Specialty Crop Block Grant Program

1. Specialty Crop Block Grant Program Grantee Informational Meeting Fall 2010 North Carolina Department of Agriculture & Consumer Services Steve Troxler, Commissioner

2. Grantee Meeting Topics • Welcome and Introductions • Budget and Scope Revisions • Contract and Expenditures • Review Special Provisions • Requesting Funding and Reimbursements • Reporting Requirements • Forms Review

3. Contract and Expenditures • By November 30, the NCDA needs from you: • Conflict of Interest Policy Statement [Non-Profits] • Sworn Statement of No Overdue Taxes [Non-Profits] • Contract will be sent for your signing and acceptance of all the terms and conditions, and other grant related items. • Expenditures prior to approved contracts are not reimbursable

4. Special Provisions • Contract will contain a section entitled “Special Provisions” • To assure transparency and complete understanding we will present many of these provisions now • Please review them completely as your contract arrives

5. Assurances and Certifications • Grantee certifies that it or its sub-grantees are not disbarred, excluded or disqualified from receiving financial assistance • Certifies that it will provide a drug free workplace • Shall not use the funds for lobbying or political activities. • In total, over twenty topics are discussed covering workers, workplace safety, and the environment

6. Fund Usage • Funds must be used for activities described in contract • All travel expenses shall follow State requirements including per diem reimbursement rates • Keep us informed. Notify NCDA & CS of problems, delays, or adverse situations in the grant • No funds to benefit persons in Congress or resident commissioners • Results of the projects may be published by the Federal Agency, the State Agency, or by sub-recipient

7. Travel Per Diem Reimbursements

8. Salaries and Wages • Time sheets must be provided for matching purposes and for direct cost reimbursements. • Time sheets must be signed by both the employee and the appropriate supervisor. • Payrolls or pay registers that reflect the hourly rate of pay and the cost of fringe benefits must be attached to all time sheets • NCDA&CS time sheet and cover page must be used to report grant program activities. • The NCDA & CS time sheets should be prepared at least monthly and coincide with one or more pay periods.

9. Prior Approval Needed When… • Change in Key Personnel • Change in Scope or Objectives • Extension of Grant Agreement • Budget Revisions

10. Change in Key Personnel • Leadership change for a period of more than 3 months • Notify NCDA & CS in writing describing the situation

11. Change in Scope or Objectives • Submit written justification to NCDA & CS with the revised scope or objectives. If requesting to discontinue all or a portion of a project and add a new project, include full project proposal • NCDA & CS Project Coordinator will review and submit to USDA. • Approval is authorized after both levels of government have signed the appropriate documents.

12. Extension of Grant Agreement • Written request and justification must be received no later than 60 days prior to the award expiration date • Include in request: • Length of additional time required with justification • Summary of progress to date • Estimate of remaining funds • Projected timetable for completion • NCDA & CS Program Coordinator and Federal Agency Approval

13. Budget Revisions If cumulative budget change exceeds 20% of the project’s total budget • Submit in writing: Description of the change • Justification for the change • NCDA & CS Program Coordinator and Federal Agency Approval • If a budget revision affects the project timeline, a revised timeline should be submitted along with the revised budget request.

14. Unallowable Costs(include but not limited to the following:) • Costs outside the scope of the approved project • Advertising/PR to promote a Governmental unit • Alcohol [special exceptions for wine promotion] • Bad debts • Capital Expenditures for general purposes • Capital expenditure above $5000 w/o approval • Entertainment, contributions, fines, fund raising • Personal use, investment council, lobbying • Indirect costs

15. Financial Management Standards • Provide accurate, current and complete disclosure of funded activities in accordance with financial reporting requirements of the program; • Maintain records to adequately identify the source and application of funds: award letters, authorization statutes, obligations, unobligated balances, assets, liabilities, expenditures and revenue; • Maintain effective control and accountability for all grant and sub-grant cash, real and personal property and other assets. • Recipients must adequately safeguard property and ensure it is used solely for authorized purposes;

16. Financial Management Standardscontinued • Maintain comparisons of actual expenditures to budgeted expenditures for each grant; • Follow applicable federal Office of Management and Budget (OMB) cost principles, the SCBGP program regulations and the terms of the grant agreements; • Support accounting records with source documentation, e.g., approved requisitions and purchase orders, paid invoices, payrolls, time and attendance records, contracts and award documents, etc.; and • Establish reasonable procedures to request funds as close as possible to the time they are needed to make payments for grant activities.

17. Procurement • Follow same policies and procedures used for procurement with non-Federal funds and meet the standards specified in 7 CFR Part 3016.36 and 3019.44. • Maintain a system that ensures contractor performance • Maintain written standards of conduct for employees • Provide open and free competition • Assure that small businesses, minority owned firms, and women's business enterprises are used • Contracts over $10,000 must include a provision requiring the contractor to maintain and provide access to records

18. Consultants • Work performed must be supported by records such as invoices, reports, or other documents which show: • Nature of the services provided • Relevance of the services to the project or program • Rate and the dates and/or hours worked or basis for determining the fee • The NCDA&CS time sheet and time sheet cover page shall be submitted for all hours worked relative to this grant project, accompanying salary related expenditure documentation shall also submitted along with the other time related documents.

19. Special Purpose Equipment • Encouraged to purchase American-made • Must complete NCDA&CS property control form • Title vests with grantee or purchaser • May retain, sell, or dispose equipment that is no longer needed if fair market value is less than $5,000. Documentation of the fair market value shall be submitted to the NCDA&CS prior to the disposition of special purpose equipment and explain the disposition action to be taken. • Submit a written request to the State Agency for disposition instructions if fair market value is $5,000 or more. Documentation of the fair market value shall be submitted to the NCDA&CS prior to the disposition of special purpose equipment and explain the disposition action to be taken.

20. Sub awards • Grantee retains overall responsibility • Requirements of the grantee shall be passed down to any subgrantees. This includes: • Sub grantee monitoring • No award to any party which is debarred or suspended for participation in financial assistance programs • Make sub grantees aware of requirements imposed upon them by Federal statute and regulation • Retention and access requirements for records reimbursement sub grant

21. Requests for Payment • Payments of grant funds must be requested by the Grantee using NCDA & CS Form “Request for Payment and Request for Reimbursement” • Grantees may request funding advances sufficient to support 30 days of anticipated expenses • Requests for reimbursement require same form plus an Addendum documenting fund usage • Payment may be made electronically [w/in 30 days] to the bank account specified by the Grantee or by check through the USPS • Any unobligated balance of cash at the end of this grant must immediately be refunded back to the NCDA&CS.

22. Program Income • If program income is earned as result of being awarded SCBGP funds it will be: • Reported on the Request for Reimbursement form • On a case by case basis may be used to: • Expand the project or program, or • Continue the project or program after the grant ends, or • Return to the State with the Final Report

23. Earned Interest • Grantees and subgrantees shall promptly, but at least quarterly, remit interest earned on advances to the NCDA & CS. The grantee or subgrantee may keep interest amounts up to $100 per year for administrative expenses. • Earned interest is to be reported on the Request for Reimbursement form.

24. Performance Monitoring • Interim performance reports using the NCDA & CS Programmatic Reporting form, are due April 1 and October 1 until the award is completion. • Annual Performance and Financial Report: The Programmatic Reporting form, the Financial Reporting form and a short narrative of project status, are due 45 days after the Grantee’s fiscal year end. • If the Specialty Crop Block Grant Program allows for further grant funding, Grantee applications must be accompanied by a current Interim Performance Report covering the current grant efforts irrespective of the above noted due dates.

25. Interim & Annual Report content includes: Cover Page Project Title Activities Performed Problems and Delays Future Project Plans Funding Expended to Date Financial recap Final Report content includes: Project Title Project Summary Project Approach Goals and Outcomes Achieved Beneficiaries Lessons Learned Contact Person Financial recap Additional Information Interim, Annual, and Final Report

26. Financial Audit Requirements • The Grantee is accountable for conducting financial performance reporting of the expenditures. • Refer to the web site www.ncgrants.gov/NCGrants/forms for reporting requirements. . • Refer to www.ncopenbook.gov for info on transparency and accountability in NC

27. Award Closeout • The Final Report and appropriate Financial Status Reporting is required within 45 days following the grant agreement expiration date • The grantee must immediately refund to the State agency any balance of unobligated cash advanced, interest earned, and program income that is not authorized to be retained.

28. Site Visit • Work performed under the SCBGP-FB is subject to inspection and evaluation at all time

29. Record Retention • The State basic records retention policy requires all grant records to be retained for a minimum of five years or until all audit exceptions have been resolved, whichever is longer. • Records shall not be destroyed, purged or disposed of without the express written consent of the NCDA&CS.

30. Acknowledgement of Support • All publicity and printed materials regarding projects or activities supported in whole or in part by this grant shall contain the following language: • “This project received support from the NCDA & CS as part of the Specialty Crop Block Grant Program.” • The Got to be NC logo (a digital version of which is available upon request from the NCDA & CS) shall be displayed in all of the Grantee’s publicity and printed materials relating to this grant.

31. Nathan Holleman NCDA & CS Marketing Division 1020 Mail Service Center Raleigh, NC 27699-1020 919-707-3125 nathan.holleman@ncagr.gov Jeff Camden NCDA & CS Marketing Division 1020 Mail Service Center Raleigh, NC 27699-1020 919-707-3111 jeff.camden@ncagr.gov Contacting Us

32. Thank You! • Forms mentioned are available on our web page. http://www.ncagr.gov/markets/scgrant/index.htm • We are here to help you be successful, please keep us posted on your progress in advance of the required reporting dates. • Questions?