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Home My WebLink AboutASC Board Action Item - BOCCM C- "t A E AGENCY NUMBER 1030 IDIS PROJECT NUMBER 0021 Commerce Contract Number 18-62210-005 A19 VOUCHER DISTRIBUTION AGENCY NAME INSTRUCTION DEPARTMENT OF COMMERCE ATTN: CDBG PO BOX 42525 OLYMPIA, WA 98504-2525 that VENDOR OR CLAIMANT (Warrant is to be payable to:) GRANT COUNTY PO BOX 37 E PH RATA, WA 98823-0037 REPORTING PERIOD: February 2019 TO VENDOR OR CLAIMANT: Submit this form to claim payment for materials, merchandise or services. Show complete detail for each item. Vendor's Certificate: I hereby certify under perjury that the items and totals listed herein are proper charges for materials, merchandise or services furnished to the State of Washington, and all goods fumished and/or services rendered have been provided without discrimination because of age, sex, marital status, race, creed, color, national origin, handicap, religion or Vietnam era or disabled veterans status. By: .1 1 1 (SIGN IN BLUE INK) Torr. Taylor, BOCC Chair -1124/1-1 (TITLE) (DATE) Description QUANTITY AMOUNT PREVIOUSLY AMOUNT REMAINING BUDGET REQUESTED THIS INVOICE BALANCE 7714 05 Public Services 117,597.00 11,139.69 13,943.89 $92,513.42 $0.00 $0.00 7717 21AGeneral Admin 3,500.00 3,500.00 $0.00- $0.00 $0.00 $0.00 $0.00 $0.00 TO TA L PA YMEN T RE Q UES T $121,097.0011 $11,139.69 17,443.89 $92,513.42 Everything below this line is for Dept of Commerce_ FED TAX ID # PROGRAM APPROVAL DOC DATE CURRENT DOC. NO. REFERENCE DOC NO. VENDOR NUMBER SV\IV0002426-03 ACCOUNT NO. ASO NUMBER 34112 VENDOR MESSAGE CDBG Pymt # M SUB TRANS 0 MASTER SUB SUB CODE D INDEX OBJ OBJ GL ACCT SUBSID INVOICE AMOUNT NUMBER 62280320 NZ 18-62210-005 SIGNATUREOF ACCOUNTING PREPARER FOR PAYMENT I DATE WARRANT TOTAL ACCOUNTING APPROVAL FOR PAYMENT IDATE STATE OF WASHINGTON DEPT OF COMMERCE ATTN: CDBG PROGRAM PO BOX 42525 OL\'MPIA, WA 98504-2.525 COMMUNITY ACTION AGENCY CONTRACT NO: OIC OF WASHINGTON 18-62210-005 815 FRUITVALE BLVD REPORT PERIOD: YAKIMA WA 98902 Feb -19 REPORT NUMBER: 8 C()"') 1 cb"cs-- -zt 3 TOTAL AMOUNT REQUESTED THIS 513,943.89 2018 COMMUNITY DEVELOPMENT BLOCK GRANT- PUBLIC SERVICES GRANTS CERTIFICATION: 1 certify that the information on this form is a true and accurate report of the cash status and that all reported expenditures are properly chareeable to the referenced ¢rant. Signature: Printed Name: RITA DEBORD Title: CFO Date: 4/18/2019 1. Name of Service Activity: Asset Development 44 CDBG amount requested for these program activities thisperiod: $1 1,614.5 1 Description of service program how low- and moderate -income (LMI) persons were served this period: Housing counseling, credit coaching. foreclosure services, business start-up, financial education workshops and high school classes. Free tax -prep. 2. Name of Service Activity: Energy Assistance 329 CDBG amount requested for these program activities this period: $0.00 Description of service program how low- and moderate -income (LMI) persons were served this period: Energy assistance and conservation education. I Name of Service Activity: Asset Develop/Energy Assist Admin -Indirect Admin CDBG amount requested for these program activities this period: $2,329.38 Description of service program how low- and moderate -income (LMI) persons were served this period: General administration expenses associated with managing energy assistance and asset development activities oversight and assessments. Indirect admin. Contract 18-62210-005 Submitted to GC by: OIC OF WASHINGTON Request for Reimbursement No. 08 FEBRUARY 2019 Grant County's Subrecipient Checklist: State Auditor's Office Audit Procedures for Testing Activities Allowed And Not Allowed, As Published In 2007 Questions to ask before submitting a payment request Was the expenditure or cost: X Made for an allowable activity under the grant guidelines? X Authorized (or not prohibited) under state or local laws or regulations? X Approved by the federal awarding agency, if required? N/A Allowable per Circular A-87 (June 2004 version), Attachment B, items 1-43? For payroll transactions: X Does the employee's time and effort documentation meet the requirements of Circular A-122? X Allocable to the program? (i.e., was the dollar amount charged to the program relative to the benefits received by the program? Is the federal grantor being charged its fair share of the cost?) X Based on actual costs, not budgeted or projected amounts? X Applied uniformly to federal and non-federal activities (i.e., is the federal government being charged the same amount as if non-federal funds were being used to pay the cost)? X Given consistent accounting treatment within and between accounting periods? (Consistency in accounting requires that costs incurred for the same purpose, in like circumstances, be treated as either direct costs only or indirect costs only with respect to final cost objectives). X Calculated in conformity with generally accepted accounting principles, or another comprehensive basis of accounting, when required under the applicable cost principles? X Not included as a cost (or used to meet cost sharing requirements) of other federally-supported activities of the current or a prior period? X Net of all applicable credits? (e.g., volume or cash discounts, insurance recoveries, refunds, rebates, trade-ins, adjustments for checks not cashed, and scrap sales). N/A Not included as both a direct billing and as a component of indirect costs? N/A Properly classified (e.g., some costs may be incorrectly claimed as a direct cost instead of being incorporated as part of the indirect cost rate). X Supported by appropriate documentation? (e.g., approved purchase orders, receiving reports, vendor invoices, canceled checks, and time and attendance records.) Documentation may be in an electronic form. X Correctly charged to the proper account code and grant period? t I:ADATANONSHAREDAACCOUNTINGAingrid's stuff\CDBGVCDBG ML 264 2018-19\Subrecipient Checklist 2018-19.docPage bJh. OIC OF WASHINGTON For User: INGRID FRANK RW Expenditure report for: 264 - 264 CDBG Report year: 7/1/2018 thru 6/30/2019 Account --------- Admn Admin - Asset Dev/Energy Asst Asst Asset Development Ener Energy Assistance Report Totals General Ledger System Period ending: February 2019 ---------------Monthly-------------- --------- Budget Expenditures Pct Budget $1,958.00 $2,329.3818.97% $15,664.00 $6,503.00 $11,614.51`178.60% $52,024.00 $1,328.00 $0.00 0.00% $10,624.00 $9,789.00 $13,943.89 JA -f.44% $78,312.00 --To Da/e--------------- Page 1 of 1 Expenditures Pct $4,536.28 28.96% $20,401.60 39.22% $145.70 1.37% $25,083.58 32.03% Page: Page 1 of 1 Date: 4/18/2019 Time: 7:11:10 AM Annualbudget Unexpended $23,519.00 $18,982.72 $78,085.00 $57,683.40 $15,993.00 $15,847.30 $117,597.00 $92,513.42 General Ledger System OIC OF WASHINGTON For User: INGRID FRANK Fund Expenditure report for: 264 - CDBG PS 7/1/18-6/30/19 (Fund status: Active) Report year: 7/1/2018 thru 6/30/2019 Period ending: February 2019 Account 25 PROGRAM SUPPORT Department: 009 INDIRECT ADMIN Program: 02 ADMIN. POOL -BASE 5312 SALARY ADM. ALLOCATION 5354 P/R TAX & BEN. ADM ALLOC. 5999 NON PERSONNEL ADM. ALLOC. Total for sub program -----> Total for program 02 -----> Program: 03 ADMIN POOL -OTHER 5312 SALARY ADM. ALLOCATION 5354 P/R TAX & BEN. ADM ALLOC. 5999 NON PERSONNEL ADM. ALLOC. Total for sub program -----> Total for program 03 -----> Total for department 009 -----> Department: 010 PROGRAM Program: 25 PROGRAM SUPPORT 5311 SALARIES,WAGES EXPENSE 5351 FICA,OIC EXP 5352 LAND I,OIC SHARE 5353 STATE UCI(ES),OIC EXP 5355 PAID FAMILY MEDICAL LEAVE 5360 DISABILITY OIC EXPENSE 5361 MEDICAL INSURANCE,OIC EXP 5362 LIFE INSURANCE,OIC EXP 5363 PENSION,OIC EXP 5399 FRINGE Page: Page 1 of 2 Date: 4/18/2019 Time: 7:10:18 AM --------------- MondlI3--------------- -----------------To Date --------------- Budget Expenditures Pct Budget Expenditures Pct Annual budget Unexpended CL,,,-azt de u/ (ice_(l i y (�-�.� G� c��l,�n - G, C�GZ CCc��'rJ �l7 $1,234.00 $1,432.78 116.11% $9,872.00 $2,770.62 28.07% $14,817.00 $12,046.38 $509.00 $644.74 126.67% $4,072.00 $1,245.94 30.60% $6,115.00 $4,869.06 $215.00 $251.86 117.14% $1,720.00 $519.72 30.22% $2,587.00 $2,067.28 $1,958.00 $2,329.38 118.97% $15,664.00 $4,536.28 28.96% $23,519.00 $18,982.72 $1,958.00 $2,329.38 118.97% $15,664.00 $4,536.28 28.96% $23,519.00 $18,982.72 -01C i n1�-�� n on - 1)% l I E4 $0.00 $805.94 0.00% $0.00 $1,075.19 0.00% $0.00 ($1,075.19) $0.00 $362.66 0.00% $0.00 $483.72 0.00% $0.00 ($483.72) $0.00 $141.69 0.00% $0.00 $195.69 0.00% $0.00 ($195.69) $0.00 $1,310.29 0.00% $0.00 $1,754.60 0.00% $0.00 ($1,754.60) $0.00 $1,310.29 ✓0.00% $0.00 $1,754.60 0.00% $0.00 ($1,754.60) $1,958.00 $3,639.67 $15,664.00 $6,290.88 40.16% $23,519.00 $17,228.12 Q%Zil e/ ^185.89% C(&-L'e�L %) $4,249.00 $7,600.00 1 87% $33,992.00 $13,100.00 38.54% $50,988.00 $37,888.00 $313.00 $552.70 176.58% $2,504.00 $956.06 38.18% $3,757.00 $2,800.94 $30.00 $53.47 178.23% $240.00 $91.53 38.14% $370.00 $278.47 $88.00 $158.08 179.64% $704.00 $272.48 38.70% $1,061.00 $788.52 $0.00 $30.40 0.00% $0.00 $52.40 0.00% $0.00 ($52.40) $74.00 $138.33 186.93% $592.00 $235.03 39.70% $897.00 $661.97 $1,022.00 $1,955.95 191.38% $8,176.00 $3,463.92 42.37% $12,269.00 $8,805.08 $16.00 $40.39 252.44% $128.00 $68.51 53.52% $203.00 $134.49 $221.00 $532.00 240.72% $1,768.00 $917.00 51.87% $2,656.00 $1,739.00 $490.00 $553.19 112.90% $3,920.00 $1,244.67 31.75% $5,884.00 $4,639.33 General Ledger System OIC OF WASHINGTON For User: INGRID FRANK Fund Expenditure report for: 264 - CDBG PS 7/1/18-6/30/19 (Fund status: Active) Report year: 7/1/2018 thru 6/30/2019 Period ending: February 2019 ---------------Month ly-------------- Account Budget Expenditures Pct Total for sub pCEX $6,503.00 $11,614.51 178.60% Sub program: SSISTANCE 5311 SALARIEENSE 9.00 $0.00 0.00% 5351 FICA,OIC $70.00 $0.00 0.00% 5352 LAND I,OIC SHARE $8.00 $0.00 0.00% 5353 STATE UCI(ES),OIC EXP $19.00 $0.00 0.00% 5360 DISABILITY OIC EXPENSE $9.00 $0.00 0.00% 5361 MEDICAL INSURANCE.OIC EXP $131.00 $0.00 0.00% 5362 LIFE INSURANCE,OIC EXP $2.00 $0.00 0.00% 5363 PENSION,OIC EXP $54.00 $0.00 0.00% 5399 FRINGE $96.00 $0.00 0.00% Total for sub program 54 -----> $1,328.00 $0.00 0.00% Total for program 25 -----> $7,831.00 $11,614.51 148.31% Total for department 010 -----> $7,831.00 $11,614.51 148.31% Fund Totals $9,789.00 $15,254.18 `155.83% O.� �tblo.4!} j bggy .e9 Page: Page 2 of 2 Date: 4/18/2019 Time: 7:10:19 AM -----------------To Date --------------- Budget Expenditures Pct Annual budget Unexpended $52,024.00 $20,401.60 39.22% $78,085.00 $57,683.40 $7,512.00 $114.00 1.52% $11,270.00 $11,156.00 $560.00 $8.72 1.56% $846.00 $837.28 $64.00 $1.20 1.88% $107.00 $105.80 $152.00 $2.37 1.56% $233.00 $230.63 $72.00 $1.88 2.61% $119.00 $117.12 $1,048.00 $0.14 0.01% $1,577.00 $1,576.86 $16.00 $0.56 3.50% $35.00 $34.44 $432.00 $7.98 1.85% $652.00 $644.02 $768.00 $8.85 1.15% $1,154.00 $1,145.15 $10,624.00 $145.70 1.37% $15,993.00 $15,847.30 $62,648.00 $20,547.30 32.80% $94,078.00 $73,530.70 $62,648.00 $20,547.30 32.80% $94,078.00 $73,530.70 $78,312.00 $26,838.18 34.27% CL Lf Cs31JT $117,597.00 $90,758.82 (33 -t- I,7s9.L� CDBG Public Services Grant No. 18-62210-005 Grant County Employee: Date: April 29, 2019 Jill Hammond Month/Year: July 1, 2018 to June 30, 2019 Page 1 of 2 Composite Day Hourly Rate # Hours Activity • rocessing or 4tn QuaTre—r ene Z ary eport; • Deposit/financials on Payment Request #6; • Processing of Payment Request #7; • Deposit/financials on Payment Request #7; • Drafting, emails, consultation with OIC on new Subrecipient Agreement; processing final version; • Misc. emails, etc. with Commerce; Jul -18 $45.09 9 • Preparation of Contract Closeout Report for Contract #17-62210-005. $405.81 Aug -18 $45.09 8 Review, distribution of Commerce/GC grant agreement (#18-62210-005). $360.72 • Misc. emails; updates re new Quarterly Beneficiary Report an A-19 voucher, updated isca codes; Sep -18 $45.09 6 • Misc. emails, etc. with Commerce. $270.54 • Budget transfer, misc. admin.; • Misc. phone calls, et -mails, filing, etc.; • Emails, processing of new CDBG Handbook, filing, etc.; • Work on certificate of insurance, double checking contract status, number. Oct -18 $45.09 5 $225.45 • Misc. emails, phone calls, correspondence; • Emails, etc. re 1st Quarter Beneficiary Report, review and submittal of same; • Addition file set up, emails, etc. re HUD award, emails, etc.; • Transmittal of grant report forms, fully conformed contract with Commerce, etc.; • Final file setup, detailed review of CDBG Management Handbook; • Review, copying, etc. of County and Subrecipient required documentation, preparations/requests re EEO -4 forms; • Updates with BOCC re grant requirements, processing of EEO -4 form; • Initial processing of Reimbursement Request #1. Nov -18 $45.09 12 $541.08 • Sent documentation information to Commerce; • County Admin. Tracking; Dec -18 $45.09 4 • Misc. emails, etc. with Commerce. $180.36 Page 1 of 2 CDBG Public Services Grant No. 18-62210-005 Jan -19 $45.09 6 • Review of CDBG Handbook, 2 CFR 200; • Filing, misc. emails; • Preparing GC's Site Monitoring and Materials Request letter to OIC of Washington (site visit scheduled for March 7, 2019); • 2nd Quarterly Beneficiary Report processing, submittal. $270.54 • Preparations for CDBG Public Hearing (scheduling, calendaring, updating Public Hearing Notices, arrangements for translation to Spanish, etc.); • Misc. emails, etc. with Commerce; • Receipt, review of 2019 PSG Application, forwarded with request for review, etc. to OIC; misc. grant application work, advertising administration; • Emails, discussions with OIC regarding advertising, posting of notices for public hearing; • County Admin tracking; Feb -19 $45.09 16 • Work on CDBG PSG online application for next funding cycle. $721.44 • OIC Site Visit; • Response to OIC's Site Visit; • Conducting of public hearing, final application processing, etc.; • Continue to work on CDBG PSG online application for next funding cycle; • Admin work for the months of March thru June - has not yet occurred; however, a variety of grant administration efforts will take place during this timeframe, including review/preparations of 2018 grant closeout requirements, processing requests for Mar 2019 - reimbursement, preparation of subrecipient agreement for 2019 contract, etc. Pune 2019 $45.09 12 $541.08 BUDGET CATEGORY: 21A, Gen Admin Tom Taylor, BOCC Chair Page 2 of 2 $3,517.02