Please direct all program related information and questions to:

Penny Roth
815-823 East Monroe Street
Springfield, IL  62701
Phone: 217-782-2166
Fax: 217-785-5247
Email: PENNY.ROTH@illinois.gov

I. Introduction/Definition

The dual mission of the Seniors Farmers' Market Nutrition Program (SFMNP) is to:

  1. Promote the routine consumption of fresh fruits and vegetables as a part of the daily diet by providing resources in the form of fresh, nutritious, unprepared fruits and vegetables from farmers' markets to low-income senior citizens.
  2. Expand the awareness, use of and sales at farmers' markets.

Checks for seniors are distributed at local senior citizens' centers through the cooperation of the Illinois Department on Aging, Area Agencies on Aging and Catholic Charities of the Archdiocese of Chicago. These checks can be redeemed for fresh fruits and vegetables at local farmers' markets in select counties. Nutrition education materials, including recipes, are also distributed.

II. Policies & Procedures

The Provider will administer the Senior Farmers' Market Nutrition Program in accordance with the following:

  1. Guidelines and definitions developed by the United State Department of Agriculture, Food and Nutrition Services, in the Federal Register Part III, 7 CFR Part 249.
  2. Congress established the SFMNP in Section 4402 of Public Law 107-171.
  3. Reporting Requirements - A portion of the funding for this grant agreement is from a federal award which requires a close out (separation of expenditures) as of September 30. This means documentation for expenditures incurred on or prior to September 30 must be submitted separately from documentation for expenditures incurred on or after October 1. The final documentation reporting expenditures incurred on or prior to September 30 shall be submitted to the Department by November 15.

III. Contract and Amendment Process

Contract Process

The contract between the Department and the Provider is generally referred to as the Agreement and consists of several parts:

  1. Community Service Agreement, containing the standard contract language used for all Department contracts
  2. Exhibit A, containing Scope of Services/Purpose of Grant
  3. Exhibit B, containing Deliverables
  4. Exhibit C, containing Payment Information
  5. Exhibit D, containing Contact Information
  6. Attachment E
  7. The Program Manual, attached by reference to the Agreement, contains the program service provisions.

The Department will initiate the contract by having it online for the Provider to obtain and sign. The Provider will fax signature page to the Department to obtain the Secretary's signature and the Department will return a copy of the executed signature page of the contract to the Provider via pdf email.

Amendment Process

There are two types of amendments to an executed Community Service Agreement.

  1. Letters of increase or decrease - A letter is sent to the Provider stating the intent to increase or decrease dollars to specific program services existing in the Community Service Agreement. There is no need for the Provider to sign and return this document.
  2. Formal amendments A two-party signed agreement to an executed Agreement is a formal amendment. The following process is required for a formal amendment to be processed
    1. Adding new program services- An amendment to add a new program service must contain a detailed summary of services to be provided under the executed Community Services Agreement and a method of payment.
    2. Extending the service dates of the Community Services Agreement* - An amendment to extend the service dates of the Community Services Agreement must contain the following information: Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term of the Agreement; signatures of the Provider and the Secretary of the Department of Human Services

      *NOTE: A Community Services Agreement end date should only be June 30 due to mandates in the State Finance Act regarding audit period. Language on pages one through nine in the Community Services Agreement may not be changed.

    3. Extending the service dates of an existing program attachment - An amendment to extend the date of a specific attachment in the existing Community Services Agreement must contain the following information: Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term and the specific attachment name and number; signatures of the Provider and the Secretary of the Department of Human Services
    4. Changing language within an existing program attachment - An amendment to change language in an existing program attachment of the Community Services Agreement must contain the following information: Agreement number as it appears on the Community Services Agreement; Provider name; clause(s) stating the new language; signatures of the Provider and the Secretary of the Department of Human Services

IV. Deliverables/Costs/Payments

  1. Payments to the Provider will be made on a prospective basis, rounded to the nearest $100.00. The final prospective payment may be greater or lesser than the previous payments due to rounding.
  2. The Department will compare the amount of the prospective payments made to date with the documented expenditures provided to the Department by the Provider. In the event the documented services provided by the Provider do not justify the level of award being provided to the Provider, future payments may be withheld or reduced until such time as the services documentation provided by the Provider equals the amounts previously provided to the Provider. Failure of the Provider to provide timely documentation may result in a reduction to the total award.
  3. The final payment from the Department under this Agreement shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the Provider's records as provided in the Agreement.

V. Provider Responsibilities

Services to be provided include, but are not limited to:

  1. The Provider will ensure that the participating Area Agencies on Aging assist the senior in completing the application for SFMNP. As part of this application process, the Provider will be responsible for ensuring that the participating Area Agencies are:
    1. Certifying recipients for the SFMNP.
    2. Collecting racial/ethnic data and submitting a compiled report to IDHS.
    3. Notifying them in writing of the reason and the right to a fair hearing, if applicants are found ineligible.
    4. Informing applicants during the application process of their rights and responsibilities as set forth in Section 249.6(d) (1)-(2) of the SFMNP regulations, including in a language other than English where a significant number or proportion of the eligible population needs this information in a language other than English.
    5. Assuring that participants are notified of the nondiscrimination policy and complaint procedures.
    6. Establishing a procedure to prevent and detect dual participation in more than one service delivery area at the same time by SFMNP participants.
  2. The Provider will provide DHS with the number of checks to be issued to each Planning and Service Area (PSA).
  3. The Provider and the participating Area Agencies on Aging will establish a procedure for ensuring that checks are transported/stored/handled in a secure manner.
  4. Participating Area Agencies will issue SFMNP Checks to participants.
  5. Participating Area Agencies will provide participants with information on how to use farmers' market checks and the availability of other services.
  6. Participating Area Agencies will provide nutrition education to participants relevant to SFMNP.
  7. The Provider will conduct SFMNP reviews of local agencies.

VI. Department Responsibilities

The Department will provide technical assistance and monitoring for all programs operated under Community Health and Prevention.

VII. Support Services

Utilization of Community Resources

It shall be the responsibility of each project director to coordinate the services provided through the project with other sources of care in the community, such as:

  1. The Illinois Medical Assistance Program.
  2. Local Health Departments.
  3. Neighborhood Health Centers.
  4. Local Child Development Clinics.
  5. Division of Specialized Care for Children.
  6. Local Hospitals.
  7. Local Children and Family Services Programs.
  8. Local Schools.
  9. Vocational Rehabilitation Services.
  10. Regional Perinatal Centers.
  11. Local Early Intervention Programs for Infants and Toddlers with disabilities.
  12. Other related social service agencies.

    Please refer to 77 Ill. Adm. Code 630.160 and 630.170; Other Applicable Rules; and to the program-specific Exhibits for additional requirements.

VIII. Billing Instructions

Providers shall use the following methodology to document the use of these funds:

  1. The Provider shall provide summary documentation by line item of actual expenditures incurred for the purchase of goods and services necessary for conducting program activities. The Provider shall use generally accepted accounting practices to record expenditures and revenues as outlined in DHS Rule 509, Fiscal Administrative Recordkeeping and Requirements.
  2. Expenditures shall be recorded in the Provider's records in such a manner as to establish an audit trail for future verification of appropriate use of Agreement funds.
  3. Expenditure documentation shall be submitted in a format, defined by the Division of Community Health and Prevention, to the Department on a quarterly basis, within 30 days after the end of each calendar quarter. However, the Provider shall have the option to report monthly.
  4. The Provider shall submit expenditure documentation by one of the following means:
    1. Mailing Address
      Mary Gorman
      815-823 East Monroe Street
      Springfield, IL 62701
      Phone:  217-557-2932
    2. Fax
      217-524-3603
    3. Email
      mary.gorman@illinois.gov
  5. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.
  6. The Provider shall allocate and report Senior program expenditures.  This is a requirement of the federal award.

Expenditure Documentation Form Instructions

Expenditure Documentation Form

IX. Program Monitoring

Programs operated by the Provider under this contract will be monitored by the Department to review the program's progress according to stated goals, measurable objectives and administrative operations.

X. Program Budget

Providers agree to establish and utilize a budget approved by the Provider's Board of Directors.

XI. Appendices/Forms

The Senior Farmers Market Nutrition Program does not require special appendices or forms.

In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability.

To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call (800) 795-3272 or (202)720-6382 ( TTY). USDA is an equal opportunity provider and employer."