2004-11-08 Regular Meeting, Public Hearing and Workshop Meeting

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Debra FeazelIe, City Manager City of La Porte FY05 Award Letter In addition, the following comments, conditions, provisions and/or requirements are herein submitted and made a part of this recommended funding level: 1. Please provide all information requested on the enclosed Contractor Information Form. A new form must be submitted to indicate changes in personnel, etc. as they occur during the contract period (enclosure). 2. The City and its designation as the Harris County Area Agency on Aging (HCAAA) must be acknowledged in all publicity and promotions for services, projects, or programs receiving Older Americans Act, Title ill Funding. The Texas Department of Aging and Disability Services may also be acknowledged when practical and feasible. The credit line should read: "This program is supported, in part, by the Harris County Area Agency on Aging." 3. The monthly invoicing cut off date is the 25th of each month, except during the month of September 2005. All required monthly documentation and electronic files are to be submitted by the fifth (5th) calendar day following the cut off date. If the fIfth calendar day is on the weekend or City of Houston approved holiday, all documentation must be submitted by the close of business on the preceding workday. The September invoice is to be submitted no later than Monday, 12 o'clock noon, October 11, 2005. To avoid audit exceptions, penalties, and/or sanctions, reports should be reviewed for accuracy and completeness prior to submission to the Harris County Agency on Aging. Timely submission of reports is necessary to enable the agency to meet the State's reporting requirements. A meeting is scbeduled for Wednesday, October 6, 2004, at 2 p.m. to review invoice and reporting procedures in further detail. Please have tbe appropriate staff representative in attendance at the meeting. 4. A roster detailing all subcontractors associated with the HCAAA funded services is to be submitted to HCAAA. A copy of the signed subcontractor agreement must be forwarded to the HCAAA within thirty days of contract initiation or no later than Monday November 8, 2004. Payments to subcontractors must be timely upon receipt of invoice reimbursement by Harris County Area Agency on Aging. 5. An internal system for monitoring the collection and expenditure of program income should be in place. A review of program income should be conducted quarterly to assure that such funds do not accumulate but are expended within the fiscal period in which they were collected. Additionally, expenditures of such funds are to be limited to only those uses which are consistent with the 40 TAC 270.1 standard and technical assistance memorandums from the Texas Department of Aging and Disability Services. c: FY05 Award Letter 2