HomeMy WebLinkAbout1965-05-10 116-S ORDERU65
Introduced by Councilor Dinsmore, Nay 104 196$
CITY OF BANGOR
(TITLE.) MrhBr, ..._ Authorizing the City Manager. to enter an Agreement with
_.
State Department of Health 6 Welfare Ionated Commodity Program.
......... _.. _. _...
By tM all; Comaul efine Cta' of Bangor:
ORDERED,
THAT the City Manager be and is hereby authorized to enter into an
agreement with the Maine Department of Health 6 Welfare for participation
in the Donated Commodity Program. A copy of said agreement is attached
hereto.
1965 4A7_3 P2. 40 0 DMN
CITY C1 EWS OFFICE Title,
irk nr g,. °��CR. NtI11E
,Age®mL, Mth, Steta, Dept, of Health
& Welfare - Daated Comodity Program
IN CITY CODNCIL .......... I..........................
MV 10, 1965
PRSSEO
Introduc
/ filed by
v ,
councilmen
AGREEMENT BETWEEN MUNICIPALITIES AND THE DEPART!@NT OF KUL" AND WELFARE
(SUB -DISTRIBUTION AGENCY) FOR PARTICIPATIM IN TILL ➢ORATED CgMDDITY PRCGRAM
Under the provisions of this Agreement with the State of Maine Department of Health and
Welfare, the municipality herein named through the signature of its authorized official
hereby agrees that:
I. DISTRIBUTION:
R. Comoditles will be distributed to all eligible households.
b. Commodities will be distributed only to eligible households for their consumption,
and will not be sold, traded, or disposed of in any other =met, without first
receiving authorization free the Department of Health and Welfare.
c. The entire responsibility for the adequate cara of all commodities received for
distribution, including storage, repackaging, anA utilization will be assumed by
the municipality (recipient agency).
d. Commodities will not be distributed without benefit of a proxy letter (letter of
authorization) to any persona ocher than the certified recipient or spouse.
e Comoditiea will be distributed only to those persona who are householders and
have cooking facilities.
f. Comadities will not be distributed to persons who are residing in nursing and
boarding ho=a and paying for their board and care.
S. Commodities will be distributed in addition to and amt a lieu of normal welfare
grants.
h. Commodities will not be distributed to recipients whose mutual food expenditures
are reduced because of the receipt of comodittes.
1. Distribution of comodities will not be used as
ameans for furthering the
political interests of any individual or party. The Recipient Agency assures
the Sub -Distributing Agency that, in its administration of the programa of the
Department of Agriculture for the duration of food commodities, it is in compliance
and will comply with all requirements imposed by or pursuant to part 15 of Title I,
CPR, or the regulations of the United States Department of Agriculture (29 P.H.
162]4). This assurance is given in consideration of and for the purpose of obtain-
ing Festal financial assistance under the United grates Department of Agriculture
food donation programs after the date this agreement is signed by the Recipient
Agency. This assurance shall obligate the Recipient Agency for the period during
which federal financial assistance is caressed to it by the Sub -Distributing Agency
pursuant to any food donation program. The Recipient Agency recognizes and agrees
that Federal financial assistance will be extemded in reliance on the representations
and agreements made in this assurance and that either the Sub -Distributing Agency or
the United States, or both, shall have the right to seek Judicial enforcement of
this assurance.
J. Recipients Will amt be requirel to cake any payments in money, materiels, or mervicea
for or in connection with the receipt of comodities.
k. Commodities will be requested and distributed only in quantities Mich can be
consumed without Waste.
1. Improperdistribution or lose of commodities by the municipality (recipient agency),
through failure to provide proper safeguards, contrary to the provisions of this
agreement, may result in a Clain against the municipality based upon circwetances
involved.
a. Provisions will be made for identifying each person Certified.
n. Personnel to "state end supervise the program will be provided.
_2_
2. o.ERTH+ICATION:
a. Certification of households receiving categorical assistance (OAA, AE, AD, and ADC)
from the Division of Family Services, Department of Health and Welfare, will be
made only upon presentation of evidence that a grant is being received.
b. Certification of households receiving World War Assistance (WWA) from State of
Maine, Division ofVeterans Affairs, will be made only upon receipt of evidence
that grant is being received.
c Certification of households receiving General Assistance (either settled or non -
settled) will be substantiated by local welfare records, at date of distribution.
d. Certification of non-assistance
n - ssistance households will be made in accordance with provi-
aims listed on theCertificate of Eligibility. (Emloved n ssistanee recipients
moat ant check stub to certifying 1 when lis a n is made
Recertification of households receivingcategoricalassistance will be mese oee
each calendar year through receipt of evidence that a grant is being received.
f. World War Assistance grant rarely continues in excess of a 3 -month period.
Recertification of household is made if and when grant is reinstated.
S. Recertification of non -assistance households Will be wade once every three (3)
months an the reverseside of Certificate of eligibility.
3. RECORDS:
a. Records of distribution will be maintained, showing (1) municipality (recipient
seency), (2) raws of recipient, (3) Counter of parsons in family group,
(4) category of recipient, (5) comodity distributed, (6) mount distributed, -
(I) signature of person to whom distribution is made and mouth and date.
b. Certificates of Eligibility for all non -assistance houeeholds east be retained in
local file.
c. evidence that categorical, World War Assistance and General Assistance households
are receiving grants wet be in local file.
d. Monthly report and inventory form Will be completed each moth and submitted
to the Department of Health and Welfare not later than The 6th of the following
watch o an allocation will be received. Show (1) amber of certified eligibles,
(2) comber of persona served, (3) number of assistance recipients, (4) scaler
of non ssistaece recipients, (5) mount of each commdity received during the
month, (6) mount of each co®pdity distributed during the month, (7) wount of
each causality on hand at the and of the month, (s) mount of any shortage or
dauage and any inventory adjustment for the watch.
e All records pertaining to the Donated Comodity Prograe will be retained for a
period of three (3) years from the close of the Federal Fiscal year to which they
pertain.
4. CATS:
a. All costs Will be promtly paid upon presentation by the proper claimants. Such
costs may include, but are Out necessarily limited to, cost of transportation,
handling, storage and special protective services.
b. Any funds obtained through sale of causality containers will be used only for
payment of costs in the operation of the Cousodity program
5. DISPOSITION OF DAMAGED OR OUT -M -CONDITION CORRODITIES:
A report will be made Irediately to the Departemt of Health and Welfare when couso-
dities are
e found to be dmaged o out -of -condition and unfit for known covcaption.
Disposal or destruction of sale comodlties will be made only upon receipt of specific
instructions from the Department of Health and Welfare. Harassers" or ether proof
of disposal or destruction of dmaged or
m
out -of -condition caodittes will be presented
as required by the Department of Health
and Welfare.
-3-
E. MSPECTION AND AUDITA
Representatives of the United States Department of Agriculture or designated
representatives of the Distributing or Sub -Distributing Agencies may inspect storage
facilities, records, and review total operation of the commodity progrem for
compliance with requirements provided for in this agreement.
I. ELIGIBILE RECIPIENTS:
a. Recipients of Old Age Assistance e. Recipients of General Assistance
b. Recipients of Aid to the Blind either settled o -settled
c. Recipients of Aid to the Disabled f. Recipients of World Wer Assistance
d, Recipients of Aid to Dependent Children g. Borderline or non welfare recipients.
8. SANCTIONS:
a. The Sub -Distributing Agency (Department of Health and Welfare) may cancel this
agreement temediately upon receipt of evidence that the municipality (recipient
agency) has not complied with the provisions of this agreement.
b. Either agency may terminate this agremeat by giving thirty (30) days notice
in writing to the other party.
c Subject to such notice of termination ortancellatlon of the agreement, the
municipality (recipient ageucy) agrees tocomty with the Instructions of the
Sub-Distrlbmtipg.Agency. (1) to distribute all remaining inventories in accordance
with provisions of this agreement, (2) to transfer such inventories to other
recipient agent Les as instructed by the Sub -Distributing Agency, or (3) to return
such inventories to the Sub -Distributing Agency Audi to tsansnit to the Sub-Dia-
tributing Agency such reports as are required to record final disposition of such
inventories.
d. Quantities of any donated commodities my be transferred to bone fide experimental
and testing agencies or for use in workshops And for demonstration or teats relating
to the utilization of such commodities by recipients only upon approval of the
State Distributing Agency,
9. CONPIAINTS:
a. Recipient agency will properly investigate complaints received in connection with
the distribution or use of commodities, correct any irregularity disclosed, and
progitly report each instance of any irregularity to Department of Health and
Welfare. Recipient Agency will maintain on file evidence of such investigation and
action.
b. The United States Department of Agriculture reserves the right to make investigation
and will have the final determination as to when acomplalnt has been properly
adjusted.
10. PROCESSING AND LABELING OF COWWDITIES:
The recipient agencies shall net without the written consent of the State Department of
Health And Welfare, process and convert commodities Into different " products. If
the recipient agency repackages my commodity, the container will be plainly labeled
"Donated by the United States Department of Agriculture - Not to be Sold or. Exchanged".
11. ESTIMATgD BEGINNING CASELOAD:
General Assistance (both settled and roe -settled) 81
Old Age Assistance, Aid to the Dependent Children,
Aid to the Blind, Aid to the Disabled, and
World War Assistance (STATE). 292
Borderline (nmwelEare). 208
TOTAL........... 561
FOR USE GP MUNICIPALITY
Mean of Municipality Signature of Town Official Date
Title of Tom Official
M USE OP DEPARTMENT OF HEALTH AND WELFARE OfilgY
This Agreement approvel and certified to be In effect until terminated .by either party..
Maine State Department of Health and Welfare
Sub -Agency Signature cf Authorized Representative
Note: Sign and return one copy of this Agreement to the Department of Health mA Welfare,
State House, Augusta, Maine, and retain the other copy for your file.
Agre®ent Rev. 3/65