HomeMy WebLinkAbout2004 S Health - Youth Tobacco Prevention Project Year Two Grant Acceptance. ~
_ RETURN THIS COPY TO THE CLERK'S
OFFICE FOR THE PERMANENT/'AGGENDA FILE
N.C. Health and Wellness Trust Fund Commission Jr~-~ ~/~3~~~jj
Teen Tobacco Use Grant (Unamended} Renewal Year 2 v / ~!"C
GRANT AGREEMENT BETWEEN THE NORTH CAROLINA HEALTH AND
WELLNESS TRUST FUND COMMISSION AND ORANGE COUNTY HEALTH
DEPARTMENT
AGREEMENT TO RENEW FOR A SECOND CONSECUTIVE YEAR
MARCH 1, 2404 THROUGH FEBRUARY 28, 2005
AGREEMENT TO AMEND SECTION II, SECTION IV, SECTION VII, SECTION VIII AND
SECTION XVI OF THE AGREEMENT
In accordance with the Agreement between them, the North Carolina Health
and Wellness Trust Fund Commission (hereinafter referred to as the "Commission")
and Orange County Health Department ("OCHD"), a government entity (together "the
Farties"} hereby agree to renew and amend the Agreement between them effective March
1, 2003. This renewal is for the second year of a program to provide acommunity-based
tobacco use prevention and cessation program for teenage North Carolina residents as is
more fully described in the Grant Agreement between the Parties dated March 1,2003
("the Project").
As part of this renewal, the Commission will provide OCHD no more than
$75,506, dispersed in 12 equal monthly payments, for the Project subject to the
availability of funds and satisfactory performance by OCHD of the duties assigned to it
by the Grant Agreement and this renewal and amendments. Not withstanding Subsection
B of the Section V of the Grant Agreement, an additional $ 18,967.13 which represents
funds allocated by the Commission to the first year of the Project but not spent by OCHD
in the first year of the Project shall be included in the budget for Year 2 of the Project
subject to the Commission's prior approval of the specific budget line items and
accompanying narrative of how these funds will be spent. Any remaining unspent grant
money from the first year of the Project shall be carved forward to the final term of the
Grant Agreement, such carry-over to be used to extend the length of that final term
should the Grant Agreement be renewed for a final term.
The budget for Year 2 of the Project is attached and is hereby incorporated by
reference into this Renewal Agreement. The Parties agree that this budget for Year 2
shall be the budget to which they shall both adhere for the second year of the Project.
Additionally for good and valuable consideration the parties agree that the
original agreement shall be amended to include the following underlined new subsection
F in Section II. Scope of the Grant:
F Each community/school grantee must develop an annual action plan based on
the pr~ram of work in their approved grant application that is aligned with their
approved annual budget The annual action plan must be developed under the
guidance of the Tobacco Prevention and Control Branch and approved by the
Health and Wellness Trust Fund Commission. Any changes in the action plan
must be approved by the Health and Wellness Trust Fund Commission in
consultation with the Tobacco Prevention and Control Branch.
Additionally for good and valuable consideration the parties agree Section IV
Funding, subsection C, of the original Agreement shall be amended to reflect a total
award of $5000 for capital expenditures or equipment expenses.
And the Parties agree that for good and valuable consideration Section VII.
Reports of the original Agreement shall be amended by adding the following underlined
language in a new subsection G:
G The Grantee shall also provide annual reports pursuant to N.C. Gen. Stat. 143-6.1.
Pursuant to that statute if the Grantee is a non-state entity and receives $300,000 or more
of combined state funds annually it agrees that it shall file an audited financial statement
with the Commission and the State Auditor in a format and at a time as prescribed by the
State Auditor along with any other reports the State Auditor may require. Also pursuant
to that statute if the Grantee is a non-state entity and receives more than $15,000 but less
than $300 000 of combined state funds annually. it agrees that it shall file annual
accountinc with the Commission in a format prescribed by the State Auditor. The
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Grantee further agrees that if it does not file reports required by the Auditor pursuant to
G S 143-6 1 the Commission cannot disburse grant funds to it.
For good and valuable consideration the Parties further agree that Section VIII. Project
Records is hereby amended at Subsections B and E to include the following underlined language
and to exclude the language that is struck through:
Section VIII. Project Records.
B. The Grantee shall retain all financial records, supporting document and all other
pertinent records related to the Project for a period of twee-(33 five 5 years from
the Termination Date. In the event such records are audited, all Project records shall
be retained beyond such ~ five- ear period until any and all audit findings
have been resolved.
501 In the event the Grantee dissolves or otherwise goes out of existence before the
Termination Date or before tree five years from the Termination Date has elapsed,
records produced under this contract will be turned over to the Commission.
Finally, the Parties agree that Section XVI.Notice of the original Agreement shall be
amended to provide for a change in the Commission's address by deleting the language below
that is struck through and by adding the language below that is underlined:
If to the Commission: Mr. Jim Davis
Executive Director
N.C. Health and Wellness Trust Fund Commission
501 N. Blount Street
Raleigh, NC ~-1~ 27604-1119
This Renewal Agreement is effective March 1, 2004 and shall terminate February
28, 2005. This Renewal Agreement and amendments incorporate a separate budget for.
Year Two, a new subsection F in Section 2, an amended Section IU, subsection C award
for capital expenditures, a new subsection G in Section VII, changes to Section VIII at
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Subsections B and E and a change of address for notice to the Commission in Section
XVI. In all other respects the original Grant Agreement effective March 1, 2003
between the Commission and OCHD remains unchanged.
Health and Wellness Trust Fund
Commission of North Carolina
By~~
Beverly Eaves Perdue
Chair
Date:
Orange County Health Department
By:
Rosemary S ers, DrPH
Health D' ctor
Date:
This instrument has been pre-audited in the
manner required by the Local Government
Budget and Fiscal Control Act
By: ~~~
Ken Chavious
County Financ Dir ctor
Date: /3
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Attachment B
Health and WellnessTrust Fund Commission
Teen Community Schools Grant Application Budget
Year 2 Approved Budget
Applicant Agency: Orange County Health Department
Contact Person for Budget: Donna King HWTFC
Contact Phone: 919 245 2449 Approved: Richard Clark
Fax: 919 644 3007 Effective date: 3-1-2004
e-mail: dking a(7,co.orange.nc.us Comments
Federal Tax I.D. or 501(c)(3):
1. Year 1 starting on or about 3/1/2003 and ending 2/29/2004
2. Year 1 starting on or about 3/1/2004 and ending 2/28/2005
3. Year 3 startin on or about 3/1/2005 and endin 2/28/2006
3/1/2003--2/29/2004 3/1/2004--2/28/2005 3/1/2005--2/28/2006 Pro'ect Total
Cate o Proposed-
amount In-Kind Proposed
amount In-Kind Proposed
amount In-Kind Proposed
amount In-Kind
Direct Ex enses:
Sala /Wa es/Benefits $45,382.00 $8,800.00 $47,272.00 $8,800.00 $49,257.00 $8,800.00 $141,911.00 $26,400.00
Contracted Staff $3,000.00 $3,000.00 $0.00
Other (Please clarif below) $4,000.00 $8,000.00 $8,000.00 $16,000.00 $4,000.00 $16,000.00 $16,000.00 $40,000.00
Subtotal: $49,382.00 $16,800.00 $58,272.00 $24,800.00 $53,257.00 $24,800.00 $160,911.00 $66,400.00
Other Than Personnel
Support (OTPS)
Su lies/Material $4,000.00 $1,000.00 $4,150.47 $1,000.00 $4,000.00 $1,000.00 $12,150.47 $3,000.00
Communication Costs
(telephone, postage, freight)
$1,217.00
$500.00
$982.00
$500.00
$982.00
$500.00
$3,181.00
$1,500.00
Occupancy Costs (rent,
utilities, repairs, maintenance)
$0.00
$9,600.00
$0.00
$9,600.00
$0.00
$9,600.00
$0.00
$28,800.00
Capital Outlay (furniture,
e ui ment, data processing)
$5,000.00
$0.00
$1,983.00
$0.00
$0.00
$0.00
$6,983.00
$0.00
Other (Please clarif below) $6,000.00 $0.00 $7,000.00 $0.00 $4,000.00 $0.00 $17,000.00 $0.00
Subtotal $16.217.00 $11,100.00 $14,115.47 $11,100.00 $8,982.00 $11,100.00 $39,314.47 $33,300.00
Media
Central Media Fund
(earmarked)
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Local Event Promotion $1,000.00 $500.00 $2,321.02 $0.00 $500.00 $0.00 $3,821.02 $0.00
Subtotal $1,000.00 $500.00 $2,321.02 $0.00 $500.00 $0.00 $3,821.02 $0.00
Travel Ex enses
Travel (mileage,
transportation, meals, hotels)
$7,752.00
$0.00
$10,384.28
$0.00
$6,252.00
$0.00
$24,388.28
$0.00
Meetings $7,000.00 $0.00 $9,380.36 $0.00 $7,000.00 $0.00 $23,380.36 $0.00
Other (Please clarif below) $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Subtotal $14,752.00 $0.00 $19,764.64 $0.00 $13.252.00 $0.00 $47,768.64 $0.00
Total Direct Ex enses 51,351.00 $28,400.00 $94,473.13 $35,900.00 $75,991.00 $35,900.00 5251,815.13 $99,700.00
Year 1 unspent funds
carried forward to Year 2
-$18,967.13
-$18,967.13
$0.00
Total Re uest $62,383.87 $28,400.00 $94,473.13 $35,900.00 $75,991.00 $35,900.00 $232,848.00 $99,700.00
Program Grantees are required to include Training and Development expenses in the Annual Budget Section of the proposal. Grantees are
required to attend all regional and Statewide Tobacco Prevention and Control Coalition meetings including: New Grantee Kickoff event, Local
Coalition Coordinator meetings, Youth Summits, State TPC Training Event. A minimum of $1,500 per individual (up to there) attending these
events should be included for travel and lodging to support these expenses.
In addition, grantees may want to budget an additional $1,800 per individual for travel, lodging and per diem (up to two) to attend the annual
Tobacco Use and Prevention Training Institute (TUPT/) and another $1,200 per individual (up to two) to attend aself-selected tobacco control
national or regional conference/workshop.
Narrative Budget Justification for Partial Carry-Over of Funds from YR 1 to YR 2
HWTFC Grantee: Orange County Health Department
Direct Expenses:
Contracted Staff- Will receive $3,000 of $3,150.47 in unspent funds from "Other Than
Personnel Support (OTPS), Supplies/Materials" for a total of $6,000 in YR2. These monies will
be used for contracting with a university intern. The intern will supplement the Project
Coordinator's efforts in peer education training, youth cessation and prevention classes, and
conducting focus groups with peer educators to finalize a comprehensive peer educator training
manual.
Other -Will receive $4,000 in unspent funds from "Direct Expenses, Other" for a total of $4,000
in YR2. These monies will be designated to pay 40 peer educators $100 each a year to undergo
training in youth tobacco-use prevention. These funds will go unspent until peer educators
recruited in YR 1 complete their training by April '04. The $4,000 allocated for YR2 will be
spent for training additional peer educators during the YR2 school year.
Other Than Personnel Support (OTPS):
Supplies/Materials -Will receive the remaining $150.47 in unspent funds from
"Supplies/Materials" for a total of $4,150.47 in YR2. These monies will be for the purchase of
educational materials for school-based and community-based educational events. This will allow
for the growth of the project's resource library and outreach materials. This line item also
supports project production materials-laminating, photo printing, dry mounting, etc.
Capital Outlay ^ Will receive $1,983 in unspent funds from "Capital Outlay" for a total of
$1,983 in YR2. These monies will be for the purchasing of: 1) a digital camera exclusively for
project use to document and reproduce peer educator activities in the schools and community
(The health dept. currently has a digital camera for department-wide use. However, this camera
is often reserved and would therefore be unreliable for project use.); 2) amulti-paneled display
board, travel case and table runner that clearly identifies the project and peer educators at
education and awareness events within the community; and 3) a roller trolley to aid peer
educators with transporting project materials and supplies to and from school-based and
community-based events.
Other -Will receive $3,000 of $6,000 in unspent funds from "OTPS Other" for a total of $7,000
in YR2. These monies will be used to develop project awareness and promotion in middle and
high schools. Funds will be spent to increase TRU Group visibility in schools through schoc-1
newspaper advertisements and marketing strategies such as TRU gear distributions, school-wide
educational tobacco-free rallies, concerts, and competitions. The marketing and increased
visibility resulting from these funds will firmly establish the TRU Group as a known and
respected youth group within the schools while, at the same time, delivering youth tobacco-use
prevention messages.
Media:
Local Event Promotion -Will receive $869.60 in unspent funds from "OTPS Communication
Costs" and $951.42 in unspent funds from "Media, Local Event Promotion" for a total of
$2,321.02 in YR2. These monies will be used to offset costs for peer educator organization,
promotion, and participation in youth-oriented community events. Funds will go toward the
development of educational tobacco-use prevention activities/games, incentives for youth
participation, and recruiting recognized local personalities to attract and engage youth.
Travel Expenses:
Travel -Will receive $2,632.28 of $5,264.56 in unspent funds from "Travel Expenses, Travel"
for a total of $10,384.28 in YR2. These monies will be used to support peer educators and
school-based and community-based adult program advocates to travel to state, regional, and
national youth tobacco-use prevention meetings and conferences. Carved over funds will also be
used to mobilize peer educators and school-based and community-based adult program
advocates throughout the county to educate youth groups from community-based organizations
such as 4-H, faith-based organizations, and after-school and community center youth programs.
Meeting Ex ep rases (Training) -Will receive $2,380.36 of $4,760.73 in unspent funds from
"Travel Expenses, Meeting Expenses" for a total of $9,380.36 in YR2. These monies will be
used to conduct peer educator trainings and a bi-annual county-wide youth empowerment retreat
(1 x school year and 1 x summer). These funds will be spent on material development, guest
speakers, lodging and food arrangements, and youth tobacco-use prevention advocacy activities
associated with the retreat. * Note: funds carried over will also cover encumbrances from the
Feb. 20-21, 2004 bi-county (Orange and Durham) Youth Empowerment Retreat that are
currently outstanding (approx. $250).
NOTE: The total carryover amount of $18,967.13 will be subtracted from the YRl award once
approved, to reflect the total grant award of $232,848.00.
Action Plan Update
The Orange County Health Department Grantee has been working with the Tobacco Prevention
and Control Branch (TPCB) to finalize a YR 2 action plan that supports the activities and carry
over funds proposed above. These strategies are in agreement with the overall goals and
objectives stated in the original grant application.
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