ 68,604
The cost of operating and maintaini lg facilities, depreciation, and administrative salaries are
examples of the type of cost that are usually treated as "indirect cost ".
•
•
• • . • 1 14.-
•
BUDGET JUSTIFICATION FORM 5
Please provide a brief justification for the budget items requested on form 5. Include an explanation
of how costs were determined. If you are applying in more than one allowable activity, please use a
separate form for each activity.
APPLICANT CITY /AGENCY: City of Saint Paul
ALLOWABLE ACTIVITY: After School Programs for At Risk Youth
SALARY Title and name POSITION(S) TOTAL COST
Program (on -site) $30,307
( 15 hrs /wk x 32 wks
x 9.02 /hr x 7 sites
TOTAL SALARY
EMPLOYEE BENEFITS (itemize) •
$30,307
x .26 standard rate
•
$7,880
I TOTAL
CONTRACTED SERVICES (Itemize)
Contracted Instructors for program instruction
7 sites x 1000 hrs /site x $10 /hr. •
I TOTAL $70,000
EMPLOYEE 1N -STATE TRAVEL (mileage may not exceed .27 per mile)
I TOTAL
. .
. . • • .
SUPPLIES, PHONE, POSTAGE, PRINT, COPY (Item ze)
Printing/Copying $800 site x 7 sites
-flyers, publication, program information
Office Supplies $200 site x 7 sites
TOTAL $7,000
EQUIPMENT (Itemize)
$1,500/site x 7 sites
-equipment (athletic and gieneral) for program sites
TOTAL $10,500
INDIRECT COST (See allowable activity description0
Approved Rate 7 %
"Other Rate
Administrative Fee $11,738 TOTAL $11,738
OTHER EXPENSES (Itemize)
Participation Transportation
-$1,000/site x 7 sites = $7,000
Classroom/Activity Supplies
-$5,000/site x 7 sites = $35,000
supplies for activities; arts, crafts, as required for activity.
TOTAL $42,000
GRAND TOTAL FOR
Mut match total on forms 1 and 4 for th it 'a ct iv $ 179,425
The cost of operating and maintaining facilities, depreciation, and administrative salaries are
examples of the type of cost that are usually treated as "indirect cost".
q4 -0 - 3L°
BUDGET JUSTIFICATION FORM 5
Please provide a brief justification for the bu 3get items requested on form 5. Include an explanation
of how costs were determined. If you are applying in more than one allowable activity, please use a
separate form for each activity.
APPLICANT CITY /AGENCY: City of Saint Paul, PED /Job Creation & Trng. Sec. SDA #11
ALLOWABLE ACTIVITY: Tutoring and Academic Enrichment Program
SALARY Title and name POSI TOTAL COST
TOTAL SALARY
EMPLOYEE BENEFITS (Itemize) •
TOTAL
CONTRACTED SERVICES (Itemize)
Educational Assistants (tutors)
1,670 hours at $6.00 per hour
I TOTAL $10,020
EMPLOYEE IN -STATE TRAVEL (mileage may not ex :eed .27 per mile)
TOTAL
g: 4,ninyc,ydson ca4c.jro Page 12
ql(-- 12
SUPPLIES, PHONE, POSTAGE, PRINT, COPY (Itemize)
•
Text books, paper and classroom supplies
TOTAL $300
EQUIPMENT (Itemize)
•
TOTAL
INDIRECT COST (See allowable activity description;
Approved Rate 77
'Other Rate
TOTAL
Administrative Fee $722 $722
OTHER EXPENSES (Itemize)
I TOTAL
X GRAND TOTAL FOR THIS ALLOWABLE ACTIVI
Must match total on forms 7 and 4 for th,s adrv�y $ 11,042
The cost of operating and maintaining facilities, depreciation, and administrative salaries are
examples of the type of cost that are u>ually treated as "indirect cost ".
• qild?-369
BUDGET JUSTIFICATION FORM 5
Please provide a brief justification for the budtet items requested on form . I n activity, an explanation o a
of how costs were determined. If you are applying in more than one ty please
separate form for each activity.
Saint Paul Public Schools
APPLICANT CITY /AGENCY:
ALLOWABLE ACTIVITY: After School, School to Work Transition Program
SALARY Title and name POSITION(S)
TOTAL COST
Program Supervisor 20 hrs x 40 wk x $25 $20,000
2 Instructors 6 hrs each x $19.00 $2,280
•
$22;280 •
TOTAL SALARY
-
EMPLOYEE BENEFITS (Itemize)
$22,280 x 26%
I TOTAL $5,800
CONTRACTED SERVICES (itemize)
Midway YMCA $1,500
St. Paul Parks & Rec. $1,500
Barb Schlee $1,500
I TOTAL $4,500
EMPLOYEE 1N -STATE TRAVEL (mileage may not exceed .27 per mile)
f TOTAL -0-
•
. • .
•
qt p- (?- .
• •
•
SUPPLIES, PHONE, POSTAGE, PRINT, COPY (Itemize)
•
•
I TOTAL
EQUIPMENT (Itemize)
•
•
•
• TOTAL
INDIRECT COST (See allowable activity descriptioh)
Approved Rate 7Z
'Other Rate
TOTAL
Administrative Fee $2,450 $2,450
OTHER EXPENSES (Itemize) •
Transportation — 15 sites x $100 = $1,500
Classroom Supplies — $920
TOTAL $2,420
�. GRAND TOTAL FOR THIS Al LOWABLE ACTII�ITY'
` Must match: Iota( on forms 1 •and 4 for this acts ✓ity $ 37,450
The cost of operating and maintaining facilities, depreciation, and administrative salaries are
examples of the type of cost that are J sually treated as "indirect cost ".
•