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Consent Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
FROM:
Board of County Commissioners
Philip Morley, County Administrator
Stacie Hoskins, Interim Director/Planning Mgr., Dept. of Community Development (DCD)~
Michelle McConnell, Associate Planner/Project Manager, DCD. ~l/V' ~
TO:
..-..-1"
DATE: February 6, 2012
SUBJECT: EPA Grant Amendment for Watershed Stewardship Resource Center
ATTACHED: 1) EPA Assistance Amendment #PO-00J08601-1 (two originals for signature); 2) Revised
WSRC Budget and Project Timeline
STATEMENT OF ISSUE:
DCD staff requests the Board's approval of a no cost amendment for the grant assistance agreement
with the U.S. Environmental Protection Agency (EPA) for a three-year Watershed Stewardship Resource
Center pilot project that began in July 2010. The grant agreement is set to expire in June 2013.
BACKGROUND:
The Watershed Stewardship Resource Center (WSRC) project provides a voluntary option for
landowners, development professionals, and interested citizens to learn more, consider alternative
approaches (e.g. low impact development or LID techniques) and get staff assistance for land use
project planning and permitting. The Resource Center is located in the front office area of the
Department of Community Development and features numerous brochures, handouts and educational
art posters, a growing collection of reference books, two computer research stations for access to GIS
mapping and online resources, two large study tables, and staff available for questions. Following a
'local library' model, the Center is open during office hours for self-serve browsing with scheduled hours
each day when drop-in Coaching Services are provided by planning staff. Additional project
components include:
· Three demonstration sites to showcase LID alternatives (Castle Hill, South County, and Sequim);
· Stakeholder focus groups to 1) evaluate existing policies and processes and 2) to consider code
amendments to facilitate voluntary choice of LID alternatives;
. Marketing efforts to encourage use of the Resource Center and LID techniques;
. Education and outreach materials about LID, critical area and shoreline management; and
. LID and buffer management workshops;
Because of significant changes to DCD's circumstances since applying for the grant in early-2010, the
Consent Agenda
budget allocations and project schedule have been revised. The changes between budget categories
exceeded the 10% limit allowed by informal EPA approval thereby triggering a formal grant
amendment. EPA approved this Assistance Amendment on January 30, 2012.
ANALYSIS/STRATEGIC GOALS/PROS and CONS:
In support of maintaining Jefferson County's rural character and protecting sensitive natural features
that are crucial to quality of life, this project helps foster self reliance by allowing landowners to make
informed choices and by providing effective alternatives to prescriptive requirements. Key budget
changes include:
. Keeping more tasks in-house for staffthat were originally anticipated for consultant contract;
. Adding a new volunteer Greeter program for the Resource Center rather than hiring a Greeter
staff position; and
. Claiming a larger percentage of our indirect costs for expense reimbursement.
The project timeline has shifted a majority of tasks to the last half of the grant period to better reflect
DCD's constrained staffing resources and work load.
FISCAL IMPACT/COST-BENEFIT ANALYSIS:
Total project cost remains $800,646 over three years, with $533,761 provided by EPA and $266,885
contributed by the County via matching funds/services. DCD expenditures for the project are already
included in the budget.
RECOMMENDATION:
Approve the revised budget and timeline for the Watershed Stewardship Resource Center grant project
by signing the EPA Assistance Amendment.
2k~2_
Date
2
PO - 00J08601 - 1 Paae 1
GRANT NUMBER (FAIN): OOJ08601
<>~f.D ST-4~ U.S. ENVIRONMENTAL MODIFICATION NUMBER: 1 DATE OF AWARD
.A' PROGRAM CODE: PO 01/30/2012
i~\ PROTECTION AGENCY TYPE OF ACTION MAILING DATE
\ !i Na Cast Amendment 01/30/2012
Assistance Amendment PAYMENT METHOD: ACH#
"">:.I.~";I X0629
RECIPIENT TYPE: Send Payment Request to:
County Las Vegas Finance Center
FAX # 702-798-2423
RECIPIENT: PAYEE:
Jeffersan Caunty Jefferson County
621 Sheridan Street 621 Sheridan Street
Port Townsend, WA 98368 Port Townsend, WA 98368
EIN: 91-6001322
PROJECT MANAGER EPA PROJECT OFFICER EPA GRANT SPECIALIST
Michelle McCannel1 Michelle Wilcox Tony Fournier
621 Sheridan Street 300 Desmond Drive S.E., WOO 1200 Sixth Avenue, Suite 900, OMP-145
Port Townsend, WA 98368 Lacey, WA 98503 Seattle, WA 98101
E-Mail: mmcconnell@co.jefferson.wa.us E-Mail: Wilcox.Michelle@epa.gov E-Mail: Fournier.Tony@epa.gov
Phone: 360-379-4484 Phone: 360-753-9543 Phone: 206-553-1838
PROJECT TITLE AND EXPLANATION OF CHANGES
Watershed Stewardship Resource Center
This amendment approves budget revisions exceeding 10% of the total project cost, revises administrative conditions 1 and 4, and adds administrative condition
17. All other terms and conditions, and the EPA funding amount, remain the same.
BUDGET PERIOD I PROJECT PERIOD TOTAL BUDGET PERIOD COST I TOTAL PROJECT PERIOD COST
06/01/201 0 - 06/30/2013 06/01/2010 - 06/30/2013 $800,646.00 $800,646.00
NOTICE OF AWARD
Based on your application dated 01/26/2010, including all modifications and amendments, the United States acting by and through the US Environmental
Protection Agency (EPA), hereby awards $. EPA agrees to cost-share 67.00% of all approved budget period costs incurred, up to and not exceeding total
federal funding of $533,761. Such award may be terminated by EPA without further cause If the recipient fails to provide timely affirmation of the award by
signing under the Affirmation of Award section and returning all pages of this agreement to the Grants Management Office listed below within 21 days after
receipt, or any extension of time, as may be granted by EPA This agreement is SUbject to applicable EPA statutory provisions. The applicable regulatory
provisions are 40 CFR Chapter 1, Subchapter B, and all terms and conditions of this agreement and any attachments.
ISSUING OFFICE (GRANTS MANAGEMENT OFFICE) AWARD APPROVAL OFFICE
ORGANIZATION / ADDRESS ORGANIZATION / ADDRESS
EPA Region 10 U.S. EPA, Region 10
Mail Code: OMP-145 Office of Ecosystems Tribal and Public Affairs
1200 Sixth Avenue, Suite 900 1200 Sixth Avenue, Suite 900
Seattle, WA 98101 Seattle, WA 98101
THE UNITED STATES OF AMERICA BY THE US, ENVIRONMENTAL PROTECTION AGENCY
Digital signature applied by EPA Award Official DATE
Tony R Fournier - GIA Specialist 01/30/2012
AFFIRMATION OF AWARD
BY AND ON BEHALF OF THE DESIGNATED RECIPIENT ORGANIZATION
SIGNATURE TYPED NAME AND TITLE DATE
David Sullivan, Chair, Jefferson County Board of Commissioners
Approved as tlo form only:
,fl, l () iI ~ 11'3 ij 2(; '2
~, [l- -1,.'"" {~b./lt\d" ,,' r . 1_
Ieffernon Co. Prosecutor's Office
EPA Funding Information
PO - 00J08601 - 1 Page 2
FUNDS FORMER AWARD THIS ACTION AMENDED TOTAL
EPA Amount This Action $ 533,761 $ $ 533,761
EPA In-Kind Amount $0 $ $ 0
Unexpended Prior Year Balance $0 $ $0
Other Federal Funds $0 S $0
Recipient Contribution S 266,885 S $ 266,885
State Contribution $0 S $0
Local Contribution $0 S $0
Other Contribution $0 $ $0
Allowable Project Cost S 800,646 $0 $ 800,646
Assistance Program (CFDA) Statutory Authority Regulatory Authority
66.120 - Puget Sound Watershed Management Clean Water Act: Sec. 320 40 CFR PTS 31 & 35 SUBPT P
-Assistance FY 2009 Omnibus Appropriations Act (PL 111-8)
-
-
Fiscal
Site Name Req No FY Approp. Budget PRC Object Site/Project Cost Obligation /
Code Organization Class Organization Deobligation
PO - 00J08601 - 1 Page 3
Budoel Summary Paoe
Table A - Object Class Category Total Approved Allowable
(Non-construction) Budget Period Cost
1. Personnel $290,626
2. Fringe Benefits 590,707
3. Travel $1,350
4. Equipment $0
5. Supplies $4,708
6. Contractual $287,605
7. Construction $0
8. Other 523,041
9. Total Direct Charges $698,037
10. Indirect Costs: '10 Base $102,609
11. Total (Share: Recipient 33.00'10 Federal 67.00 '10.) $800,646
12. Total Approved Assistance Amount $533,761
13. Program Income $0
14. Total EPA Amount Awarded This Action $0
15. Total EPA Amount Awarded To Date $533,761
PO - OOJ08601 - 1 Page 4
Administrative Conditions
Conditions 1 and 4 are revised:
1. Payment Information
a. The Debt Collection Improvement Act of 1996 requires that Federal payments be made by electronic
funds transfer. In order to comply with the Act, a recipient must receive payments via one of two
electronic methods available to them:
Automated Standard Application for Pavments (ASAP)
The ASAP system is the preferred method of payment for EPA grantees. ASAP enrollment is highly
encouraged for organizations that have multiple grants/cooperative agreements and for those with a
frequent need to request funds. If your organization uses multiple bank accounts for EPA
grants/cooperative agreements, you must enroll in ASAP. If you are interested in requesting and
receiving funds paperless and electronically via ASAP, please complete the ASAP Initiate Enrollment
form located at hltp//www.epa.Qov/ocfo/finservices/forms.htm and fax it to LVFC at 702-798-2423.
Under this payment mechanism, the Recipient initiates, via ASAP, an electronic payment request which is
approved or rejected based on the amount of available funds authorized by EPA in the Recipient's
account. Approved funds are credited to the recipient organization at the financial institution identified on
the recipient's ASAP enrollment application. Additional information concerning ASAP and enrollment can
be obtained by contacting the EPA Las Vegas Finance Center, at (702) 798-2485, or by visiting
www.fms.treas.Qov/asap.
Electronic Funds Transfer (EFT)
Under this payment mechanism, the EPA Las Vegas Finance Center will obtain your organization's
banking information from your Central Contractor Registry (CCR) registration. Upon completion of
required Regional training and receipt of the award affirmation, a Las Vegas Finance Center
Representative will send you an email message with your EFT Control Number and payment information.
Additional information concerning EFT can be obtained by contacting the EPA Las Vegas Finance Center
at (702) 798-2485, or by visiting hltp://www.epa.Qov/ocfo/finservices/pavinfo.htm
NOTE: If your banking information is not correct or changes at any time prior to the end of your
agreement, please update your CCR registration and notify the EPA Las Vegas Finance Center as soon
as possible so the new banking information can be retrieved. This is vital to ensure proper and timely
deposit of funds.
b. In accepting this assistance agreement, the recipient agrees to draw cash only as needed for its
disbursement. Failure on the part of the recipient to comply with this condition may cause the
undisbursed portions of the assistance agreement to be revoked and financing method changed to a
reimbursable basis.
4. Audit Requirements
In accordance with OMS Circular A-133, which implements the Single Audit Act, the recipient hereby
agrees to obtain a single audit from an independent auditor, if it expends $500,000 or more in total
Federal funds in any fiscal year. Within nine months after the end of a recipient's fiscal year or 30 days
after receiving the report from the auditor, the recipient shall submit the SF-SAC and a Single Audit
Report Package. The recipient MUST submit the SF-SAC and a Single Audit Report Package, using the
Federal Audit Clearinghouse's Internet Data Entry System. Complete information on how to accomplish
the single audit submissions, you will need to visit the Federal Audit Clearinghouse Web site:
hltp / /harvester. census. QOV /facl.
Condition 17 is added:
17. DUNS and CCR Requirements (Effective 10/01/2010)
Central Contractor Reqistration and Universal Identifier Requirements
A. Requirement for Central Contractor Reqistration (CCR)
Unless you are exempted from this requirement under 2 CFR 25.110, you as the recipient must
maintain the currency of your information in the CCR until you submit the final financial report
required under this award or receive the final payment, whichever is later. This requires that you
review and update the information at least annually after the initial registration, and more frequently if
required by changes in your information or another award term.
B. Requirement for Data Universal Numberinq Svstem (DUNS) numbers
If you are authorized to make subawards under this award, you:
1. Must notify potential subrecipients that no entity (see definition in paragraph C of this award
term) may receive a subaward from you unless the entity has provided its DUNS number to you.
2. May not make a subaward to an entity unless the entity has provided its DUNS number to you.
C. Definitions.
For purposes of this award term:
1. Central Contractor Reqistration (CCR) means the Federal repository into which an entity must
provide information required for the conduct of business as a recipient. Additional information
about registration procedures may be found at the CCR Internet site (currently at
http://www.ccr.gov).
2. Data Universal Numberinq System (DUNS) number means the nine-digit number established
and assigned by Dun and Bradstreet, Inc. (D&B) to uniquely identify business entities. A DUNS
number may be obtained from D&B by telephone (currently 866-705-5711) or the Internet
(currently at http://fedqov.dnb.com/webform).
3. Entitv. as it is used in this award term, means all of the following, as defined at 2 CFR part 25,
subpart C:
a. A Governmental organization, which is a State, local government, or Indian tribe;
b. A foreign public entity;
c. A domestic or foreign nonprofit organization;
d. A domestic or foreign for-profit organization; and
e. A Federal agency, but only as a subrecipient under an award or subaward to a
non-Federal entity.
4. Subaward:
a. This term means a legal instrument to provide support for the performance of any portion
of the substantive project or program for which you received this award and that you as the
recipient award to an eligible subrecipient.
b. The term does not include your procurement of property and services needed to carry out
the project or program (for further explanation, see Sec. --.210 of the attachment to OMB
Circular A-133, "Audits of States, Local Governments, and Non-Profit Organizations").
c. A subaward may be provided through any legal agreement, including an agreement that
you consider a contract.
5. Subrecipient means an entity that:
a. Receives a subaward from you under this award; and
b. Is accountable to you for the use of the Federal funds provided by the subaward.
All Other Administrative Conditions Remain the Same
ProQrammatic Conditions
All Programmatic Conditions Remain the Same
END OF ASSISTANCE AMENDMENT PO-OOJ08601-1
Activity Year 1 I Year 2 I Year3
2010 2011 2012 2013
.!i 0 ~ N
0 ~ ~ ~ ~ ~ N N N ~ co co
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~ ~ ~ ~ ~ ~ - ~ ~ ~ ~ ~ ~
~ - - ;;- - 0 - - - - -
'" "- ~ ~ "- ~ ~ ... "- ~ ~ ...
01 02 03 04 01 02 03 04 01 Q2 03 04
Element A - Watershed Center
A.1 Renovate space, install materials, refine, replenish . . . . . . . . . . . .
A.2 Train staff . . .
A.3 Design, plan and install demonstration garden . . . . . .
~ A.4 Provide services . . . . . . . . . . .
~
~ A.S Presentations
" . . . . .
-0
~ A.6 Evaluation . . .
'"
A 7 Maintain Demo Gorden . . .
A8 Prepare Resource Ctr Operations Plan .
A.9 Convene Coaching Team of Experts .
A10 Design, manage, & evaluate Vol. Greeter program . . . . . .
Element 8 - Upstream-Policy & Process Analysis
B.1 Stakeholder Focus Groups . .
B.2 Work Group . . .
B.3 Recommendations . .
Element C - Social Marketing Program
ll. C.1 Formative and marketing research . .
:'0
= C.2 Identify marketing objectives . .
C.3 Complete Plan . .
C.4 Implement Plan . . .
C.S Evaluation . .
C.6 Develop WSRC 'brand' . .
.--_.~
Element D . Develop Educational/Outreach Materials
0.1 Survey existing materials & identify gaps . . .
... 0.2 Create branded print materials . . .
~
~ 0.3 LID Guidance Manual
" . . .
-0
~ 0.4 Neighbor to Neighbor video . . .
'"
0.5 Development Review Flow Chart . . .
0.6 CAO & SMP guidance . . .
Element E -LID & Veg Workshops; and Demo Sites
E.l Recruit peer leaders . . . .
E.2 Train the trainers workshops in Puyallup . . . .
E.3 Local LID workshops . . . .
E.4 Develop demonstration sites . . . . .
E.5 Buffer management workshops . . .
E,G Evaluation . .
E.7 Maintain demo sites -1. Sequim; 2. South County . . . . .
Element F - Local OrClinances
~ F.l Stakeholder group . .
~ F.2 Draft ordinances
.
.. F.3 Technical support to elected officials .
FA Adoption .
Element G - Project Management
Z Grant coordination . . . . . . . . . . . .
ll. Semi-annual Report . . . . .
= Annual Report . .
'"
Fiscal tracking & billing . . . . . . . . . . . .
Professional contract management . . . . . . . . . .
Revised 12-29-2011
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TRAVEL
EQUIPMENT
SUPPLIES
CONSTRUCllON
OTHER
TOTAL
Task
A
B
C
D
E
F
G
6,873.66 5SO.00
5,435.00 10,590.00 650.00
5,000.00
$ 132.72 Supplies - posters & frames
$ 200.00 Supplles-
$ 1,200.00 Supplies - Adobe software
$ 500.00 Supplies - reference books
$ 525.00 Supplies - PP model
$ 300.00 Supplies - other
$ 1,000.00 Supplies - other
$ 100.00 Supplies - advertising for RC Coach
$ 2,165.94 Other - RC remodel
$ SO.OO Other - Coach professlonal membershJpsfsubserlpllons
$ 4SO.00 Other - Coach professional conferences
$ 250.00 Other - Demo garden - CIty permit
$ 6,873.66
$ 175.00 Travel
$ 100.00 Supplies - focus group
$ 25.00 Supplies - postage
$ 200.00 Supplies - advertising for focus group recruitment
$ 50.00 Other - room rental for focus group
$ 550.00
Note: any expenses for developing the marketing plan would be part of the consultant
agreement; any expenses for Implementing the plan would be Resource Center expenses.
$ 3,200.00 Other - prfntlng/producllon Ind. 5MP & CAD Guidebooks and 2 rack card brochures
$ 2,235.00 Other - Gl5lnterfund for UD & Small Projects Guldanca Manual
$ 5,435.00
$ 1.000.00 Travel- UD Peer Leaders to Puyallup
$ 4,ll9O.oo Other - 2011 UD Peer Leaders workshop registration (6 volunteers + 3 staff)
$ 4,200.00 Other - 2012 UD Peer Leaders workshop registration (6 @ $l75/personlwkshp)
$ 500.00 Other - South County Demo garden - County permlt(s)
$ 10,590.00
$ 100.00 Supplies - Focus group
$ 175.00 Travel
$ 25.00 Supplies - postage
$ 300.00 Supplies - advertlslngforfocus group recruitment; Legal Ad for code amendment
$ SO.OO Other - room rental for focus group
$ 650.00
$ 5,000.00 Other - EH Interfund for FIscal Support
Total $ 29,0911.66
TOTAL
l,3SO.oo
4,707.72
23,040.94
29,l19ll.66