HomeMy WebLinkAboutDepartment Of Human Resources,Division Of Family And Children Service
Augusta Richmond GA
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YEAR: (1)2-
BOX NUMBER: l/
FILE NUMBER: I Cohill
NUMBER OF PAGES:
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Office of The Clerk of Commission
Lena ], Bonner, C~'1C
,Clerk of Commission
, Nancy Morawski
Deputy Clerk
Room 806 - Municipa! Building
530 Greene Street - AUGUSTA, GA. 30911
(706) 821-1820 - FAX (706) 821~1838
September 9, 2002
Bethlehem Community Center, Inc.
C/O Mr. Leamon Grier
P.O. Box 2231
Augusta, Georgia 30903-5403
Dear Grier:
Enclosed is a check in the amount of $20,000 representing total payment of your
FY2003 State of Georgia appropriations through the Georgia Department of Human
Resources from the Governor's Emergency Fund Grant Program 427-93-26174.
If I can be of further assistance, please feel free to call me at 706-821-1820.
ViJ truly ,
UlInfq: onner,
Clerk of Commission
Enclosure:
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51
lrJDHR
IfEtSfVt: 0 AUG a' 5 200l
Jim Martin, Commissioner
Department of Human Resources. Office of Financial Services. Procurement/Contracts Administration
Two Peachtree Street, NW . Suite 27 . Atlanta, Georgia 30303-3142
Phone: 404-656-5739 · Fax: 404-651-9337
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August 1, 2002
David Persaud
Augusta Richmond County Commission
530 Greene Street, Room 207
Augusta, Georgia 30911-3499
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Dear Mr. Persaud:
We are pleased to send you a fully signed copy of your contract with the Department of Human Resources,
contract # 427-93-26174. Please use this number when you are submitting payment requests and programmatic
reports, as well as with other contrac~ related activity.
If, during the course of the contract period, you feel that a change is needed to any of the terms of this
contract, including your proposal and payment annex (budget, progress payment schedule, or rate schedule) check
with your programmatic officer. However, please remember that verbal approval for changes is not legally
sufficient and that a contract amendment will generally be required. Also, an amendment must be developed and
signed before you are authorized to implement any changes.
The department's accounts payable office has asked us to remind contractors to include their invoice or
expenditure account number on all payment requests. There is a blank for this number in the upper left-hand
corner of the DHR invoice and expenditure report forms.
The Department's Office of Audits has asked us to remind you to please ensure that a
Schedule of State Awards Expended is included in the financial information you submit as required
by Georgia Laws 50-20-1 through 50-20-8.
Please feel free to call us if we can be of further assistance.
Sincerely,
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Jamie Evans
Contract Liaison
c: Gary Bussey
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An Equal Opportunity Employer
DFCS -Augusta Richmond County Commission
Gov, Emergency Fund '02
STATE OF GEORGIA
DEPARTMENT OF HUMAN RESOURCES
CONTRACT
GOVERNO~SEMERGENCYFUND
DEPARTMENTAL ADMINISTRATIVE INFORMATION:
DHR CONTRACT #427-93- L (., ('1{
NPO _Yes FY End
....LNo
Total Obligation (State): $20,000.00
806 DHR Program Code
_Equip. Inventory Locator #
SECTION I:
PARA #101 CONTRACT BETWEEN:
(101) 5/03/02
The Department of Human Resources, Division of Family an Children Services, an agency of the State of Georgia legally
empowered to contract pursuant to the Official Code of Georgia Annotated, Section 49-2-1, and hereinafter referred to as the
DEPARTMENT;
AND
AUGUSTA RICHMOND COUNTY COMMISSION
530 Greene Street, Room 207
Augusta, Georgia 30911-3499
legally empowered to contract pursuant to the laws of the State of Georgia, and hereinafter referred to as the CONTRACTOR.
This contract shall be construed and enforced according to the laws of the State of Georgia.
Nothing contained in this contract shall be construed to constitute the Contractor or any of its employees, agents, or subcontractors as
a partner, employee, or agent of the Department, nor shall either party to this contract have any authority to bind the other in any
respect, it being intended that each shall remain an independent contractor.
PARA #102 PERIOD OF CONTRACT:
This contract is entered into on the 28th day of June, 2002, and shall terminate on the 30th day of October, 2002, unless terminated
earlier under other provisions of this contract.
PARA #103 DEPARTMENT AND CONTRACTOR AGREEMENTS:
WITNESSETH:
WHEREAS, the Department desires to provide funds to the Contractor in support of the program approved by the Governor's Executive
Order #09, dated May 23, 2002;
AND
WHEREAS, the Contractor agrees to accomplish the requirements necessary to implement the defined program.
NOW, THEREFORE, it is agreed as follows:
OFCS -Augusta Richmond County Commission
Gov. Emergency Fund '02
A. T~e Contractor agrees:
1. That these funds will be used for program expenses, supplies and equipment.
2. That any funds received on this contract and not spent by the end of this contract period will revert to the Department
within 30 days from the contract termination date. The Contractor agrees to provide the Department with a final project
report and a check for the unspent balance of this contract awarded from the Governor's Emergency Funds.
3. That the budget for this contract may be modified, with prior written Department approval, as long as the total contracted
state dollars are not exceeded, and that all funds paid by the Department on this contract are utilized by the Contractor
in accomplishing the original intent of the Governor's Executive Order # 9.
AND
B. The Department will pay, upon approval of this contract, $20,000.00 to the Contractor to be expended in accordance with the
attached Budget (Annex A) to accomplish the project supported by the funds allocated to the Department based on the
Governor's Executive Order identified above.
PARA #104 CONFLICT OF INTEREST:
The Contractor and the Department certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 through 45-
10-28, as amended, which prohibit and regulate certain transactions between certain state officials or employees and the State of
Georgia, have not been violated and will not be violated in any respect.
PARA #105 CONTRACT MODIFICATION OR ALTERATION:
No modification or alteration of this contract, except for budget revisions which do not increase or decrease the total dollar value of the
contract (except for the addition of an equipment line item or real estate rental), will be valid or effective unless such modification is
made in writing and signed by both parties and affixed to this contract as an amendment indicating the DHR contract number involved,
the origina/contracting parties, the original effective date of the contract, and the paragraph(s) being modified or superseded.
PARA #106 EXPENDITURE REPORT SUBMISSION:
The Contractor agrees to submit a quarterly expenditure report not later than the 10th working day following the end of each quarter
during the term of this contract. The report form to be used is attached to this contract as Annex A.
PARA #107 PROGRAMMATIC REPORT:
The Contractor agrees to submit a quarterly programmatic/performance statistical report not later than the 10th working day following "",
the end of each quarter during the term of this contract. The report form to be used is attached to this contract as Annex B.
PARA #108 GOVERNOR'S EMERGENCY FUND TRANSFER DOCUMENT:
The Governor's Emergency Fund Transfer Document dated June 4, 2002, which is issued in support of the Governor's Executive Order.,,:~::-
#09, is by reference made a part of this contract and attached hereto as Annex C.
PARA #109 GEORGIA CONSTITUTIONAL RESTRICTION IN EXPENDITURE OF STATE FUNDS:
The Contractor understands that under the provisions of the State of Georgia Constitution, the state funds paid to the Contractor under :,>:'
the provision of this contract may not be used to enhance the value of any real property unless the fee simple title to the property is held
by the State of Georgia.
2
DFCS -Augusta Richmond County Commission
Gov, Emergency Fund '02
PARA #110 CONTRACT MAILING ADDRESSES:
A. The Department mailing address for correspondence, monthly/quarterly reports, and other matters relative to this contract is:
Georgia Department of Human Services
Division of Family and Children Services
Community Services Section, Suite 19-240
2 Peachtree Street, NW
Atlanta, Georgia 30303-3142
Attn: Gary Bussey
Telephone #: 404-657-5118
B. The Contractor's mailing address and telephone number for correspondence, reports, and other matters relative to this
contract are:
Bethlehem Community Center, Inc.
Post Office Box 2231
Augusta, Georgia 30903-5403
Attn: Leamon Grier
Telephone #: 706-798-7178
C. The Contractor's mailing address for all reimbursement checks is:
Augusta Richmond County Commission
530 Greene Street, Room 207
Augusta, Georgia 30911-3499
Attn: David Persaud
PARA #111 HOLD HARMLESS CLAUSE:
The Department and its employees are to be held harmless for any claim growing out of any action performed by the Contractor, its
agents, employees, or any of its subcontractors under any provision of this contract.
PARA #112 PROPERTY MANAGEMENT REQUIREMENTS:
The Contractor agrees:
A. That all non-expendable personal property purchased, in total or in part, with funds received from the Department during the
term of this contract and all previous contracts is property of the State of Georgia and the Department and is subject to the
rules and regulations of the Department throughout the life and disposition of said property. Said property cannot be
transferred or otherwise disposed of without prior written approval of the DHR Asset Services Section.
B. To adhere to all policies and procedures as promulgated in the DHR Administrative Policy and Procedures Manual, Part IX,
the Property Manaoement Manual, and, the Vehicle Manaoement Manual, which are by reference made a part of this
contract. Contractor understands that the requirements for inventory of property (at least every two years) and a control
system to safeguard against loss, damage or theft as contained in the property manual and shall be followed.
C. That property records shall be maintained accurately and reported on Form #5111, Detailed Equipment Listing, within 30 days
after acquisition of such property, to the DHR division/office program as indicated below:
Georgia Department of Human Services
Division of Family and Children SerVices
Community Services Section, Suite 19-240
2 Peachtree Street, NW 30303-3142
Attn: Gary Bussey
3
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DFCS -Augusta Richmond County Commission
Gov. Emergency Fund '02
The DHR division/office will then forward the completed Form #5111 to the DHR Asset Services Section, Room 32.270, Two
Peachtree Street, N.W., Atlanta, Georgia 30303-3142. For any Department-owned vehicles operated under this contract,
the Contractor agreesto submit to the Department the Utilization and Data Report furnished by the Asset Services Section in
accordance with the DHR Vehicle Manaqement Manual, Chapter 4, Part G.
D. In the event that contract is terminated prior to expiration or is not renewed, Contractor agrees to properly dispose of al/ state
property as follows:
1. Prepare Form 5086, Equipment Status Change form listing all state equipment in the Contractor's possession
and send this form to the Department (Division property coordinator or other Division designee, i.e., Regional
Soard Executive Director) for final disposal determination.
2. Upon notification by the Office of Facilities and Support Services, Contractor agrees to transport the state property
to the designated state surplus facility. Expenses incurred by the Contractor in transporting this equipment may
be charged to the terminated contract.
The Division property coordinator will confirm, by written notification to the Office of Facilities and Support Services, that all
surplus property listed on completed Form 5086 has received proper disposition.
PARA #113 DEPARTMENTAL PROHIBITIONS RELATED TO LOBBYING:
Contractor further agrees that no part of state funds contained in this contract shall be used for the preparation, distribution or use of
any kit, pamphlet, booklet, publication, radio, television, Internet, or video presentation designed to support or defeat legislation
pending before the General Assembly or any committee thereof, or the approval or veto of legislation by the Governor or for any
other purposes.
PARA #114 AUDITS:
Contractors that expend $300,000 or more in Federal funds during their fiscal year agree to have a single entity-wide audit
conducted for that year in accordance with the provisions of the Single Audit Act Amendments of 1996 (Public Law 104-156) and
their implementing regulation, OMS Circular A-133 entitled, "Audits of States, Local Governments, and Nonprofit Organizations."
The audit reporting package shall include the documents listed in Policy 1244 of the DHR Directives Information Svstem.
Contractors expending $100,000 or more in State funds during their fiscal year agree to have an entity-wide audit conducted for
that year ,in accordance with Generally Accepted Auditing Standards issued by the American Institute of Certified Public
Accountants. The audit reporting package shall include the documents listed in Policy 1244 of the DHR Directives Information
System.
Contractors expending at least $25,000 but less than $100,000 in State funds during their fiscal year agree to prepare unaudited
entity-wide financial statements for that year. Assertions concerning the basis of financial statement preparation must be made
by the president or other corporate official as described in Policy 1244 of the DHR Directives Information System.
Contractor further agrees to submit the required audit or financial statements in the quantities set forth below, within 180 days after
the close of the Contractor's fiscal year:
Two (2) copies to:
Director, DHR Office of Audits
Room #26.425
Two Peachtree Street, NW.
Atlanta, Georgia 30303-3142
One (1) copy to:
State Department of Audits and Accounts
Professional Practice Division - Suite 214
254 Washington Street, SW.
Atlanta, Georgia 30334-8400
4
DFCS -Augusta Richmond County Commission
Gov, Emergency Fund '02
Contractor understands that according to the provisions of Title 50, Chapter 20, Sections 4 and 6 of the Official Code of Georgia,
failure to comply with the above audit and financial reporting requirements could be cause for DHR to suspend payments, to
terminate this contract, to require a refund of all monies received under this contract and to prohibit the Contractor from receiving
funds from any state organization for a period of twelve (12) months from the date of notification by DHR or the State Department of
Audits and Accounts.
PARA #115 ENTIRE UNDERSTANDING:
(303) 5/02/02
This contract, together with the annexes and all other documents incorporated by reference, represents the complete and final
understanding of the parties to this contract. No other understanding, oral or written regarding the subject matter of this contract,
may be deemed to exist or to bind the parties at the time of execution.
PARA #116 CONTRACT ANNEX INCLUSION:
This contract includes annexes as listed below, which are hereto attached:
Annex A Contract Budget and Cumulative Contract Expenditure Report
Annex B Programmatic Report
Annex C OPB Governor's Emergency Fund Transfer Document
5
DFCS -Augusta Richmond County Commission
Gov. Emergency Fund '02
SIGNATURES TO CONTRACT BETWEEN THE DEPARTMENT OF HUMAN RESOURCES
AND
AUGUSTA RICHMOND COUNTY COMMISSION
CONTRACTS WITH COUNTIES
IN WITNESS WHEREOF, the parties have each hereunto affixed their signatures the day and year first written above.
I, the undersigned ~':;~f1cr of ~6.\t'S-r4.. ~~~certify that this contract is entered in Book No.
,of the official minutes of the Commission of1=;te+\rIlD,(b County.
, Page No.
CONTRACT
~,
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DEPARTMENTAL EXECUTION:
D
o V'"
*"*Date signed by the Department
*"*Date signed by
*Typed na e of individual signing
Chairman, Commission of
""""R It.:H-flt ()IY~ County
esto s si a ure
LFlfll:~ s: /3&~;r t:~
.
Attestor's typed name
{! ~ OF Gn,1t (SS/or!
**Title of attestor
*Must be Chairman or sole Commissioner.
**Must be Clerk of Commission.
***Must be a date equal to or earlier than the effective date of the contract as specified in paragraph #102 of this contract.
6
CONTRACT BUDGET AND MONTHLY CUMULATIVE CONTRACT EXPENDITURE REPORT
Contractor: Augusta Richmond County Commission
Contract Number: 427-93-
Contractor's Expenditure/Account #:
Electronic Funds Transfer? Yes
Remit Checks or Remittance Advise to:
ANNEX A
(Must have completed authorization for EFT on file.) No
Attn: David Pr~(ll:lg
f~~~-,4 c;.I~
Address: 530 Greene Street, Room-eG&- !:Lo 7
City/State/Zip: Augusta, Georgia 30911-3499
Name: Augusta Richmond County Commission
Type Expense
Approved Budget
Prior Cumulative
Contract Expenditure
Month of
Expenditures for Reimb
Balance of Funds
A. Personal Services
B. Regular Operating
$20,000.00
C. Travel
D. Equipment
E. Facility Costs
F. Per Diem/Fees/Contract
G. Telecommunications
H. Other (Specify)
TOTAL
$20,000.00
I, the undersigned, certify that the expenditures reported have
been made for program accomplishments within the approved
budgeted items:
Prepared by: ~
Contractor Signature
Approval for Payment
Signature of DHR Approving Authority
J Bob Young, Mavor
Typed Name and Title
August 20, 2002
Date
Typed Name and Title
706-821-1823
Phone
Date Approved
Rev. 3/02
Annex B
CONTRACT PROGRAMMATIC REPORT
Period Covered by this Report
DHR Contract #: 427- 93-
[ X ] Monthly [] Semi-annual
[ ] Quarterly [ ] Annual
CONTRACTOR: AUQusta Richmond County Commission
TO: Department of Human Resources
Division of Family and Children Services
2 Peachtree Street, NW, Suite 19-240
Atlanta, GA 30303-3142
Attn: Gary Bussey
Narrative analysis of project accomplishments to include by objective: staff activity, program progress, or any other phase
of Contractor activity to assist the Department in program evaluation: ( use continuation pages as necessary )
Contract Project/Program Manager
Date Submitted
Annex C
OFFICE OF PLANNING AND BUDGET
ROY E. BARNES
GOVERNOR
June 4, 2002
WILLIAM M. TOMLINSON
DIRECTOR
MEMORANDUM
TO: jim Martin, Commissioner
Department of Human Resources
FROM: Bill TOm!insO~
SUBJECT: Governor's Discretionary Fund Tr~fer
I am pleased to inform you that the Governor has approved the transfer of
$40,000.00 on Executive Order Number 9 from the Discretionary Fund to your
Department for the following:
, (See enclosed lisq
Please amend your Annual Operating Budget to include these additional funds~
The funds must also be allotted in the quarter in which you anticipate encumbrance~
Each local government receiving Governor's emergency fund or special project '
appropriation grants through your, agency must complete a State of Georgia Grant
Certification Form as instructed in House Bi1l1364. If you have any questions
concerning this requirement, please contact Edward Blaha, Deputy Director, Department
" of Audits and AccountslMedicaid and Local Government Audits" at (404) 651-5115.
BT /bh
Enclosure
cc: Fiscal Officer /
Budget Analyst
OFFICE: (404) 656-3820
A,"{ EQUAL OPPORTUNITY El\-l.f'LOYER
FAX: (404) 656-7198
270 WASBlNGTON STREET, S.W. ATLAt'fIA, GEORGIA 30334-8500
., . ~_N 07 '02 05:32AM OPB
P.2/9
THE STATE OF GEORGIA
EXECUTIVE ORDER
, BY THE GOVERNOR:
#09
ORDERED: That the sum of $3,656,804.00 be transferred from
the Governor's Emergency Fund and credited to
appropriation accounts, per detail attached.
This 23rd day of May, 2002.
^n~ ;fZt-
~ E.XECUTIVE SECRET ^RY ,
GOVERNOR
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. . '. JUN" ~i7 '02
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REQUEST FOR TRANSFER FROM GOVERNOR'S DISCRETIONARY FUND
ROY E. BARNES
GOVERNOR
Agmcy BCC. INC
Date 4/' 4../0'
Trang{ers from the Discretionary Fund are legally restricted as to the purpose and procedure
as Ofollows:
The Official Code of Georgia Annotated 45-l2-77 states that "In order to provide for
the emergency needs or state agencies, which needs were not. as~ertainable at the time of
the submission of the budget report to the General Assembly or at the time of !be tnaconent
of the General ApprQpriations Act. the General Approt:lriations Act , ~hall contain a
specific sum as an efilergency appropriation. The manner of allocation of such emergency
appropriation shall be as follows: the head of the budget unit desi(ing an allotment of funds
from the appropx1ation shall present such request to the Governor. in such form and with
such ~lanatioo a5 he mC!Y require, and the Governor may aJlow or disallow the request
at his discretion.o No allotment shall~. be made from thi3 appropriation to a purpose wltich
creates a continuing obligation for the state.... '
Explanation of Request: (ple~ Use additional sheets if nt:cesSary.)
1. AmOWlt requested from Discretionary Fund. '
,S50,OOO
2. Nature of your proj~ (Explain in detail the nature of your project. and for what, purpose the
,discretianaryfunds will be spent. ~so indicate total project cost and why funds fromYOurClU'rent
" ~ budget or from,other sources cannot be used to meet ttlese needs.) The purpose of
this project is to provide a mOdel,reading, math,
charact~r enrichment, and remedial program administered
by qualified and 'certified educators, clinical community
psychologist--retir~d and active. 'Total project c6st
for start up is $50,000. Presently there are 'no funds
available for this unique project. Eo~ever, identified
staff has agreed to provtde in-kind contributions.
DISCRETIONARY FUNDS WILL -m:Jl.mE~ FOR PROGRANLEXPENSES,
I.E., EQUIPMENT AND SUPPLIES
. ~.
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3. Other SOUX1:es and amounts that will be used to match the Discretionary'Fund grant.
Please see. budget: In-Kind contributions. (see budget)
4. If funds are to be. disbursed to an umbrella agency (or budget ~urposes, please give the name., ,
address and phone amnber oisaid agency and the name of a contact person.
BCC. INC. 1330 Conklin Ave. - P. O. BOx 2232 Augusta,
Georgia 30903, Annex Phone: (706) 798-7178 - Leamon
F. Grier.
5. Name,. address and phone number of a contact ~on who can su'pply additional informatioll
coneeroing your request in the ~ent it is needed..
Thomasina B. Grant
2326 Shado~ood Drive
Augusta, Georgia 30906
(706) ,798-7178
rj~$ .'1Q 10
I. [he und~gned, d9 hereby certify thst the requested funds will be used for the purpose(s)
o'ut1i~ above and "rill not be used JOt' any purpose(s) which would create a continuing
. oQIigation fur the state. '
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STATE OF GEORGIA
DEPA~TMENT OF HUMAN RESOURCES
ATLANTA, GA
BANK 1400-1000
Check No:
Check. Date:
Check Tola/:
0000439102
06/28/2002
S20,OOO.00
INVOICE
DATE
06/14/2002
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ATLANTA"GA 30303~3'42
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06/28/2002
Check Date
122
Soq. No
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Chock No
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AUGUSTA RICHMOND COUNTY COMMISSION
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