AGREEMENT FOR CHARTING THE COURSE FOR YOUTH - OSTAGREEMENT
Between
COORDINATED CHILD CARE OF PINELLAS, INC.
and
City of Clearwater, Florida, Parks and Recreation Department
(Charting the Course for Youth-OST)
1. PURPOSE
Coordinated Child Care of Pinellas, Inc., hereinafter referred to as "CCC", and City of Clearwater, Florida,
Parks and Recreation Department, hereinafter referred to as "Provider', enter into this mutual Agreement,
including all attachments referred to herein, for the period commencing October 1, 2008 and extending through
June 2, 2009.
II. STAFF
Provider agrees to employ staff, at its expense, to execute services provided in accordance with this
Agreement. Such individuals shall not be considered employees of CCC or the JWB Children's Services
Council of Pinellas County (JWB), and are subject to the supervision, personnel practices and policies of the
provider. Unless otherwise approved by CCC, all staff shall meet qualifications as stated in the approved job
descriptions on file at CCC and any approved revisions which are submitted for 08- 09 agreement year.
III. SERVICES
Provider agrees to deliver services as stated in the currently approved program methodology on file at CCC
and to accomplish objectives stated in Attachment 2 in accordance with recognized child welfare practices, as
determined by CCC in service areas stated in Attachment 3, and pursuant to the General Conditions listed in
Attachment 1, and any special conditions as stated in Section VIII of this Agreement.
IV. FUNDS
The budget for both CCC and other funds (if any) for accomplishing the above stated services shall be as set
forth in Attachment 4. CCC agrees to reimburse up to $75,811 for Charting the Course for Youth-OST for
services rendered pursuant to this Agreement.
V. METHOD OF PAYMENT
1. CCC issues reimbursements in accordance with the schedule listed on Attachment 5 (or on the preceding
working day in case of a holiday). A request for bi-weekly reimbursements may be considered, based on a
documented need. Request for payment must be accompanied by the appropriate documentation as
prescribed by CCC.
2. Requests for advance funds may be made, consistent with CCC/JWB policy.
VI. TERMINATION
1. It is the intent of the CCC/JWB to assure a consistent and orderly delivery of children's services. It is the
further intent of CCC/JWB to terminate Agreements only in those situations where such action is essential
to protection of its interests and the interests of children, as determined solely by CCC/JWB.
2. In the event funds to finance this Agreement become unavailable, CCC/JWB may terminate the contract
upon no less than twenty-four (24) hours notice in writing to the Provider. Said notice shall be delivered by
certified mail, return receipt requested, or in person with proof of delivery. CCC shall endeavor, whenever
possible and consistent with its legal obligations and principles of prudent management to provide 30 days
notice for Termination for Lack of Funds. CCC/JWB shall be the final authority as to the availability of funds
and extension of notice beyond the minimum time herein stated.
3. In addition to the rights as set forth in paragraph VI. 2 above, this Agreement may be terminated by
CCC/JWB with or without cause upon twenty-four (24) hours written notice. Said notice shall be delivered
by certified mail, return receipt requested, or in person with proof of delivery.
4. The above provisions shall not limit CCC/JWB s right to remedies at law or to damages.
10/09/081:29 PM Pagel of 29
VII. COMMENCEMENT OF PAYMENT
Unless specifically authorized by CCC/JWB, payment for services rendered under this Agreement shall not
commence prior to the effective date of this contract.
VIII. SPECIAL CONDITIONS
The following condition(s) apply to all listed programs within City of Clearwater.
1. General Condition #3 (Audit and Management letter) is waived.
2. General Condition #6 (Board Members and Meetings) are waived.
3. General Condition #24 (Provider will have met General Condition #24 Insurance. Public Liability, Bodily Iniury,
and Property Damage by submission of a formal letter from the municipality indicating self insurance and
summary explanation of that coverage).
4. Nothing herein shall be construed as a consent by the City of Clearwater Florida to be sued by third parties, or
as a waiver or modification of the provisions of Section 768.28, Florida Statutes or the Doctrine of Sovereign
Immunity. (Reference General Condition, paragraph 25).
The following condition applies to the following program(s):
--- Charting the Course for Youth-OST
5. Coordinated Child Care (CCC) will reimburse providers between seventy-five (75%) percent and up to one-
hundred (100%) percent of the allocation, contingent upon the provider serving one-hundred (100%) or more
of the contracted service level established in the subcontracts with CCC for the eight (8) month period of
October 1 - May 31, 2009.
6. Provider is required to collect Pinellas County School Board student ID numbers for all program participants
and enter in SAMIS.
7. Provider is required to maintain participant attendance in SAMIS.
8. Reimbursements will be made through June 2, 2009. All participants counted toward the contracted service
levels must have been enrolled by May 31, 2009.
IX. FUTURE EXPECTATIONS
1. Providers are encouraged to give input to CCC in developing and eventually implementing some
or all of the following:
a. Eligibility requirements;
b. Fee schedule;
C. Attendance requirements;
d. Unit of service cost rates;
e. Quality standards; and
f. An enhanced overlay services model
10/17/089:44 AM Page 2 of 29
Executive Director:
Coordinated Child Care of Pinellas, Inc.
Please Print or Type Name: Guy Cooley
z ?
Signatuff
/OJld o g
Date
Countersigned:
rank V. Hibbard
Mayor
Approved as to form:
JM,A-? -
Laura Lipowski
Assistant City Attorney
Authorized Representative:
City of Clearwater, Florida
Signature
Date
CITY OF CLEARWATER, FLORIDA
By:
William B. Horne, II
City Manager
Attest:
C at 'a E. Goudeau
Ci lerk c? LLOFry?„
?v
C131
r
10/09/088:50 AM Page 3 of 29
ATTACHMENT 1
GENERAL CONDITIONS OF THE AGREEMENT
Agreement Revisions
This Agreement and its attachments constitute the contractual relationship between the Provider and CCC. If
there is any discrepancy between program-related documents, this contract preempts all other documents. No
amendments to this Agreement or its attachments may be made without the prior written approval of CCC and
Provider, except as may be provided in General Condition #4.
2. Fiscal Responsibility - Provider agrees:
A. To maintain books, records and documents in accordance with generally accepted accounting procedures
and practices which accurately and appropriately reflect all expenditures of funds listed in Attachment 4.
B. That all financial records and supporting documentation shall be subject at all times to inspection, review,
or audit by CCC personnel or its duly authorized agent.
C. To maintain and file with CCC in a timely fashion reports related to services provided under this
Agreement.
D. To retain all financial records, supporting documentation, statistical records, and any other documents
pertinent to this Agreement for a period of five (5) years after termination of this Agreement. If an audit has
been initiated and audit findings have not been resolved at the end of five (5) years, all records shall be
retained until resolution of audit findings.
E. Payments During Disaster Recovery: CCC/JWB agrees to support previously approved funded programs
unable to provide normal services for a period of at least 60 days after a disaster has been declared,
provided the program agrees to comply with requests of CCC/JWB and the Human Services Disaster
Recovery Leadership Network Task Force. The Provider will submit to CCC a copy of the agency's
Continuity Of Operations Plan within thirty days of the effective date of this agreement.
3. Audit and Management Letter
The Provider agrees to submit to CCC an independent audit of the financial statements of the entity in its entirety
and any accompanying management letter(s) immediately upon receipt by the Provider's board, but within a
period not to exceed 120 days of the close of the agency's fiscal year. The audit must be performed by a firm
licensed to perform audits in the State of Florida and conducted in accordance with generally accepted auditing
standards and standards established by the American Institute of Certified Public Accountants.
The provider's auditor shall not provide any non-audit service to an issuer contemporaneously with the audit,
including: (1) bookkeeping or other services related to the accounting records or financial statements of the audit
client; (2) financial information systems design and implementation; (3) appraisal or valuation services, fairness
opinions, or contribution-in-kind reports; (4) actuarial services; (5) internal audit outsourcing services; (6)
management functions or human resources; (7) broker or dealer, investment adviser, or investment banking
services; (8) legal services and expert services unrelated to the audit. The audit will separately identify CCC/JWB
revenues, fees and donations, and expenditures by the CCC program under this agreement.
4. Other Financial Support
A. Provider will report within fifteen working days any changes in other non- CCC/JWB revenue that relates to
this program as they occur during the agreement year.
B. CCC/JWB funds will not be used for expenditures also funded by other sources.
C. Generally, CCC/JWB encourages use of its funds as financial match for securing funds from other sources.
However, in such instances Provider is required to obtain prior approval from CCC.
D. Revenues earned in CCC/JWB funded program must remain in the funded program, as a condition of
funding.
10/09/088:50 AM Page 4 of 29
5. Program Monitoring
Provider agrees to submit progress reports and other information as may be prescribed by CCC/JWB and to
cooperate in site visits and other on-site monitoring including, but not limited to, access to sites, staff, fiscal and
participant records, and logs and the provision of related information. Providers are responsible for entering all
program, fiscal, and all other required data into SAMIS. Program staff will adhere to SAMIS Business Rules and
all staff who have any responsibility (supervisory or direct) for SAMIS data entry will be trained in SAMIS within
sixty (60) calendar days of hire. The Provider will notify the SAMIS Help Desk immediately (maximum of 48
hours) when a staff person's access to SAMIS must be inactivated due to the reasons outlined in SAMIS
Business Rules. Provider agrees to cooperate with CCC corrective action policy and procedures. Provider
agrees to provide CCC representatives access, without presence of the Provider supervisor, to staff or program
participants during any monitoring with or without advance notice. Programs charging a fee for services
supported by CCC/JWB funding in this program must forward a copy of the fee schedule to CCC. Governmental
entities are exempt from fiscal and personnel file review.
6. Board Members and Meetings
Within 30 days of the effective date of this Agreement, Provider will submit to CCC a calendar of scheduled
Board meetings for the current fiscal year. Approved Board minutes and an updated list of Board Members shall
be submitted to CCC within thirty calendar days of approval.
7. Nondiscrimination
Programs receiving funding from the CCC/JWB shall not discriminate against an employee, volunteer, or
participant of the provider on the basis of race, color, gender, religion, national origin, citizenship, disability,
marital status, or age except that programs may target services for specific participant groups as defined in the
application. Additionally, agencies receiving funds shall demonstrate the standards, policies, and practices
necessary to render services in a manner that respects the worth of the individual and protects and preserves
the dignity of people of diverse cultures, classes, races, religions, and ethnic backgrounds.
Publicizing of JWB Support
Provider agrees to identify JWB support on its letterhead, agency newsletter, and other printed materials, and to
utilize every reasonable opportunity to publicize the support received from JWB.
Publications
Provider agrees to supply CCC, without charge, up to three (3) copies of any publication developed in
connection with implementation of programs addressed by this Agreement. Such publications will state that the
program is supported by JWB. Provider agrees that CCC/JWB will have unlimited use of copyrighted materials
developed under this Agreement.
10. Assignments and Subcontracts
Provider shall not assign the responsibility of this Agreement to another party nor subcontract for any of the
work contemplated under this Agreement, unless so specified in Attachment 4, without prior written approval of
CCC. No such approval by CCC of any assignment or subcontract shall be deemed in any event or in any
manner to provide for the incurrence of any obligation by CCC addition to the total dollar amount stated in this
Agreement. All such assignments or subcontracts shall be subject to the conditions of this Agreement and to
any conditions of approval that CCC shall deem necessary.
11. Confidential Infonnatilon
Provider shall not use or disclose any information which specifically identifies a recipient of services under this
Agreement, and shall adopt appropriate procedures for employees' handling of confidential data with the
following exceptions: a) such information may be revealed as may be necessary to implement General
Conditions 2 and 5; b) such information may be revealed as may be necessary pursuant to applicable federal,
state, or local law and related regulations; and c) such information may be revealed with the written consent
(authorization) of the recipient, or the recipient's responsible parent or guardian, where authorized by law. The
provider is responsible to adopt appropriate policies, notifications, authorizations, and other relevant information
that allows for the sharing of confidential information.
10/09/088:50 AM Page 5 of 29
12. Return of Funds
Provider agrees to return to CCC any overpayment due to unearned funds or funds disallowed pursuant to the
terms of this Agreement that were disbursed to Provider by CCC, and such funds shall be considered
CCC/JWB funds and shall be refunded to CCC/JWB in accordance with its instructions.
13. Special Situations
Provider agrees to inform CCC in a timely manner of any circumstances or events which may reasonably be
considered to jeopardize its capability to continue to meet its obligations under the terms of this Agreement. This
includes the reporting of any critical incidents, including anything that may reflect negatively or critically upon
CCC. Specifically, the Provider shall notify CCC immediately upon knowledge of any incident resulting in the
injury to a program participant. Within 24 hours, the Provider must submit a completed Incident Report to CCC
with full details and disposition of the incident. In addition, the Provider shall notify CCC immediately upon
knowledge of any action or incident involving agency staff or volunteers that could potentially jeopardize the
terms of this Agreement which includes misconduct, malfeasance during working hours, or any conduct that
results in the arrest of a staff member or volunteer after hours.
14. Provider Staff Membership on Board
Provider agrees that provider staff shall not serve as members of the Provider's governing board.
15. Waiver
CCC reserves the right to waive requirements of this Agreement and General Conditions where warranted by
special circumstances.
16. Agency & Program Data Maintained In 2-1-1 Database
Provider agrees to maintain accurate and up-to-date agency and program data in the 2-1-1 Tampa Bay Cares
database. The Provider will review and update (as necessary) this data at least once annually. The Provider
will list data for newly funded program(s) within thirty (30) calendar days of the date that CCC/JWB funds the
program. This requirement applies to all programs accepting 2-1-1 referrals.
17. Funded Agency Staff Background Checks
All staff involved in a program funded by CCC/JWB are required to undergo a national background check that
includes fingerprinting. This requirement applies to employees regardless of the funder supporting the position
and all volunteers who may interact with youth. The Provider's policy and practice must provide for adequate
protection.
18. Youth Worker Training
BEST training for year round staff working directly with youth (ages 11 to 17) is required. The Provider must
have a CCC-approved plan to ensure full compliance by 9/30/2010.
19. Attendance
All Programs are required to keep attendance records, which will be tracked in SAMIS.
20. Link to JWB's Websites
Providers with an agency website will include links on their website to the JWB website (www.jwbpinellas.org)
and JWB's About Pinellas Kids website (www.aboutpinellaskids.org) including the respective logos.
21. Drug-Free Workplace
As applicable, the Provider will comply with the Drug-Free Workplace Act, Section 440.101, Florida Statutes.
22. Public Entity Crimes
Per Section 287.133, Florida Statutes, a person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or
10/09/088:50 AM Page 6 of 29
services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of
a public building or public work, may not submit bids on leases of real property to a public entity, may not be
awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with a public
entity, and may not transact business with a public entity in excess of the threshold amount provided in Section
287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor
list.
23. CCC/JWB Policies and Procedures
Provider agrees to follow all CCC/JWB policies and procedures which are incorporated into this Agreement
in their entirety. Said policies include, but are not limited to, all CCC/JWB Board policies, funding policies,
SAMIS business rules and policies that may be promulgated by CCC/JWB within its sole discretion from time to
time. CCC/JWB reserves the right to change these policies with no prior notice from time to time within its sole
discretion and it is the responsibility of the provider to be in compliance with all CCC/JWB policies and
procedures at all times.
24. Insurance, Public Liability, Bodily Injury, and Property Damage
The Provider will procure, pay for, and maintain, throughout the period of this Agreement, on behalf of the
Provider, CCC/JWB, the following insurance coverage with responsible companies, eligible to do business in the
State of Florida, acceptable to CCC/JWB:
Commercial General Liability for premises and operations of the Provider including Personal Injury and
Contractual for this Agreement, with CCC/JWB as an additional insured for the operations of the Provider, with
limits for Bodily Injury, Property Damage and Personal Injury of not less than:
Each Occurrence $1,000,000
Personal Injury $1,000,000
General Aggregate $1,000,000
Products & Completed Operations $1,000,000
Fire Legal Liability $50,000
Automobile Liability Insurance for the Provider's operation, maintenance and use of owned, non-owned, hired,
and leased automobiles, with the interest of the CCC/JWB included as an insured, with limit of not less than:
Bodily Injury & Property $500,000 each accident
Damage Liability $500,000 each accident
The Provider will submit to CCC a certificate of insurance which describes the insurance maintained by the
Provider. The certificate will state that the insurance company will not cancel the insurance except on 15 day's
prior written notice to CCC.
25. Indemnification
The Provider will indemnify and hold harmless the CCC/JWB, its agents, and employees from and against any
and all liabilities, claims, judgments, or actions including court costs and attorney's fees that may hereafter at
any time be made or brought by anyone on account of any personal injury, property damage, loss of monies,
civil rights violation, or discrimination allegedly caused or occurring in whole or part by any breach of contract;
negligent, wrongful or intentional act or omission; or used on any acts of fraud or defalcation of the Provider, its
agents, employees, or subcontractors, during performance under this Agreement. In no event will the Provider
be liable for or have any obligation to defend CCC/JWB against such liability, claims, judgments, or actions,
including costs and attorney's fees, arising out of the sole negligent acts of CCC/JWB
10/09/088:50 AM Page 7 of 29
ATTACHMENT 2
City of Clearwater
Charting the Course for Youth-OST
MEASURABLE OBJECTIVES & SERVICE LEVELS
FY08-09
Participant Level Measurable Objectives (CDG)
All Primary Participants will be measured through the Measurable Objective reporting module in SAMIS within the
contract period. Measured is defined as each participant having all the appropriate administration points required
during the fiscal year based on the language of each Measurable Objective.
Service Component: General Youth Services (163)
Objective ID Objective Description
2758 Increased Resiliency - Internal Strengths
Seventy percent (70%) of primary youth (ages 9 and over) will show significant
improvement in developing internal resiliency assets. Significant improvement
is defined as an increase of at least 7 points on the internal assets component
of the Healthy Kids Resilience Assessment (HKRA). The HKRA will be
administered within two (2) weeks of program entry and each year on the
anniversary date of program intake or at episode closure, whichever comes
first. Staff will enter data into SAMIS within two (2) weeks of data collection.
(CDG Summary)
2759 Increased Resiliency - External Support
Seventy percent (70%) of primary youth (ages 9 and over) will show significant
improvement in developing external assets. Significant improvement is defined
as an increase of at least 11 points on the external resiliency assets component
of the Healthy Kids Resilience Assessment (HKRA). The HKRA will be
administered within two (2) weeks of program entry and each year on the
anniversary date of program intake or at episode closure. Staff will enter data
into SAMIS within two (2) weeks of data collection. (CDG Summary)
Manual Measurable Objectives
Target Level %
70 %
70 %
1. Provider will submit a program methodology to CCC at a date to be determined by CCC.
2. Program will document all community activities and events sponsored. (SAMIS Group Activity)
Contracted Service Levels
Failure to meet one or more of the Contracted Service Levels identified below may result in a reduction in the
funding allocation and service levels.
Participant Contracted Service Levels Case Data Gatherer (CDG)
Primary Participants
Contracted Primary Youth: 129
Contracted Primary Adults: 0
Total Contracted Primary Participants: 129
There are no Secondary Participants or Group Contracted Service Levels required in this agreement.
CDG (Case Data Gatherer): The module in SAMIS where information for the case, participant, episode, and the
measurable objective is entered and viewed.
10/09/088:50 AM Page 8 of 29
ATTACHMENT 3
GEOGRAPHICAL SERVICE AREA
Provider agrees whenever possible to maintain service sites which are accessible by public transportation and
convenient to the target participant group. Provider will advise CCC of any changes made in service sites.
The geographical service area for this agreement is as follows:
Program Name Service will be Services will be provided less
provided than countywide. Service will
countywide be provided in the following zip
codes (list all zip codes of the
target area)
Charting the Course for Youth-OST 33755, 33756
10/09/088:50 AM Page 9 of 29
ATTACHMENT 4
BUDGET(S)
The provider will deliver services according to the budget(s) following this page.
Revised budgets should be submitted by the provider in accordance with CCC/JWB policies and procedures.
Provider may make budget amendments during the fiscal year in accordance with CCC/JWB forms and procedures
as delineated in the budget amendment approval procedures. Copies of these procedures are available from CCC
/JWB upon request. In all instances, budget amendments require electronic approval in SAMIS by CCC staff. For
all amendments, the following guidelines apply:
A. Funded programs shall make adjustments in accordance with forms and procedures as established by
CCC/JWB staff.
B. A change in an individual position salary or fringe expenditure shall be considered as separate line items.
The program may make transfers between individual salary and fringe lines, but such transfers may not
exceed 10% of individual salary and may not exceed the aggregate amount of approved salary and
fringe.
C. Any adjustments made by funded agencies which are not in accordance with CCC/JWB policy shall be
subject to reimbursement of CCC/JWB at the discretion of CCC/JWB.
Reimbursement on per diem and units of service agreements may not exceed one-fourth of the total CCC/JWB
allocation in any quarter of the 8-month agreement period without prior approval of CCC's Executive Director. Any
unused per diem and/or units of service in one quarter may be carried over to a subsequent quarter within the 8-month
agreement period, given adequate justification and with the prior approval of CCC/JWB.
10/09/088:50 AM Page 10 of 29
FORM 2
CHARTING THE COURSE FOR YOUTH-OST
CURRENT & PROPOSED OPERATING BUDGET
(ROUND NUMBERS UP TO THE NEAREST DOLLAR)
(1) (2) (3) (4) (5) (6)
07-08 08-09 07-08 08-09
ACCT# TITLE
PROG. PROG. % JWB JWB %
BUDG. BUDG. CHG. ALLOC. ALLOC. CHG.
Salary Accounts:
569.120 Regular Salaries and Wages
Total Salary:
Fringe Accounts:
569.210 FICA
569.220 Retirement Contributions
569.230 Life and Health Insurance
569.240 Workers Compensation
569.250 Unemployment Compensation
Total Fringe:
Operating Expense Accounts:
569.310 Professional Services
569.311 Professional Services/Workshops
569.320 Accounting and Auditing
569.321 Bank Services
569.330 Court/Legal Services
569.340 Other Contractual Services
569.350 Investigations
569.400 Travel and Per Diem
569.401 Conference
10/09/088:50 AM
$128,546 $64,447 -50% $84,758 $41,128 -51%
$128,546 $64,447 -60% $84,758 $41,128 -51%
$1,864 $935 -50% $1,229 $596 -52%
$20,567 $12,102 -41% $9,100 $7,723 -15%
$24,504 $11,435 -53% $18,630 $8,598 -54%
$3,349 $1,484 -56% $0 $870 100%
$0 $0 0% $0 $0 0%
$50,284 $25,956 -48% $28,959 $17,787 -39%
$0 $0 0% $0 $0 0%
$0 $0 0% $0 $0 0%
$0 $0 0% $0 $0 0%
$0 $0 0% $0 $0 0%
$0 $0 0% $0 $0 0%
$0 $0 0% $0 $0 0%
$0 $0 0% $0 $0 0%
$0 $0 0% $0 $0 0%
$0 $0 0% $0 $0 0%
Page 11 of 29
(1) (2) (3) (4) (5) (6)
07-08 08-09 07-08 08-09
ACCT# TITLE
PROG. PROG. % JWB JWB %
BUDG. BUDG. CHG. ALLOC. ALLOC. CHG.
569.402 Transportation $0 $0 0% $0 $0 0%
569.410 Communications-Telephone $0 $0 0% $0 $0 0%
569.411 Communications-Long Distance $0 $0 0% $0 $0 0%
569.412 Communications-Postage and $0 $0 0% $0 $0 0%
Shipping
569.413 Communication-Internet $0 $0 0% $0 $0 0%
569.430 Utility Services $0 $0 0% $0 $0 0%
569.431 Water/Sewer/Sanitation $0 $0 0% $0 $0 0%
569.440 Rentals & Leases (Building & Land) $0 $0 0% $0 $0 0%
569.441 Rentals & Leases - Equipment $0 $0 0% $0 $0 0%
569.450 Insurance $0 $0 0% $0 $0 0%
569.460 Repair & Maintenance Services - $0 $0 0% $0 $0 0%
Equipment
569.461 Repair & Maintenance Services - $0 $0 0% $0 $0 0%
Property
569.462 Repair & Maintenance Services - $0 $0 0% $0 $0 0%
Grounds
569.463 Vehicle Repair and Maintenance $0 $0 0% $0 $0 0%
Services
569.470 Printing & Binding $0 $0 0% $0 $0 0%
569.471 Copying & Binding $0 $0 0% $0 $0 0%
569.480 Promotional Activities $0 $0 0% $0 $0 0%
569.481 Advertising $0 $0 0% $0 $0 0%
569.493 Match $0 $0 0% $0 $0 0%
569.494 Administrative Cost $0 $0 0% $0 $0 0%
569.495 Residential Per Diem $0 $0 0% $0 $0 0%
10/09/088:50 AM Page 12 of 29
(1) (2) (3) (4) (6) (6)
07-08 08-09 07-08 08-09
ACCT# TITLE
PROG. PROG. % JWB JWB %
BUDG. BUDG. CHG. ALLOC. ALLOC. CHG.
569.496 Day Program Per Diem $0 $0 0% $0 $0 0%
569.497 Day Program Subsidy $0 $0 0% $0 $0 0%
569.498 Day Program Hourly Unit Cost $0 $0 0% $0 $0 0%
569.510 Office Supplies $200 $250 25% $0 $250 100%
569.515 Participant Expenses $900 $9,920 1002% $0 $9,920 100%
569.520 Operating Supplies $900 $2,000 122% $0 $2,000 100%
569.521 Food & Nutrition $1,759 $4,006 128% $0 $4,006 100%
569.540 Subscriptions $0 $720 100% $0 $720 100%
569.541 Books $0 $0 0% $0 $0 0%
569.542 Dues & Memberships $0 $0 0% $0 $0 0%
569.543 Educational Materials $0 $0 0% $0 $0 0%
569.544 Educational Training $0 $0 0% $0 $0 0%
569.590 Depreciation $0 $0 0% $0 $0 0%
569.600 Other/Miscellaneous $0 $0 0% $0 $0 0%
569.640 Machinery & Equipment (Capital $0 $0 0% $0 $0 0%
Outlay)
569.660 Books, Publications, and Library $0 $0 0% $0 $0 0%
Materials (Capital)
UNIT Individual Counseling Units $0 $0 0% $0 $0 0%
COST
UNIT Group Counseling Units $0 $0 0% $0 $0 0%
COST
UNIT Family Counseling Units $0 $0 0% $0 $0 0%
COST
UNIT Parent Education Units $0 $0 0% $0 $0 0%
COST
UNIT Case Management Units $0 $0 0% $0 $0 0%
COST
10/09/088:50 AM Page 13 of 29
ACCT# TITLE
UNIT Daily Per Diem Unit
COST
UNIT Unit Costs (New System Units)
COST
Total Operating Expense:
Total Program Expenses:
10/09/088:50 AM
(1) (2) (3)
07-08 08-09
PROG. PROM %
BUDG. BUDG. CHG.
$0 $0 0%
$0 $0 0%
$3,759 $16,896 349%
$182,589 $107,299 41%
Page 14 of 29
(4) (5) (6)
07-08 08-09
JWB JWB %
ALLOC. ALLOC. CHG.
$0 $0 0%
$0 $0 0%
$0 $16,896 100%
$113,717 $75,811 -33%
FORM 3
CHARTING THE COURSE FOR YOUTH-OST
SALARY AND FRINGE PREPARATION
FISCAL YEAR 08-09
% Time Gross Salary In Fringe In JWB Request JWB Request Salary
Position Staff HrsANk Salary Program Program For Salary For Fringe Funding %
# Wks 08-09 08-09 08-09 08-09 08-09
Recreation Coordinator LaTerza, Kathleen 15% $63,592 $6,604 $2,157 $0 $0 0.00%
40
52
Recreation Dixon, Freda 100% $30,490 $21,108 $9,004 $21,108 $9,004 100.00%
Programmer
40
52
Recreation Auskalnis, Richard 100% $28,918 $20,020 $8,783 $20,020 $8,783 100.00%
Programmer
40
52
Recreation Supervisor
I I Moon, Barbara 25% $47,743 $8,263 $2,987 $0 $0 0.00%
40
52
Recreation Supervisor
I I Sowada, Karen 25% $48,832 $8,452 $3,025 $0 $0 0.00%
40
52
TOTALS $219,575 $64,447 $25,956 $41,128 $17,787 63.82%
10/09/088:50 AM Page 15 of 29
FORM 4
CHARTING THE COURSE FOR YOUTH-OST
SALARY AND FRINGE PREPARATION NARRATIVE
FISCAL YEAR 08-09
DERIVATION OF FIGURES AND LINE ITEM $ PERCENT
JUSTIFICATION OF AMOUNT INCREASE/
ACCOUNT # ACCOUNT NAME INCREASE/DECREASE OR OTHER DECREASE
EXPLANATION AS NEEDED
569.120 Regular Salaries and $64,447 -50%
Wages
10/3/2008 Employees receive a merit increase of 3% for program employees, Dixon,
Ausklanis, Sowada, Moon, LaTerza, per pending City Union and Civil Service agreements.
Program funded from Oct 1, 2008 to June 5, 2009. Funding period equals 18 pay periods. 18
pays/26 annual pays = .6923. Salaries and fringe calculations all based on 69.23% funding
except for pension. One program site was deleted but the contracted service level will remain
the same. Therefore, the staffing and supervision levels decreased, while program funding
remained the same.
569.210 FICA $935 -50%
10/1/2008 Municipal employees with a pension plan hired after 1986 only pay FICA-Med at
1.45 percent of annual salary. Program funded from Oct 1, 2008 to June 5, 2009. Funding
period equals 18 pay periods. 18 pays/26 annual pays = .6923. FICA calculated at 69.23% of
annual. One program site was deleted but the contracted service level will remain the same.
Therefore, the staffing and supervision levels decreased, while program funding remained the
same. 306 Dixon+290 Auskalnis+96 LaTerza +123 Sowada +120 Moon=935
569.220 Retirement $12,102 -41%
Contributions
10/1/2008 City pension plan is calculated at 13% of annual salary. This percentage decreased
from 16% last year due to the health of the pension. All grant employees are eligible for the
pension plan. All of the pension amount is paid into the plan by the city for each employee in
the first 6 months of the fiscal year. Although this program is funded for 36 weeks, 100% of the
annual pension will be paid in that time. One program site was deleted but the contracted
service level will remain the same. Therefore, the staffing and supervision levels decreased,
while program funding remained the same.
Dixon total salary for 52 weeks = $30,490
$30,490 x 13% = $3,964
Auskalnis total salary for 52 weeks = $28,918
28,918 x 13% = $3,759
City in kind = LaTerza $1,240 Sowada $1587 Moon $1551
3964+3759+1240+1587+1552=12102
10/09/088:50 AM Page 16 of 29
ACCOUNT # ACCOUNT NAME
569.230 Life and Health
Insurance
569.240 Workers Compensation
569.250 Unemployment
Compensation
DERIVATION OF FIGURES AND
JUSTIFICATION OF
INCREASEIDECREASE OR OTHER
EXPLANATION AS NEEDED
LINE ITEM $ PERCENT
AMOUNT INCREASE/
DECREASE
$11,435 -53%
1011/2008 Full time employees receive medical insurance at no cost to the employee;
employers cost is set by bid, FY 07/08= $6,200. 08/09 bid not yet received. All employees
receive Group Life insurance at $10 annually. Coordinators and Supervisors, LaTerza,
Sowada, Moon receive additional management level life insurance. One program site was
deleted but the contracted service level will remain the same. Therefore, the staffing and
supervision levels decreased, while program funding remained the same.
Dixon/Auskalnis annual Life & Health = $6210
$6,210 x 69.23% = $4,299 each
City's in kind=LaTerza=$657 Sowada=$1090 Moon=$1090
4299+4299+657+1090+1090=11435
$1,484 -56%
10/1/2008 The City of Clearwater pays $1625 per full time employee for Worker's
Compensation for City paid program employees (3) and $629 for grant paid employees-Dixon,
Auskalnis. Worker's Comp is set per Department depending on the number and cost of claims
made previously. The grant paid employees are in a separate category (special programs) and
therefore are not charged the same rate as the City paid P&R staff.
Last fiscal year, there was a significant difference in City staff expenses and JWB funding. The
City paid for all WC as part of our in-kind contribution. This year, we dropped a site, but kept
the contracted service level the same. Therefore, WC has been added back in the Program
Funding for Dixon and Auskalnis. Amount calculated based on 18 pay periods or 69.23%.
435 Dixon+435 Auskalnis+ 163 LaTerza+225 Sowada+225 Moon=1483
$0 0%
8129/2007 The City of Clearwater is self insured and does not budget for unemployment
compensation insurance. Unemployment compensation is only paid when we get a claim.
There have been no claims for this budget.
10/09/088:50 AM Page 17 of 29
DERIVATION OF FIGURES AND LINE ITEM $ PERCENT
JUSTIFICATION OF AMOUNT INCREASE/
ACCOUNT # ACCOUNT NAME INCREASE/DECREASE OR OTHER DECREASE
EXPLANATION AS NEEDED
OPERATING EXPENSE BUDGET NAR RATIVE
569.310 Professional Services $0 0%
8/30/2006 Deleted due to increased salaries. Will use free services from prog rams such as
GAPP.
Original Budget Calculation
=0
569.311 Professional $0 0%
Services/Workshops
Original Budget Calculation
=0+0
569.320 Accounting and Auditing $0 0%
Original Budget Calculation
=0+0
569.321 Bank Services
Original Budget Calculation
=0+0
$0 0%
569.330 Court/Legal Services $0 0%
Original Budget Calculation
_0+0
569.340 Other Contractual $0 0%
Services
Original Budget Calculation
=0+0
569.350 Investigations $0 0%
Original Budget Calculation
=0+0
10/09/088:50 AM Page 18 of 29
DERIVATION OF FIGURES AND LINE ITEM $ PERCENT
JUSTIFICATION OF AMOUNT INCREASE/
ACCOUNT # ACCOUNT NAME INCREASE/DECREASE OR OTHER DECREASE
EXPLANATION AS NEEDED
569.400 Travel and Per Diem $0 0%
Original Budget Calculation
=0+0
569.401 Conference $0 0%
Original Budget Calculation
=0+0
569.402 Transportation $0 0%
Original Budget Calculation
=0
569.410 Comm unications-Teleph $0 0%
one
Original Budget Calculation
=0+0
569.411 Communications-Long $0 0%
Distance
Original Budget Calculation
=0+0
569.412 Communications-Postag $0 0%
e and Shipping
Original Budget Calculation
=0+0
569.413 Communication-Intemet $0 0%
Original Budget Calculation
=0+0
569.430 Utility Services $0 0%
Original Budget Calculation
=0+0
10/09/088:50 AM Page 19 of 29
DERIVATION OF FIGURES AND
JUSTIFICATION OF
ACCOUNT # ACCOUNT NAME INCREASE/DECREASE OR OTHER
EXPLANATION AS NEEDED
569.431 Water/Sewer/Sanitation
Original Budget Calculation
=0+0
569.440 Rentals & Leases
(Building & Land)
569.441 Rentals & Leases -
Equipment
569.450 Insurance
Original Budget Calculation
=0+0
Original Budget Calculation
=0+0
Original Budget Calculation
=0+0
569.460 Repair & Maintenance
Services - Equipment
Original Budget Calculation
=0+0
569.461 Repair & Maintenance
Services - Property
Original Budget Calculation
=0+0
569.462 Repair & Maintenance
Services - Grounds
Original Budget Calculation
=0+0
569.463 Vehicle Repair and
Maintenance Services
Original Budget Calculation
=0+0
10/09/088:50 AM Page 20 of 29
LINE ITEM $ PERCENT
AMOUNT INCREASE/
DECREASE
$0 0%
$0 0%
$0 0%
$0 0%
$0 0%
$0 0%
$0 0%
$0 0%
DERIVATION OF FIGURES AND LINE ITEM $ PERCENT
JUSTIFICATION OF AMOUNT INCREASE/
ACCOUNT # ACCOUNT NAME INCREASE/DECREASE OR OTHER DECREASE
EXPLANATION AS NEEDED
569.470 Printing & Binding $0 0%
Original Budget Calculation
=0+0
569.471 Copying & Binding $0 0%a
Original Budget Calculation
=0+0
569.480 Promotional Activities $0 0%
Original Budget Calculation
=0+0
569.481 Advertising $0 0%
Original Budget Calculation
=0+0
569.493 Match $0 0%
Original Budget Calculation
=0+0
569.494 Administrative Cost $0 0%
Original Budget Calculation
=0+0
569.495 Residential Per Diem $0 0%
Original Budget Calculation
=0+0
569.496 Day Program Per Diem $0 0%
Original Budget Calculation
=0+0
10/09/088:50 AM Page 21 of 29
DERIVATION OF FIGURES AND LINE ITEM $ PERCENT
JUSTIFICATION OF AMOUNT INCREASE/
ACCOUNT # ACCOUNT NAME INCREASEIDECREASE OR OTHER DECREASE
EXPLANATION AS NEEDED
569.497 Day Program Subsidy $0 0%
Original Budget Calculation
=0+0
569.498 Day Program Hourly $0 0%
Unit Cost
Original Budget Calculation
=0+0
569.510 Office Supplies $250 25%
10/1/2008 Norton-Office =$125
N. Greenwood-$125
Office supplies had been provided from the City's in kind contribution. A site was dropped but
the contracted service level remained the same so there are more funds available for office
supplies.
Original Budget Calculation
125+125
569.515 Participant Expenses $9,920 1002%
9/19/2008 Movies-20 x $10 x 10 trips x 2 sites = $4000
Fair-10 x $20 x 2 sites = $400
Hallowscream-20 x $55 x 2 sites = $2200
Busch Gardens 20 x $58 x 2 sites = $2320
Adventure Island 20 x $25 x 2 sites = $1000
Participant expenses had been provided from the City's in kind contribution and fund raising. A
site was dropped but the contracted service level remained the same so there are more funds
available.
Original Budget Calculation
=4000+400+2200+2320+1000
569.520 Operating Supplies $2,000 122%
9/19/2008 Ross Norton
Video games, sports equipment, games, homework/educational materials. $1000
N. Greenwood
Video games, sports equipment, games, homework/educational materials. $1000
Operating supplies had been provided from the City's in kind contribution. A site was dropped
but the contracted service level remained the same so there are more funds available.
Original Budget Calculation
=1000+1000
10/09/088:50 AM Page 22 of 29
DERIVATION OF FIGURES AND LINE ITEM $ PERCENT
JUSTIFICATION OF AMOUNT INCREASE/
ACCOUNT # ACCOUNT NAME INCREASE/DECREASE OR OTHER DECREASE
EXPLANATION AS NEEDED
569.521 Food & Nutrition $4,006 128%a
9/19/2008 Ross Norton-pizza and snacks $2003
N. Greenwood-pizza and snacks $2003
Food had been provided from the City's in kind contribution. A site was dropped but the
contracted service level remained the same so there are more funds available.
Original Budget Calculation
=2003+2003
569.540 Subscriptions $720 100%
10/1/2008 Ross Norton
Music CD subscription $200
Magazine subscription $160
N. Greenwood
Music CD subscription $200
Magazine subscription $160
Magazine and CD subscriptions were in previous budgets, then removed due to reduced
operational funding. Since one site has been deleted, but the service level remained the same,
funding for subscriptions was added back into the budget.
Original Budget Calculation
=200+160+200+160
569.541 Books $0 0%
Original Budget Calculation
=0+0
569.542 Dues & Memberships $0 0%
Original Budget Calculation
=0+0
569.543 Educational Materials $0 0%u
Original Budget Calculation
=0+0
569.544 Educational Training $0 0%
Original Budget Calculation
=0+0
10/09/088:50 AM Page 23 of 29
DERIVATION OF FIGURES AND LINE ITEM $ PERCENT
JUSTIFICATION OF AMOUNT INCREASE/
ACCOUNT # ACCOUNT NAME INCREASE/DECREASE OR OTHER DECREASE
EXPLANATION AS NEEDED
569.590 Depreciation $0 0%
Original Budget Calculation
=0+0
569.600 Other/Miscellaneous $0 0%
Original Budget Calculation
=0+0
569.640 Machinery 8 Equipment $0 0%
(Capital Outlay)
Original Budget Calculation
=0+0
569.660 Books, Publications, and $0 0%
Library Materials
(Capital)
Original Budget Calculation
=0+0
UNIT COST Individual Counseling $0 0%
Units
Original Budget Calculation
=0+0
UNIT COST Group Counseling Units $0 0%
Original Budget Calculation
=0+0
UNIT COST Family Counseling Units $0 0%
Original Budget Calculation
=0+0
UNIT COST Parent Education Units $0 0%
Original Budget Calculation
=0+0
10/09/088:50 AM Page 24 of 29
DERIVATION OF FIGURES AND
JUSTIFICATION OF
ACCOUNT # ACCOUNT NAME INCREASEIDECREASE OR OTHER
EXPLANATION AS NEEDED
UNIT COST Case Management
Units
UNIT COST Daily Per Diem Unit
Original Budget Calculation
=0+0
Original Budget Calculation
=0+0
UNIT COST Unit Costs (New System
Units)
Original Budget Calculation
=0+0
LINE ITEM $ PERCENT
AMOUNT INCREASE/
DECREASE
$0 0%
$0 0%
$0 0%
10/09/088:50 AM Page 25 of 29
FORM 5
Charting the Course for Youth-OST
SOURCES OF REVENUE
06-07 07-08 07-08 07-08 08-09 08-09 08-09 Percent
Funder Type/Funder Total Budget Amend Total Budget Amend Total Increase/
Decrease
Government - Local
(City/County)
City of Clearwater $53,475 $68,872 $0 $68,872 $31,488 $0 $31,488 -54%
$53,475 $68,872 $0 $68,872 $31,488 $0 $31,488 -54%
Grand Total $53,475 $68,872 $0 $68,872 $31,488 $0 $31,488 -54%
FY 08-09 Totals
Total Program Revenue
Total Program Budget
Difference
Total CSC Allocation
Total CSC Budget
Difference
10/09/088:50 AM
$107,299
$107,299
$0
$75,811
$75,811
$0
Page 26 of 29
Funder Type/Funder
Government- Local (City/County)
City of Clearwater
FORM 6
Charting the Course for Youth-OST
SOURCES OF REVENUE
NARRATIVE
FY 08-09 Total
$31,488
Narrative
Parks and Recreation kind dollars funds supervisory oversight. The
Department is funded by the general fund which receives most of its
funding from Ad Valorem taxes.
10/09/088:50 AM Page 27 of 29
END OF PROGRAM BUDGET FOR
Charting the Course for Youth-OST
10/09/088:50 AM Page 28 of 29
ATTACHMENT 5
REIMBURSEMENT SCHEDULE
Invoices are to be submitted to CCC by the 10th of each month. If invoices are submitted by the 10th, payment will be
processed and mailed on Thursday, as shown below:
Invoice Received Checks/EFT Remittance Mailed
November 10, 2008 November 20, 2008
December 10, 2008 December 18, 2008
January 10, 2009 January 15, 2009
February 10, 2009 February 19, 2009
March 10, 2009 March 19, 2009
April 10, 2009 April 16, 2009
May 10, 2009 May 14, 2009
June 10, 2009 June 18, 2009
July 10, 2009 July 16, 2009
August 10, 2009 August 20, 2009
September 10, 2009 September 17, 2009
October 10, 2009 October 15, 2009
CCC encourages Electronic Fund Transfer (EFT) payments which will transfer your payment so that your bank receives
the payment on Friday immediately following the date of mailing indicated above.
NOTE: If your invoice is received prior to or after the 10th of the month CCC will make every attempt to process the
payment within 10 days.
10/09/088:50 AM Page 29 of 29