Agenda Item #: 3 E-4 PALM BEACH COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: Department May 4, 21 [ X] Consent [ ] Ordinance [ ]Regular [ ]Public Hearing Submitted By: Community Services Submitted For: Head Start/Early Head Start & Children's Services ------------------------------------------------------------------- I. EXECUTIVE BRIEF Motion and Title: Staff recommends motion to: A) Receive and file grant award letter from Department of Health & Human Services for the budget period of October 1, 29, through September 3,21, in the amount of $14,781,76; B) Approve upward budget amendment of $45,665 in the Head Start Fund to reconcile the budget to the actual grant award. Summary: The Head Start/Early Head Start FY 21 Refunding Application submitted to the Region IV Office of Head Start was approved by the Board of County Commissioners June 16, 29 (R29-964 ). Head Start has received the Financial Assistance Award letter attached. An upward budget amendment is needed to reconcile the budget to the actual grant award. (Head Start) Countywide (TKF). Background and Justification: The Department of Health and Human Services Administration for Children and Families has issued the FY 21 Financial Assistance Award to serve 18 infants/toddlers and pregnant women; and 1,871 3& 4 year old children and their families. So that the Clerk's Office can note and receive the award letter, this receive and file item is submitted in accordance with PPM CW-O-51. Attachments 1. Award Letter 2. Budget Amendment Recommended by:_c.------- ~ /,,;A /Y ~---- ~---"~-~---------'-Y,,+-;/4-~_/2_/_)_ Department Director 7 idate Assistant County Administrator Date

II. FISCAL IMPACT ANALYSIS A. Five Year Summary of Fiscal Impact: Fiscal Years 21 211 212 213 Capital Expenditures Operating Costs 45,665 External Revenue (45,665} Program Income (County) In-Kind Match (External) 1...,/... NET FISCAL IMPACT O if".$1211.. ~CJ 214 # ADDITIONAL FTE POSITIONS (Cumulative) Is Item Included In Current Budget: Yes No _X Budget Account No. : Fund Dept. Unit Object Program Code: B. Recommended Sources of Funds/Summary of Fiscal Impact: C. Departmental Fiscal Review: I CU. UJl\.-. fv\ol,k.:o ~ - Y)1s) J Ill. REVIEW COMMENTS A. OFMB Fiscal and/or Contract Administration Comments: ~ ls +sco._q, (~CLc.X', B. Legal Sufficiency: ~Lff;l7/o Assistant County Attorney C. Other Department Review: Department Director This summary is not to be used as a basis for payment.

Department of Health and Human Services SAi NUMBER: - Administration for Children and Families PMS DOCUMENT NUMBER: Financial Assistance Award (FAA) 4CH34644 1. AWARDING OFFICE: 2. ASSISTANCE TYPE: OA/OGM/Region IV Discretionary Grant 4CH346/44 5. TYPE OF AWARD: 6. TYPE OF ACTION: I 3. AWARD NO.: 14. AMEND. NO.: I 7. AWARD AUTHORITY: SERVICE Non-competing continuation 42 USC 981 ET SEQ. 8. BUDGET PERIOD: 9. PROJECT PERIOD: 11. CAT NO.: 1/1/29 THRU 9/3/21 INDEFINITE 936... 11. RECIPIENT ORGANIZATION: 12. PROJECT/ PROGRAM TITLE: PALM BEACH COUNTY BOARD OF COUNTY COMMISSIONERS DIV. OF HS & CHILDREN SERVICES 3323 Belvedere Road WEST PALM BEACH FL 3346 EDWARD L. RICH, director of community services PA-2T/TA 13. COUNTY: 14. CONGR. DIST: 15. PRINCIPAL INVESTIGATOR OR PROGRAM DIRECTOR: PALM BEACH 12 Carmen A Nicholas, Head start Director 16. APPROVED BUDGET: 17. AWARD COMPUTATION: Personnel... $ 3,54,242 Fringe Benefits... s 1,479,492 Travel... s 41,385 Equipment.... s A. NON-FEDERAL SHARE... s 2,88,15 2. % B. FEDERAL SHARE... s 8,352,6 8.% 18. FEDERAL SHARE COMPUTATION: A. TOTAL FEDERAL SHARE... s 8,352,6 supplies...... s 36,65 B. UNOBLIGATED BALANCE FEDERAL SHARE... s Contractual... s 2,62,483 C. FED. SHARE AWARDED THIS BUDGET PERIOD.. s 8,352,6 Facilities/Construction... s 19. AMOUNT AWARDED THIS ACTION: s 8,352,6 Other... s 687,88 2. FEDERAL $ AWARDED THIS PROJECT PERIOD: Direct costs... s 8,352,6 s Indirect Costs... s 21. AUTHORIZED TREATMENT OF PROGRAM INCOME: At %of$ ADDITIONAL COSTS In Kind contributions... s Total Approved Budi:iet(-).. 1 $ Q 22. APPLICANT EIN: 23. PAYEE EIN: 24. OBJECT CLASS: 8,352,6 1-596785-A1 1-596785-A1 41.51 25. FINANCIAL INFORMATION: DUNS: 7847461 ORGN DOCUMENT NO. OGM 4CH34644 OGM 4CH34644 OGM 4CH34644 OGM 4CH34644 APPROPRIATION CAN NO. NEWAMT. UNOBLIG. NONFED% 75--1536 21 G41126 $43,274 75--1536 21 G4412 S148,167"v, 75--1536 21 G44122 $6,429,647 75--1536 21 G44125 S1,73,972 \,- Client Population: 251. Number of Delegates: 4. 26. REMARKS: (Continued on separate sheets) Paid by DHHS Payment Management system <PMS>, see attached for payment information. This award is subject to the requirements of the HHS Grants Policy statement <HHS GPS> that are applicable to you based on your recipient type and the purpose of this award. This includes requirements in Parts I and 11 <available at http://www.hhs.gov/grantsnet/adminis/gpd/index.htm> of the HHS GPS. IGNATURE-~CER mes Colvin DATE: 28. SIGNATURE(S) CERTIFYING FUND AVAILABILITY 1 /LJ/o f' /tl' V?, Of. SIGNATURE AND TITLE - PROGRAM OFFICIAL(S) M~ DGCM-3-785 (Rev. 86) Program Manager DATE: /-2-z -9 CCHl

SAi NUMBER: DEPARTMENT OF HEAL TH AND HUMAN SERVICES ADMINISTRATION FOR CHILDREN AND FAMILIES PMS DOCUMENT NUMBER: FINANCIAL ASSISTANCE AWARD 4CH34644 1. AWARDING OFFICE: 12. ASSISTANCE TYPE: OA/OGM/Region IV Discretionary Gran 5. TYPE OF AWARD: 6. TYPE OF ACTION: SERVICE Non-competing continuation 8. BUDGET PERIOD: 9. PROJECT PERIOD: 1/1/29 THRU 9/3/21 THRU 11. RECIPIENT ORGANIZATION: I 3. AWARD NO.: 4. AMEND. NO. 4CH346/44 7. AWARD AUTHORITY: 42 USC 981 ET SEQ. 1. CAT NO.: 936 PALM BEACH COUNTY BOARD OF COUNTY COMMISSIONERS, DIV. OF HS & CHILDREN SERVICES 26. REMARKS: <continued from previous page> Although consistent with the HHS CPS, any applicable statutory or regulatory requirements, including 45 CFR Part 74 or 92, directly apply to this award apart from any coverage in the HHS GPS. This award is subject to the requirements of section 16 Cg> of the Trafficking Victims Protection Act of 2, as amended <22 u.s.c. 714>. For the full text of the award term, go to http://www.acf.hhs.gov/grants/award_term.html. This grant is subject to the requirements as set forth in 45 CFR Part 87. Attached are terms and conditions, reporting requirements, and payment instructions. Initial expenditure of funds by the grantee constitutes acceptance of this award. This award is subject to HHS regulations codified at 45 CFR 131, 132, 133, 134, 135, 136, 138, 139 and 131. <**> Reflects only federal share of approved budget. Part 74.25Cc> <2> and Part 92.3Cd> C3> provide this office authority to approve the hiring of key personnel. Key personnel includes the Head start Director and, if salaries are covered principally (i.e. greater than 5%> by the Head start grant, the Executive Director and the Chief Financial Officer. Grantees are to notify the regional office prior to making a job offer to fill these key personnel positions. included in this notification shall be the name of the person being recommended to be hired, the process used to recruit for this job and why this person was determined to be the most qualified. This award provides FY-21 funding to serve 1871 Head start children and 18 Early Head Start infants, toddlers and pregnant women. PA-22 is funded at 5% at this time due to delayed funding, the balance will be awarded at a later date. PA-2, PA-1126, and PA-25 are funded at 1%. DGCM-3-785 (Rev. 86) (CH) Page 2 of 2

l~-~?:jv,,:,~' ~~- Department of Health and Human Services I!;,,, 1 ~ ~,~j Administration for Children and Families - Region IV - Office of Head Start 1 ;r~~ ).it \f..fl.:u.lfi..-fr:-:,"'/ Office of Regional Program Manager 61 Forsyth Street, Suite 4M6 Atlanta, Georgia 333-899 Telephone (44) 562-2841 Fax (44) 562-2982 Refer To: 4CH346 Ms. Addie Greene Board Chairperson Palm Beach County Board of County Commissioners 3323 Belvedere Road West Palm Beach, FL 3346 Dear Ms. Greene: We are pleased to inform you that the refunding application for Program Year 44 has been approved. A Financial Assistance Award is also being issued at this time, pursuant to the Head Start Act, as amended, under Public Law 11-134. Your agency is in year 1 of its refunding cycle. Funds are awarded to serve 1871 Head Start children and 18 Early Head Start children and/ or pregnant women for the budget period beginning October 1, 29 through September 3, 21. The Federal level of support is as follows: Program Account 22 Program Account 25 Program Account 2 Program Account 1126 TOTAL $12,859,293 $1,73,972 $148,167 $43,274 $14,781,76 This award is subject to the requirements of the HHS Grants Policy Statement that are applicable to your agency based on the recipient type and the purpose of the award. Any applicable statutory or regulatory requirements, including 45 CFR Part 74 or 92, directly apply to this award apart from any coverage in the Grants Policy Statement, which can be accessed on the web at h:t.tn;ll~.hhs.gq_y /grantsnet/adminis/gpd/index.htm. Please see the attachment for additional information regarding the Training and Technical Assistance Plan.,, and Risk Management Meeting. If program and/ or fiscal instructions are included, you must provide a c:::i written response within the specified time frames. If you have any program questions, please contact Olissa Williams, Head Start Program Specialist, at 44-562~: 1 2863. 1be assigned Financial Operations Specialist, Gayle Howard, who may be reached at 44-562-2851, is available to assist you with any fiscal aspects of your grant. Sincerely, ~~ Marsha W. Lawrence Regional Program Manager Region IV - Office of Head Start Enclosures,,::, ~:-) Alabama Florida Georgia Kentucky Mississippi, North Carolina South Carolina Tennessee Page I o/2

Grant Number: Grantee Name: 4CH346 Palm Beach County Board of County Commissioners Training and Technical Assistance Plan: We have reviewed your Fiscal Year 29-21 Training and Technical Assistance Work Plan for the above year. It meets all requirements for specific goals, objectives and results for a comprehensive training plan. Your strategies and events planned appear focused on the training needs of your staff. Your plan is approved unconditionally. Approved: Yes, 111129 Risk Management Meeting: The action items identified during the Risk Management Meeting on April 16, 29 were completed. The Fiscal Year 21 refunding application included updates on the provision of dental services and the Dual Language Committee. The grantee demonstrated that it is working toward ensuring all of the children served receive dental services. A more intense monthly monitoring of dental services by key health staff was implemented, while family service specialists intentionally focused on working closely with the parents of children needing dental treatment. Additionally, the Dual Language Committee has planned a one-day Dual Language Conference for Palm Beach County, scheduled for October 16, 29. Special Program Instructions: NIA Special Fiscal Instructions: NIA Alabama Florida Georgia Kentucky Mississippi North Carolina South Carolina Tennessee Page2o/2

1-~1, Use this form to provide budget for items not anticipated in the budget. ACCT.NUMBER ACCOUNT NAME BOARD OF COUNTY COMMISSIONERS PALM BEACH COUNTY, FLORIDA BUDGET AMENDMENT FUND (12) - Head Start ORIGINAL BUDGET CURRENT BUDGET INCREASE DECREASE ADJUSTED BUDGET Page 1 of ~ BGEX- 147-4131.. 1123 BGRV - 147-4131... 281 EXPENDED/ ENCUMBERED REMAINING BALANCE EXPENDiTlJRE 147 1451 341 Other Contratual services 147 1451 641 Machinery and Equipment 5,438,526 5,438,526 281,581 9, 4,325,219 1,394,888 9, 147 1454 481 Promotional Activities 147 1454 3421 Other Contratual services-training 1,26 69,338 1,26 69,338 18,23 6,18 4,88 3,949 23,61 44,497 147 1457 341 Other Contratual services 147 1457 313 MedicalHealth Care Services 147 1457 343 Custodial or Janitorial Services 147 1457 344 Temporary Services 147 1457 3422 Contractual Services-Recreation 147 1457 47 Travel-Mileage 147 1457 431 Utilities-Waste Disposal 147 1457 446 Rent-Office Equipment 147 1457 4412 Rent-Storage/Warehouse Space 147 1457 465 Mainten ance-grounds 147 1457 511 Office supplies 147 1457 5111 Office Furniture & Equipment 147 1457 5121 Data Processing Software/Accessories 147 1457 521 Materials/supplies-Operating 864,315 59, 2,453 9,6 495 244 83,161 59, 2,453 6,55 495 9,93 244 27,346 9, 5, 1,237 5 5 2, 1 1,5 5 1,162 5 8 412 832,838 59, 19 96 3,647 1,73 1,252 36 314 1,12 1, 8,715 449 24,669 9, 4,981 1,237 2,857 3,43 927 (1,152) 1,14 186 555 (5) 1,988 27 147 1458 481 Promotional Activities 147 1458 3421 Contractual Service Training 1,97 838 3,351 392 4,17 446 9,279. Total Expenditures -- ------- - --- - - 25,221,333 Signatures 28,621,62 45,665 Date. - -- - -~--- ----- - ------- 29,72,267 5,275,476 By Board of County Commissioners 23,796,791 f11q_y t.jfa-.;j.o,o COMMUNITY SERVICES INITIATING DEPARTMENT/DIVISION Channell Wilkins Administration/Budget Department Approval OFMB Department - Posted ~ ~ L\\.\16 I Deputy Clerk to the Board of County Commissioners

1 - BOARD OF COUNTY COMMISSIONERS Page -1. of ~ PALM BEACH COUNTY, FLORIDA BUDGET AMENDMENT BGEX- 147-4131.. 1123 BGRV - 147-4131... 281 FUND (12) - Head Start Use this form to provide budget for items not anticipated in the budget. EXPENDED/ ORIGINAL CURRENT ADJUSTED ENCUMBERED REMAINING Y~~--~- ACCT.NUMBER,, ACCOUNT NAME BUDGET BUDGET INCREASE DECREASE,,,,,,~m= "-,,,;,-,~,"v ~nu,,,,.._~,,v,,,_,, y - ~""_,~,.v,,,,..p,,,-- BUDGET BALANCE REVENUE 147 146 3168 Fed Grant Indirect - Human Services. 229,586. 229,586. 147 1461 3168 Fed Grant Indirect - Human Services. 77,13. 77,13. 147 1462 3168 Fed Grant Indirect - Human Services. 3,94. 3,94. 147 1463 3168 Fed Grant Indirect - Human Services. 97,275. 97,275. 147 1464 3168 Fed Grant Indirect - Human Services. 1,214,364. 1,214,364. 147 146 3169 Fed Grant Other Human Services.. 229,586. 147 1461 3169 Fed Grant Other Human Services.. 77,13. 147 1462 3169 Fed Grant Other Human Services.. 3,94. 147 1463 3169 Fed Grant Other Human Services.. 97,275. 147 1464 3169 Fed Grant Other Human Services.. 1,214,364. 147 1451 3169 Fed Grant Other Human Services 12,427,64 12,477,482 381,811 12,859,293 147 1454 3169 Fed Grant Other Human Services 134,59 134,59 14,18 148,167 147 1457 3169 Fed Grant Other Human Services 1,72,874 1,679,577 51,395 1,73,972 147 1458 3169 Fed Grant Other Human Services. 39,923 3,351 43,274 147 1454 8 Transfer from General Fund 26,812 26,812 1,23 37,42 147 1451 8 Transfer from General Fund 6,871,699 6,698,62 1,23 6,688,372 147 1458 8 Transfer from General Fund. 9,981 838 1,819 147 1457 8 Transfer from General Fund 689,211 689,13 838 688,175 Total Revenue, v;,_,mnn ~-,c; =n~ - 25,221!~33 28,621,62. 2?4,!.!)65.. 2,29,3... -~ ~ 29,72,26_7