AGREEMENT-TEMPORARY EMERGENCY PAYMENT OF UTILITY BILLS FOR ELIGIBLE CUSTOMERS OF THE CITY OF CLEARWATER UTILITIES SYSTEM
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CITY OF CLEARWATER
1992 UTILITIES WE CARE FUND
AGREEMENT WITH THE
COMMUNITY SERVICE FOUNDATION
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This Agreement is made and entered into this /9 day of ~~/97(
between the City of Clearwater, hereinafter referred to as the
city, and the community service Foundation, Inc., hereinafter
referred to as the Foundation.
WITNESSETH
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WHEREAS, it has been determined highly desirable and socially
responsible to provide a source of funds to City of Clearwater
utilities customers in temporary emergency need of financial
assistance in paying their utility bills; and
WHEREAS, the Clearwater utilities We Care Fund, hereinafter
referred to as the Fund, has been created to allow donations by
Clearwater utility system customers to a fund for those who may
need such temporary assistance; and
WHEREAS, the Community service Foundation now provides the
professional capability for administering social service programs
for those in need of assistance in paying electric utility bills
and desires to provide further assistance in paying for municipally
supplied utilities;
NOW, THEREFORE, the parties agree as follows:
ARTICLE I. TERM
The initial term of this agreement shall be for a period of 12
months commencing on the 1st day of January, 1992 and continuing
through the 31st day of December, 1992 (the Termination Date),
unless earlier terminated under the terms of this agreement.
ARTICLE II. RESPONSIBILITIES OF THE FOUNDATION
- 1. Services to Be Provided. The Foundation , for its part, shall
provide temporary emergency payment of utility bills for eligible
customers of the City of Clearwater utilities System.
2. Eligibility for Assistance. Recipients of Fund monies must be
Clearwater utilities Customers as verified by the Foundation. A
customer will normally be eligible to receive assistance only one
time per calendar year up to an amount of $100. Fund monies will
not be used to pay utility deposits.
3. Disbursement of Funds. Disbursements will be made by the
Foundation by check payable to the City of Clearwater. All services
'charged on the customer's Clearwater utilities System bill shall
be eligible for payment.
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4. Charges to the Fund. Disbursements for assistance to Clearwater
utilities Customers shall be charged to the Fund. Administrative
charges in the amount of Five dollars ($5) per each check issued
to qualified recipients may be charged to the Fund by the
Foundation. Such administrative charges are to defray partially
the costs of procesping the requests for assistance.
5. Reports of Fund Acti vi ty. The Foundation shall provide a
quarterly report of Fund acti vi ty to the City of Clearwater
Department of Administrative Services, Grants Coordinator.
Reports are due 15 days after the last day of the quarter. Reports
shall include the utilities Customer's name, address, social
security number, Clearwater utilities System account number, the
amount paid, the check number and date and the computation, amount
and date of such administrative charges.
6. Retention of Records. The Foundation will maintain books,
records, documents, and other evidence and accounting procedures
and practices which. sufficiently and properly reflect Fund
activity. Such records shall be subject to inspection, review or
audit at all times by personnel duly authorized by the city.
7. Proof of Tax Exempt status. The Foundation shall provide the
city with proof of its tax exempt status at the time this agreement
is executed.
8. civil Rights Act of 1964. All provisions of the civil Rights Act
of 1964, including Titles VI and VII, shall be complied with by
the Foundation in the operation of this agreement.
9. Indemnification and Insurance. The Foundation shall act as an
independent contractor in providing the above described services.
The Foundation shall be liable for, and shall indemnify, defend and
hold the city harmless, for all claims, suits, judgements or
damages arising from the provision of the above described services
during the term of this agreement and shall provide adequate
liability insurance coverage at its expense.
ARTICLE III. RESPONSIBILITIES OF THE CITY
1. provision of Funds. The City, for its part, shall provide monies
collected through the utilities We Care Fund on a monthly basis to
the Foundation as they are received by the city.
2. Promotion of the utilities We Care Fund. Creation, execution,
and costs attendant to activities publicizing the Fund are a
responsibility of the City through its utilities Billing System.
Informational material may be made available to the Foundation at
the Foundation's request.
3. Assurance of Assistance. The city shall conduct periodic
, inspections of records, site visits, and/or audits to assure that
assistance provided with Fund monies is in accordance with the
provisions of this agreement.
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ARTICLE IV. TERMINATION AND EXPIRATION
1. without Cause. This agreement may be terminated, with or without
cause, by either party with no less than thirty (30) days' notice.
2. with Cause. Failure to adhere to any of the provisions of this
agreement in material respect shall constitute cause for
termination.
3. Disposition of Fund Monies. In the event of termination for any
reason or expiration of this agreement, monies belonging to the
Fund shall be returned to the City for disposition in accordance
with Fund objectives.
ARTICLE V. NOTICE
Any notice required or permitted to be given by the provisions of
this agreement shall be conclusively deemed to have been received
by a party hereto on the date it is hand-delivered to such party
at the address indicated below ( or at such other address as such
party shall specify to the other party in writing), or if sent by
registered or certified mail (postage prepaid), on the fifth (5th)
business day after the day on which such notice is mailed and
properly addressed.
1. If to Foundation, addressed to: Executive Director,
Community service Foundation
111 S. Garden Avenue
Clearwater, Florida 34616
2. If to city, addressed to: City Manager
P.O. Box 4748
Clearwater, FL 34618-4748
IN WITNESS WHEREOF, the parties hereto have caused this
agreement to be executed on the day and year first above written.
DA
Approved as to form and
correctn
Attest:
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COJOOllll~ ~RV~EFOIlllDATION. INC. .
BY:~~.
Execut1ve Director
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Clearwater City Commission 0 D --. ~S
Agenda Cover Memoran~ Iter[# ~
~ 5 Meeting Da'e: 12/19191
SUBJECT: Agreement with the Community Service Foundation Establishing the Utilities We Care Fund
RECOMMENDATIONIMOTION: Approve the agreement with the Community Service Foundation to
establish and administer the Clearwater Utilities We Care Fund and approve, for initial capitalization, a
contribution to the Utilities We Care Fund in the amount of $5,000 from the General Fund.
X and that the appropriate officials be authorized to execute same,
BACKGROUND: Many families and individuals are finding it ever more difficult to pay for basic services,
including utilities. Up to now, no fund has been available to provide the needy specifically with the means of
paying for overdue utilities bills, Consequently, the Clearwater Utilities Office often has the unhappy task of
shutting utilities services off to homes of customers that may have been experiencing a temporary financial
emergency due to illness, loss of a job or other similar circumstances.
Recognizing this need, the Utilities Customer Support Office recommended the creation of a charitable fund
similar to the Florida Power Energy Neighbor Fund. Clearwater utilities customers will be given the
opportunity to donate to a utilities financial assistance fund designated as the Clearwater Utilities We Care Fund
(the Fund). A utility bill stuffer explaining the program and giving three options to those utility customers who
wish to donate has been developed by City Staff (Attachment 1). The stuffer will be sent out in Clearwater
utility bills starting December 20th if the program is approved. Donations and agreements to donate through
an add-on to a customer's utility bill will be mailed in by customers with utility payments and forwarded on
to the City's Utility Customer Support Division.
Day-to-day administration of the Utility We Care Fund will be accomplished by the Community Service
Foundation (the Foundation). That charitable organization located in Clearwater now administers the Florida
Power Energy Neighbor Fund for North Pinellas County. The draft formal agreement with the Community
Service Foundation attached for Commission approval (Attachment 2): (1) establishes the Foundation as the
agency to provide eligible utilities customers with financial assistance; (2) defines assistance for eligible
recipients as one payment annually in an amount not to exceed $100; (3) sets administrative expenses for the
Fund to partially defray Foundation costs for administering the We Care Fund; (4) requires quarterly reports
of Fund activity; and (5) defines City responsibilities as: collecting and forwarding funds to the foundation,
publicizing the We Care. Fund, and conducting periodic inspections to assure proper operation of the Fund,
Originating Dept:
Adminlatrative icea
Costs:FAtimated $6.500
Total
Commission Action:
_ Approved
_ Approved w/conditionl
Denied
Continued to:
User Dept:
Advertised:
Date:
P8per:
_ Not Required
AfTec:ted Partiea
Notified
_ Not Required
Current FY
Fundin. Source:
_ Capital Imp.
..l.. Opentin.
Other
Attaclunents:
I. Stuffer
2. Asreement
Appropriation Code: .
0107000 820/S74
SSS 9881 434/S90
None
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----------------------------------------------------- CUT HERE ----------________________________________________________
Please check one of the following:
o I want to make a one-time
donation to the We Care Fund
- of $ . Please add to
my next bill.
o Please add the following amount
to my utility bill each month for
12 months starting in February.
o $1fmonth 0 $5fmonth
o $2/month 0 $-----1month
o Please add the following amount
to my utility bill each month until
I notify you to make a change.
0$1 0$2 0$5 0 $_
Your donation is tax-deductible.
Keep the receipt portion of youftJiIJ for
your records.
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Name
Address
City
State
Zip
Account Number
Signature
Please return with your utility bill.
e" City of Clearwater
".' Utilities
.~ We eare Fund
o printed on recycled paper
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CITY OF CLEARWATER
1992 UTILITIES WE CARE FUND
AGREEMENT WITH THE
COMMUNITY SERVICE FOUNDATION
This Agreement is made and entered into this day of
between the City of Clearwater, hereinafter referred to as the
City, and the. Community Service Foundation, Inc., hereinafter
referred to as the Foundation.
WITNESSETH
-
WHEREAS, it has been determined highly desirable and socially
responsible to provide a source of funds to City of Clearwater
utilities customers in temporary emergency need of financial
assistance in paying their utility bills; and
WHEREAS, the Clearwater utilities We Care Fund, hereinafter
referred to as the Fund, has been created to allow donations by
Clearwater utility system customers to a fund for those who may
need such temporary assistance; and
WHEREAS, the Community Service Foundation now provides the
professional capability for administering social service programs
for those in need of assistance in paying electric utility bills
and desires to provide further assistance in paying for municipally
supplied utilities;
NOW, THEREFORE, the parties agree as follows:
ARTICLE I. TERM
The initial term of this agreement shall be for a period of 12
months commencing on the 1st day of January, 1992 and continuing
through the 31st day of December, 1992 (the Termination Date),
unless earlier terminated under the terms of this agreement.
ARTICLE II. RESPONSIBILITIES OF THE FOUNDATION
- 1. Servioes to Be Provided. The Foundation , for its part, shall
provide temporary emergency payment of utility bills for eligible
customers of the city of Clearwater utilities System.
2. Eligibility for Assistanoe. Recipients of Fund monies must be
Clearwater utilities Customers as verified by the Foundation. A
customer will normally be eligible to receive assistance only one
time per calendar year up to an amount of $100_ Fund monies will
not be used to pay utility deposits.
3. DiSbursement of Funds. Disbursements will be made by the
Foundation by check payable to the City of Clearwater. All services
. charged on the customer's Clearwater utilities System bill shall
be eligible for p'ayment.
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ARTICLE IV. TERMINATION AND EXPIRATION
1. without Cause. This agreement may be terminated, with or without
cause, by either party with no less than thirty (30) days' notice.
2. with Cause. Failure to adhere to any of the provisions of this
agreement in material respect shall constitute cause for
termination.
3. Disposition of Fund Monies. In the event of termination for any
reason or expiration of this agreement, monies belonging to the
Fund shall be returned to the City for disposition in accordance
with Fund Objectives. -
ARTICLE V. NOTICE
Any notice required or permitted tp be given by the provisions of
this agreement shall be conclusively deemed to have been received
by a party hereto on the date it is hand-delivered to such party
at the address indicated below ( or at such other address as such
party shall specify to the other party in writing), or if sent by
registered or certified mail (postage prepaid), on the fifth (5th)
busines~ day after the day on which such notice is mailed and
properly addressed.
1. If to Foundation, addressed to: Executive Director,
Community Service Foundation
111 S. Garden Avenue
Clearwater, Florida 34616
2. If to City, addressed to: City Manager
P.O. Box 4748
Clearwater, FL 34618-4748
IN WITNESS WHEREOF, the parties hereto have caused this
agreement to be executed on the day and year first above written.
Countersigned:
CITY OF CLEARWATER, FLORIDA
Mayor-Commissioner
By:
City Manager
Approved as to form and
correctness:
Attest:
Witnesses:
COMMUNITY SERVICE FOUNDATION, INC.
By: ~ ~~
Execut1ve D1rector