PARTICIPATING AGENCY AGREEMENT W/CLEARWATER POLIC DEPT.
:)-
t i
PARTICIPATING AGENCY AGREEMENT
This agreement is enacted between the DISTRICT BOARD OF TRUSTEES OF ST.
PETERSBURG JUNIOR COLLEGE, FLORIDA, P.O. Box 13489, St. Petersburg, Florida,
33733, hereinafter referred to as the "Board," and the CITY OF CLEARWATER,
CLEARW ATER POLICE DEPARTMENT, 644 Pierce Street, Clearwater, Florida 34616,
hereinafter referred to as "CPD."
Whereas, the Board's Criminal Justice Institute has received a grant from the Corporation for
National and Community Service through the Florida Commission on Community Service for
the AmeriCorps Pinellas Program, and;
1) CPD has agreed to support the AmeriCorps Program in Pinellas County through the
implementation of Project NUCOPS (Neighborhoods Uniting in a Coalition of Public
Safety) which will target 2 Clearwater neighborhoods in an effort to promote public
safety, community involvement and AmeriCorps member development;
2) The Corporation for National and Community Service requires a cash match from the
grantee on certain budget categories. This includes costs associated with 40 AmeriCorps
members' living allowances, FICA contributions, mandated health and liability insurance
and worker's compensation contributions. (14 of the 40 AmeriCorps members will be
assigned to the Clearwater component of the project.) The total cost for these budget
categories is $383,672. CPD has made a commitment to provide $20,142.75 toward the
cash match requirement for FY 96/97 (January 1, 1997 - December 31, 1997). See
attached letter of commitment, attached hereto as Exhibit A.
Under the terms of this agreement, in addition to providing $20,142.75 in cash match, the CPD
will donate office space and furniture for the Project Activities Specialist, a Board grant-funded
employee; and will allow for a minimum of two hours per week of mentoring by a community
policing officer per AmeriCorps member for the duration of this project.
The Board will be responsible for the overall administration and fiscal responsibility of the
AmeriCorps project and will provide, through grant funds, one full-time AmeriCorps Project
Activities Specialist to be housed at the CPD to act as a liaison between the AmeriCorps
members, police department staff, and the Board's AmeriCorps project staff. Further, the Board
agrees to provide the CPD with the use of computer equipment for grant-related activities.
Disposition of said equipment at the termination of this project will be guided by the stipulations
outlined by the grant funder, the Florida Commission of Community Service.
The cash match must be provided to the Board within 30 days of the full execution of this
agreement.
Neither party will discriminate in its employment practices or its admission or treatment of
students on the basis of race, color, religion, age, sex, marital status or national origin nor will
either discriminate against any qualified individual with a disability. CPD and the Board
recognize that sexual harassment constitutes discrimination on the basis of sex.
This agreement is contingent upon federal funding and is subject to the terms and provisions of
the Americorps Florida, Sub-grant contract between the Board and the Tallahassee Community
College (fiscal Agent for) Florida Commission on Community Service, effective January 1,
1997, a copy of which is attached hereto as Exhibit B. The parties hereto agree to be bound by
and comply with the terms and provisions of said Contract in the performance of their respective
duties hereunder.
City of Clearwater (AmeriCorps) - Page 1
r.
Exhibit A
1. flr.l'j'...~-.".
,;''1.: II --
4!,f ~\.~ H!."',C~~
1 1'~~/./'1-:'"
tg-:::, -~
I .\(...) ,\I,/~ -.. \ ~ :-
~ -..,.--- t ~
~~ l~~'~" <~
~~ :-:. . --..~
~ '--"'" . ....=... ;::: ~
....f' - .._ ~
j ~~ . ".::". ~\'~
~....J'.t,l'j! TE~ ~:-?/
---" ....,.,.'
c,''''''''J_.;'''~
1
I
CITY
OF
CLEAR'\VATER
DEPARTMENT OF POLICE 644 PIERCE STREET
CLEARWATER. FLORIDA 34616-5495 (813) 462-6330
OHles Of the Chief
April I, 1996
1
Dr. Carl M. Kuttler, Ir.
President
St. Petersburg Junior College
P. O. Box 13489
St_ Petersburg, FL 33733
Dear Dr. Kuttler:
<"
1
This letter is written to express the City of Clearwater's support for and commitment to the
continuation of the AmeriCorps Pinellas Project NUCOPS (Neighborhoods United in Coalitions
of Public Safety) in Clearwater.
J
J
The NUCOPS program has had a very positive impact in Clearwater, as well as ~ the lives of the
Clearwater NUCOPS participants. Through the efforts of the program, several neIghborhood
clean up days have been coordinated. Security surveys by participants also led to installations of
locks and house numbers for many community homes. 1\TUCOPS also deliver and install many
smoke alarms throughout their assigned neighborhoods, and act as mentors and assistants in an
intergenerational program at Clearwater's conununity policing substations. '
J
This program is a win-win for all involved. The targeted neighborhoods receive over 20,000
hours annually of direct public-safety related services while the program helps to develop a cadre
of educationally and experientially qualified police applicants, The l\1JCOPS, by virtue of their
term of service working with commLlnity policing officers, become familiar with neighborhood
residents and their problems and needs,
To participate in this program, the City of Clearwater Police Department conunits to a matcrup8
share of$21,000 for the AIlleriCorps project for FY 96/97. The Department also co;nmits to
assisting in the development of recruitment strategies to employ interested participantz' and to gi~
consideration to hiring participants who, at the completion of the ArneriCorps program, are
certifiable as law enforcement officers, as openings occur. The Department will also continue its
efforts for AmeriCorps NUeOPS in training and mentoring.
The Clearvvater Police Department is looking forward to a third rewarding year in this exciting
AmeriCorps NUCOPS program.
J
J
J
J
Sincerely,
~i(~
Chief of Police
J
j
@
II
,~
'~ ~
J
Florida Commission on Community Service
, ,
. Standard Contract
I
EXHIBIT "B"
./
This agreement is made BETWEEN
The Florida Commission on Community Service
725 South Calhoun Street, Suite 109
Tallahassee, Florida 32301-2008
referred to herein as the "Commission",
AND
St. Petersburg Junior College
I
3200 34th Street South
St. Petersburg, FL 33712
referred to herein as the "Provider".
In consideration of the initial or continued contracted services by the Commission and of the advantages and benefits received by
the Provider by virtue of such rdationship, the receipt and adequacy of all of which considerations are hereby acknowledged,
Now Therefore, in consideration of the mutual covenants hereinafter set forth, the parties he:-eto agree as follows:
1. Provider Agreements
A. Services. The Provider agrees to provide services according to the conditions specified in Attachment I.
B. Quality Assurance.
1. The Provider agrees to provide progress reportS as specified in Attachment I.
1. The Provider agrees to permit persons duly authorized by the Commission to inspect any records, papers,
documents, f:1cilities, goods and services of the Provider that are relevant to this contract, and/or to interview
any clients, employees, volunteers, or any other p:1rties affiliated with the Provider to be assured of
satisfactory performance of the terms and conditions of this contract.
3. The Provider agrees to implement and panicipate in...~ality assurance/continuous improvement activities
related to the services specified in this contract as-required by the Commission. Following any quality
assurance/continuous improvement review the CommiSsion will deliver in a timely fashion to the provider a
written report with comments and recommendations regarding the manner in which services are being
provided. The provider will rectify all noted deficiencies within the time period set forth in the written report
or provide an acceptable justification for not correcting'the noted deficiencies. The Provider's failure to
correct or justify within a re:lSonable period of time as specified by the Commission may result in the
withholding of payments.
4. The Provider agrees to facilitate site visits by Commission staff or consultants and to attend periodic meetings
and training as requested by the Commission.
C. Audits and Records.
1. The Provider agrees to maintain books, records, and documents (including electronic storage media) in
accordance with generally accepted accounting procedures and practices which sufficiently and properly reflect
all revenues and expenditures of furids provided by the Commission under this contract.
1. The Provider agrees to assure that these records will be subject at all reasonable times to inspection, review, or
audit by Commission personnel and/or individuals authorized by the Commission.
3. The Provider agrees to maintain and file with the Commission such progress, fiscal and inventory reports md
other reports the Commission may reasonably require within the period of this contract.
4. The Provider agrees to provide to the Commission financial and compliance audits of the Provider, with the
management letter, within nin~ty (90) days of the end of the Provider's fiscal year and to ensure that:111 related
party trms:1ctions are disclosed to the auditor.
1
1--
,~
....
I
I
5. The Provider agrees to include these aforementioned audit and record keeping requirements in all approved
agreements entered into by the Provider for any other subcontracted servic.es in the amount of S25,000 or
greater. The Provider ~,.1rther agrees that any and all subcontr:lcts will be approved in writing by the
Commission prior to exeCution of such subcontract(s).
D. Documentation.'
1. The Provider agrees to maintain financial records of fees or other compensation for services or expenses in
sufficient detail for a proper audit.
2. The Provider agrees to maintain records of deliver:lbles, including reports and program and participant data.
3. The Provider agrees to comply with the criteria and final date by which such criteria must be met for
completion of this contract.
4. The Provider agrees to allow public access to all documents, papers, letters, or other materials subject to the
provisions of chapter 119, FS, and lI!ade or received by the Provider in conjunction with this contract. The
Provider's refusal to comply with this provision will constitute a breach of contract.
E. Retention of Records.
1. The Provider agrees to retain all client records, financial records, supporting documents, statistical records, and
any other documents (including electronic storage media) pertinent to this contract for a period of five (5)
yem-s after termination of this contract, or if an audit has been initiated and the audit findings have not been
resolved at the end of five (5) years, the records shall be retained until resolution of the audit findings.
2. The Provider agrees to provide full access and the right to e.'Camine any and all of the records and documents to
Commission staff or persons duly authorized by the Commission during the retention period or as long as
records are retained, whichever is later.
F. Participant Information. To submit management, program and participant identifiable data as may be required
by the Commission.
G. Safeguarding Information. The Provider agrees not to use or disclose information concerning a recipient of
services under this contr:lct for any purpose not in conformity with the state regulations and federal regulations (45
CFR, Part 205.50), except upon written consent of the recipient, or the recipient's responsible parent or guardia.'1.
when authorized by law.
H. Budget. A budget and budget narr:ltive for the delivery of services described in this contract are provided in
Attachment II.
I. Budget Revisions/Budget Amendments.
1. Budget Revisions. The Provider may make budgetary changes across categories up to a cumulative total of
ten percent (10%) of the original total amount of r.h.::~ntract without a formal contract amendment by
obtaining written permission from the Commission co~tract manager prior to the change. Such permission
must be requested using the form provided in Attachment VIII.
2. Budget Amendments. Budgetary changes that exceed ten percent (10%) of the original contract amount
require an e.'Cecuted formal contr:lct amendment prior to th:e change.
3. C:1tegoric:1l Budget Revisions. Budget:uy changes within a single line item may be made by the Provide:: as
needed with written notification by the Provider to the Commission, excluding the following categories
which require advanced written approval for modification: staff salaries; member living allowance/stipend;
operating capital outlay (OCO); and ipdirect expense/costs.
J. Matching Requirements. The Provider agrees to obtain matching funds and "in-kind" matching resources and
assume program cost consistent with the guidelines specified by the Commission and described in Att:1chment L
K. Fin:1nci:1l Reports.
1. The Provider agrees to submit to the Commission monthly financial reportS as requested by the Commission. In
the event that the Provider or its auditor discovers an overpayment has been made, the Provider will repay the
overpayment within thirty (30) calendar days without pri~r notification from the Commission. In the event that
the Commission first discovers an overpayment' has been made, the Commission will notify the Provider in
writing of such finding and will request repayment of the overpayment within reasonable period of time -
generally thirty (30) calend:ic days unless extenuating circumstances are deemed by the Commission to exist.
2. The Provider agrees to disclose on an individual basis the exact amount of contract funding used to
compensate each employee or other individuals associated with this contract.
L. Fin:1l Invoice. To submit a FINAL REPORT OF EXPENDITURES and a final invoice for payment within
forty-five (45) calendar days after-the ending date of this contract or the date of contract termination, whichever is
2
~:li~'. Th, fin.! "pn" will indnde ~XP'nd;tu"s En< ,1111.. ;"ms 'P"ifi<d;n thistntrnct (Att"hm<nt Il). Th,
Commission will not honor requests received after the 45-day period. If the Provider fails to submit the final
invoice and final report of e:<:eenditures within the specified time all rights to payment are forfeited.
M. Evaluation. The Provider" a~rees to participate in evaluation or research activities as requested by the
Commission. As a par of ongoing cooperation with the Commission to evaluate and continuously improve the
services to be delivered by the Provider, the Provider will:
1. Make available upon request by the Commission or its consultant any and all records, documents, staff, and
participants;
2. Utilize any uniform data collection system developed by the Commission or its consultant;
3. Collect participant and program data - including, at a minimum, demographic, service utilization, outcome
and follow-up information - as requested by the Commission or its consultant and provide it in a timely
fashion in a format specified by the C;omrnission or its consultant;
4. Facilitate contact with community agencies and/or individuals for the Commission or its consultant;
5. Participate in work groups designing the evaluation and research strategy(-ies) and instruments; and
6. Participate in training activities related to the evaluation activities.
N. Assignments and Subcontracts. The Provider agrees not to assign responsibility of this contract to another party
or to subcontract any portion of the work contemplated under this contract without prior written approval of the
Commission. No such approval by the Commission will be deemed in any manner to provide for the incurrence
of any obligation of the Commission in addition to the total dollar amount agreed upon in this contract. All such
assignments or subcontracts will be subject to the terms and conditions of this contract and to any conditions of
approval that the Commission may deem necessary.
O. Indemnification. The following applies to all contractS unless otherwise provided by Florida law. .
1. The Provider agrees to be liable for all claims, suits, judgments, and! or damages, including court costs and
attorney's fees, arising out of the negligent or intentional acts or omission of the Provider, and it agents,
subcontractors, and employees, in the course of the operation of this contract.
2. The Provider agrees to indemnify the .<:;:ommission against all claims, suits, judgments, and/or damages,
including court costs and attorney's fees, .arising out of the negligent or intentional aces or omissions of the
Provider and/or its agents, subcontractors, and employees, in the course of the operation of this contract.
3. The Provider agrees to defend the Commission, upon receiving timely written notification from the
Commission, against all claims, suits, judgments, and/or damages, including court cOSts and attorney's fees,
arising out of the negligent or intentional acts or omissions of the Provider and/or its agents, subcontractors,
and employees, in the course of the operation of this cont!ilct.
4. Where the Provider and the Commission commit joiItf-negligent acts, the Provider will not be liable for nor
have any obligation to defend the Commission. ,..
5. In no event will the Provider be liable for or have any obligation to defend the Commission against such
claims, suits, judgments, or damages, including court costs and attorney's fees, arising out of the sole negligent
acts of the Commission. *See below. '
P. Insurance. The Provider agrees to provide adequate liability insurance coverage on a comprehensive basis and to
hold such liability insurance at all times during the existence of this contract. The Provider accepts full
responsibility for identifying and determining the type(s) and extent of liability insurance necessary to provide
reasonable financial protections for the Provider and the clients to be served under this contract. Upon execution
of the contract, the Provider will furnish the Commission with written verification supponing both the
determination and existence of such liability insurance coverage.
Q. Property. The Provider agrees to submit a current inventory list of all property (i.e., equipment and furniture)
with a purchase price of S250.00 or more bought with funds provided through this contract. This property listing
must include a description of the property, model number, serial number, date of acquisition, cost, inventory
number, and information on the location, condition, transfer, replacement or disposition of the property. The
Commission reserves the right to retrieve, upon termination of this contract, any and all equipment and furniture
purchased with funds provided through this contract, or to receive repayment for funds provided through this
~ contract used in the purchase "of any portion of such equipment or furniture.
~N\1 ~~ . Incident Reporting. In compliance with Chapter 415, FS, an employee or agent of the Provider who knows, or has
. reasonable cause to suspect that a child, aged person, or disabled adult is or has been abused, neglected, or exploited, shall
~)?:iOVider's indemnity herepnder shall be subject to the extent and limitations of
~ lorida Statutes 76B.2B.~ )
!
.~ I I
immediately report such knowledge or suspicion to the abuse registry operated by the Florida Department of Health and
Rehabilitative Services on the single st:ltewide toU-free telephone number 1-S00-96-ABUSE (8QO.962-2873).
s. Civil Rights Requirements" The Provider herewith provides assurances of compliance with all state and federal
statutes, regulations, guidelines, ,and standards prohibiting discrimination on the basis of race, color, creed, national
origin, se...:, age, disability, political afflliation, or beliefs. The Provider agrees that compliance with this assurance
constitutes a condition of continued receipt of or benefit from funds provided through this contract and that it is
binding upon the Provider, its successors, transferees, and assignees for the period during which services are provided.
The Provider further assures that all subcontractors or others ",'ith whom it arranges to provide services or benefits to
participants or employees in connections with any of its programs and activities are not discriminating against those
participants or employees in violation of the aforementioned statutes, regulations, guidelines, and standards.
T. lobbying.
1. The Provider agrees to comply with_the provisions of s. 216.347, FS, which prohibits the expenditure of these
contract funds for the purpose of lobbying the Legislature, Congress, judicial branch, or a state agency.
2. The Provider shall comply with the provisions of the Hatch Act (5 U.S.A. 1501-1508 and 7324-7328) which
limits the political activities of employees whose principal employment activities are funded in whole or in
part with Federal funds.
U. Sponsorship.
1. The Provider agrees to, in publicizing, advertising, or describing the sponsorship of a program funded wholly
or in part by the Commission, state, .Sponsored by (provider's name) and the Florida Commission on
Community Service." If the sponsorship reference is in written material, the words 8Florida Commission on
Community Service" shall appear in the same size letter or type as the name of the Provider.
2. The Provider agrees to incorporate the Commission logo on all letterhead, brochures, newsletters, business
cards, station~, posters, flyers, and other written and pictorial communication media for all programs funded
wholly or in part by the Commission.
v. Purchasing, Procurement of Materials with Recycled Content. The Provider agrees that any products or
materials which are the subject of, or are required to carry out this COntract, shall be procured in accordance ",-ith
the provisions of s.403.7065, and 287.045, FS.
W. Conflict of Interest. The contractor shall affirm that neither the contractor nor any of its directors, officers,
members, or employees has any interest nor shall acquire any interest, directly or indirectly, which would conflict
in any manner or degree with the performance of the service hereunder. The contractor further agrees that in the
performance of the service, no person having such interest shall be employed by the contractor.
x. Nepotism. No person may hold a job or position with t~O'!l.tractor over which a member of his/her immediate
family exercises supervisory authority. A member of an i~x'.nediate family includes: husband, wife, father, father-
in-law, mother, mother-in-law, brother, brother-in-law, sister, sister-in-law, son, son-in-law, 'daughter, daughter-in-
law, and separated spouses.
II. Commission Agreements
A. Contr:1ct Funding Amount. The maximum amount payable under this agreement is S 529,702.
B. Type of Contr:1ct. This will be a cOSt reimbursement contract. Payment for the contracted services will be
contingent upon the documented expenditures for the specified contract period. The Commission's performance
and obligation to pay for services rendered under this contract is contingent upon available funding from the
Corporation for National Service and the State of Florida.
C. Reimbursements. Reimbursements will be made on a monthly basis.
D. TechniC:11 Assistance. The Commission agrees to provide or assist the Provider in obtaining technical assistance
and training as might be from time to time required or needed by the Provider for this contract.
III. Provider and Commission Mutual Agreements:
A. Effective and Ending Dates. The contract shall begin on January 1, 1997 or on the date on which the COntract
has been signed by both parties, whichever is later, and end on December 31, 1997.
B. T ermin:1tion.
1. Termination at Will. TQis contract may be terminated by either parcy upon no less than thircy (30) calend:l.r
days notice in writing, without cause, unless a lesser time is mutually agreed upon by both parties. Said notice
shall be delivered by certified mail, return receipt requested, or in person with proof of delivery.
2. Termination Becuse of l:u:k of Funds. In the event funds to finance this contr:1ct become unavailable, the
Commission m:1Y terminate the contract upon no less than twenty-four (24) hours notice in writing to the
4
,
O' Provider. S,id notioe sh.1I be l.livered by certified m.il, return reoeipt reqJ"d, or in person with proof of
delivery. The Commission shall be the final authority as to the availability of. funds.
3. Termination for Breach; This contract may be terminated for non-performance by the Provider upon no less
than twenty-four (24) hour:s notice. If applicable, the Commission may employ the default provisions in
Chapter 60A-1.006(3), FAC. Waiver of breach of any provisions of this contract shall not be deemed to be a
waiver of any other breach and shall not be construed to be a modification of the terms of this contract. The
provisions herein do not limit the Commission's right to remedies at law or to damages.
C. Notice and Contact.
1. The name, address, and telephone number of the COntract manager for the Commission for the contract is:
William H. Bentley, E."Cecutive Director
725 South Calhoun Street, Suite 109
Tallahassee, FL 32301-2008
2. The name, address, and telephone number of the representative for the Provider responsible for the
administration of the program under this contract is:
Eileen LaHaie
St. Petersbur~ Junior Colle?;e
P.O. Box 13489
St. PetersburJ!;, FI 33733
3. In the event that different representatives are designated by either party after execution of chis contract, notice
of the name and address of the new representative will be rendered in writing to the other party and said
notification attached to originals of this contract. .
D. Copyrights and Right to Data. Where activities supported by this contract produce original writing, sound
recordings, pictorial reproductions, drawings or other graphic representation and works of any similar nature, the
Commission has the right to use, duplicate and disclose such materials in whole or in pan, in any manner, for any
purpose whatsoever and to have others acting on behalf of the Commission to do so. If the mate:ials so developed are
S'llbject to copyright, trademark, or patent, legal title and every right, interest, claim, or demand or any kind in and to
any patent, trademark or copyright, or application for the same, will vest in the Florida Commission on Community
Service for the exclusive use and benefit of the state. No person, firm or corporation, including the Provider, shall be
entitled to use the copyright, patent, or trademark without the prior written consent of the Commission.
E. All Terms and Conditions Included. This contract and its attachments as referenced below contain all the terms
and conditions agreed upon by the parties. ~.~
Attachments I - VITI ~
IN WITNESS THEREOF, che parties hereto have caused this 34
officials as duly authorized.
Provider Florid:1 Commission on
. - Commu' Service
net Boan..! ufJ ....r;~......'s "j'.!,,, S~l P"l.M'./',,,.,., I'I~;".' t '"U"" ' Ida'l
,::)lgne:1J ....~.. 'k'~":' ." '-. ~i"ne. y:
~Q ~ N~mc
Carl M. Kutt1cr. Jr.. C'.~!!::':C P~e<:idc;;t and dj
TidcS~cr.:tary [0 the DIstrIct Board of I rustecsTide
JJ II ~ J q~
I .
.~ :; "') ~ 1"..... ~., l~-r
A~ - ~r '.' ,)
'.' ;,f~11 . ;.
____ J...'tl t -.;;':::;'C
(; :,--~': 'f. n': ,",' ;' ,:'::-
page contract to be executed by their undersigned
Dale
//~.2k~
Dale' ,
Tallahassee Community College,
~gent for tbe Commission)
Sign~ ~
~ .a. ,.. _. '"
~.me ~ .
"c.e. rrc;iden+ tr ~J;v"",
Tide ~Vl(~
\l/<-7/q fa
Date
,to,;:..;... .:;-::::.c: ~;" L _-. -;- . ~
----~, i~iJ1i:,_
5
-:-r
I
I
, "
Attachment I
St. Petersburg Junior College
3200 34th Street South
St. Petersburg, Florida 33712
I. Overview
The Provider, to be commonly referenced as "AmeriCorps Pinellas," will enhance public
safety by fostering citizen responsibility, building neighborhood unity and providing
educational opportunities; support the neighborhood-based activities of corrununity policing
officers and expand the delivery of educational and sqcial service programs to inmates of the
Pinellas County Jail. The Provider will serve as a catalyst for crime control and prevention
through partnerships with community service agencies and empowerment of residents to
sustain the project. The Provider will increase resident participation in crime watch programs;
increase code compliance in neighborhoods; and increase juvenile crime prevention
information and activities through the establisl:unent of recreational leagues, mentoring and
tutoring, and conflict resolution training.
II. Planning
A. Te~ms and Definitions. The following terms and defInitions apply to this contract.
Act. The National and Community Service Act of 1990, as amended.
AmeriCorps. The combination of all AmeriCorps programs and Members.
AmeriCorps Member. Any individual who is serving in: (1) an AmeriCorps
program; (2) an approved AmeriCorps position; or (3) both.
AmeriCorps program. Any program that receives approved AmeriCorps positions.
Approved AmeriCorps position. An AmeriCorps position for which the
Corporation has approved the provisi&.i:r}3f an AmeriCorps education awards one
of the benefIts to be provided for successful service in the position. .
Community-based agency. A private nonprofit organization (including a church
or other religious entity) that: (1) is repres~ntative of a community or a significant
segment of a community; and (2) is engaged in meeting human, education,
environment, or public safety community needs.
Consortia. A group of organizations eligible for Commission/Corporation
assistance under this application, or a nonprofIt organization created or identified
by such a group, whose purpose is to facilitate and support the work of member
organizations in ways that add material and human resources (e.g., subgrants and
technical assistance) beyond those available to each member individually.
Eligible Members. Members who: (1) are 17 ye~ of age or older at the
commencement of service, unless the individual is in a youth corps program or in a
program for certain economically disadvantaged youth, in which case the Member must
be between the ages of 16 and 25; (2) either have received a high school diploma or its
equivalency, including an alternative diploma or certificate for those individuals with
mental and physical ,disabilities for whom such alternative diploma or certificate is
6 Fil....me: C:\My OoCummu\FCCS\A-Corps\P"'InrDs\pin.U..\Amchm.... l.doc
II 1111111..1111111
I
I
AmeriCorps Pinellas
Attachment I
appropriate, or agree to obtain a high school diploma or its equivalent. However. if the
program conducts an independent evaluation demonstrating that the potential Member is
incapable of obtaining a high school diploma or its equivalent, the Corporation may
waive this requirement; (3) have not have dropped out of elementary or secondary school
in 'order to enroll as a national service Member, unless the Member is enrolled in an
institution of higher education on an ability to benefit basis and is considered eligible for
funds under section 484 of the Higher Education Act of 1965; (4) are citizens of the
United States or lawful permanent resident alien of the United States; and (5) meet the
task-related eligibility requirements established by the program.
Partnership. A joint" arrangement among a group of organizations eligible for
Commission/Corporation assistance under this application, or a nonprofit
organization created or identified by such a group, whose purpose is to carry out
common objectives that are specific and well-defined, and in which the
responsibilities of each partner are clearly defined and mutually understood.
Program. A planned and coordinated group of activities, procedures, etc. linked
by common elements such as recruitment and selection of Members, training for
Members and staff, regular group of activities, and assignment to projects: (1)
organized for the purpose of achieving the mission and goals of national service,
and (2) carried out with the assistance provided under the Act.
Program sponsor. An entity responsible for recruiting, selecting, and training
Members, providing them benefits and support services, engaging them in regular
group activities, and placing them in projects.
Project. An activity, or a set of activities, carried out through a program that receives
assistance under the Act, that results in a specific identifiable service or improvement
that otherwise would not be done with existing funds, and that does not duplicate the
routine services of functions of the employer to whom Members are assigned.
Project Sponsor. An organization,~-other entity, that has been selected to
provide a placement for a Member.
Service-learning. A method under which students or Members learn and develop
through active participation in thoughtfully o,rganized service that: (1) is conducted in
and meets the needs of an community and is coordinated with an elementary school,
secondary school, institution of higher education, or community service program, and
with the community; (2) helps foster civic responsibility; (3) is integrated into and
enhances the academic curriculum of the students or the education component of the
,community service program in which the Members are enrolled; and (4) includes
structured time for the students and Members to reflect on the service experience.
B. Needs Assessment
The Provider will update, as needed and appropriate, the community needs assessment
conducted for this program. The updated community needs assessment will be used to
modify, as needed and appropriate, the services specified herein. Any and all
proposed modif!.cations must be submitted in writing to the Commission contract
manager for prior approval. Unless such modifications shall result in budgetary
changes, a written ~escription of the modifications, including a rationale for the
7
I 1.11
~r
I
I
AmeriCorps Pinellas
Attachment I
proposed modifications and revised objectives, with the signature of approval of both
parties shalf' be attached to the original contract and shall be sufficient evidence of
agreement for the modifications without further amendment to this contract.
1. Updates to the community needs assessment will be conducted, as needed
and appropriate, for the following areas:
a. The City of St. Petersburg, and three (3) of its neighborhoods:
1) James Park/Jamestown;
2) 34th Street Corridor; and
3) iordan Park.
b. The City 'of Clearwater, and two (2) of its neighborhoods:
1) North Greenwood; and
2) South Greenwood.
c. The City of Largo, and one (1) of its neighborhoods:
1) Clearwater/Largo Corridor.
d. Pinellas County Unincorporated Area, and one(l) neighborhood:
1) RidgecrestlBaskins.
2. Updates to the community needs assessment will include, at a minimum
and as available:
a. Revised Violent Crime, Property Crime, and Drug Violations
statistics:
b. Population, Ethnicity, Unemployment Rate, Percent Below
Poverty, Vicitimization Rate statistics:
3. Information from key stak~hg,lders (community residents, service
recipients, AmeriCorps Memlrm) in the communities listed above, which
may be collected by means of formal surveys, interviews, focus groups, or
by other means as might be deemed appropriate.
C. Staff and Volunteer Recruitment and Responsibilities
1. All staff and volunteers working under this contract must pass a background
check from, at a minimum, local law enforcement prior to direct service
involvement, as appropriate as indicated by service responsibilities.
2. Recruit and maintain, at no cost to this contract, one (1) pan-time Project
Manager (20% of time/salary contributed, or an average of eight hours per
week during the period of this contract), to be responsible for the general
administration of this comract.
3. Hire and maintain one (1) full-time Project Coordinator, to be responsible
for the overall implementation and management of the services specified
in this contract.
8
I
I
AmeriCorps PinelIas
Attachment I
4. Hire and maintain three (3) full-time Project Activities Specialists, to be
responsible for the daily supervision of the AmeriCorps Members
conducting the services specified in this contract.
5. Hire and maintain one (1) Project Secretary, to be responsible for providing
staff support to the Project Coordinator and Project Activities Specialists.
6. Recruit and maintain. at no cost to this contract, Project Support Staff, to
include existing personnel at the Pinellas County Sheriff s Office and at the
police departments of the cities of St. Petersburg, Clearwater, and Largo. The
Project Support.Staff will be responsible for providing mentoring and tutoring
to the AmeriCorps Members under the tenns of this contract.
7. Recruit and maintain, at no cost to this contract, one (1) part-time Academic
Advisor (20% of time/salary contributed, or an average of eight hours per
week during the period of this contract), to be responsible for advising and
counseling AmeriCorps Members on academic classes and studies necessary
for sustained progress toward earning an associate of arts degree in criminal
justice, human needs, fire science, or other 4egrees, as appropriate.
8. Recruit during the contract period a minimum of 250 volunteers from the
targeted neighborhoods specified in sections ill, N, and V below.
D. AmeriCorps Member Recruitment
1. All AmeriCorps Members working under this contract must pass a
background check from, at a minimum, 10ca1law enforcement prior to direct
service involvement.
2. Recruit forty (40) AmeriCorps Members into full-time service within sixty
(60) days of implementation of this contract. Such Members may be
recruited locally, statewide, or ruu~nally, as needed and appropriate.
-...-
3. A National Service Enrol/ment Form must be completed for all Members
and must be received in the Commission office within two weeks of
enrollment of the Member.
4. A Member Change of StatusfTerm Form must be completed for each
Member for the following conditions within one week of the occurrence
of such condition:
a. Suspension;
b. Ending service early;
c. Reinstated to service;
d. Completed service as scheduled; or
e. Transfer to another AmeriCorps program.
The Member Change of StatusfTenn Form must be received in the
Commission office within two weeks of the occurrence of a change in a
Member's status/term.
9
.
I
I
AmeriCorps Pinellas
Attachment I
5. A National Service Trust End of Term of Service Form must be completed
for each Member upon completion of herlhis term of service and must be
received in the Commission office within two weeks of the Member's
completion of a term of service.
6. An AmeriCorps Member Exit Form must be requested from each Member
upon completion or termination of their term of service. The Provider will
encourage the Members to submit the Member Exit Form directly to the
Corporation for National Service.
E. Partnership Development
1. The Provider shall enter into agreements with other private and public
organizations in the targeted communities to cooperate and coordinate the
provision of services under the terms of this contract.
2. Such partnership agreements shall be set forth in writing and shall be
submitted within two (2) weeks of execution to the Commission.
3. Such partnerships may include, but are not limited to, the following agreements:
a. contributions of cash support for the services provided under the
terms of this contract;
b. contributions of in-kind support for the services provided under the
terms of this contract;
c. coordination of service activities to prevent duplication of effort;
d. evaluation of service activities, Member development, etc.;
e. fundraising; and
f. promotions or public relations.
4. The Provider shall include a list of its partner organizations on such
materials as may reasonably ~c~mmodate such lists, including:
'"'
a. brochures;
b. flyers;
c. posters; and
d. public service announcement.
F. Training and Technical Assistance
Training and/or technical assistance provided to staff and/or AmeriCorps Members
working under this contract must be designed to facilitate the improvement of the
services, strengthen the development of the staff and the AmeriCorps Members, and
strengthen the communities in which services are provided. Training and/or technical
assistance may be provided directly by the Provider, requested from the Commission,
or coordinated through the Commission to be provided by one or more national
training and technical assistance providers funded by the Corporation for National
Service, National Service Resource Center.
10
r
I
I
AmeriCorps Pinellas
Attachment I
1. Staff
a. .The Project Manager, Project Coordinator, and Project Activities
Specialists will attend training sessions as requested by the
Commission.
b. The Provider will ensure the provision of training and/or technical
assistance on the following topics, on an as needed basis, to the Project
Manager, Project Coordinator, and Project Activities Specialists:
1) Supervisory Techniques;
2) AmeriCorps Member Evaluation;
3) Working with the media;
4) AmeriCorps Member Motivation;
5) Report Writing; and
6) Other training as identified during the contract period.
2. AmeriCorps Members
a. The AmeriCorps Members will attend training sessions as
requested by the Commission.
b. The Provider will ensure the provision of training and/or technical
assistance on the following topics, on an as needed basis, to all
AmeriCorps Members working under this contract:
1) A one-week orientation w'ith a hosting law enforcement
agency (to be determined by the Provider);
2) A two-week orientation at the Southeastern Public Safety
Institute (SEPSI), including:
a) An over~iew of:
--,
(1) Th~ Florida Commission on Community
Service;
(2) The C;orporation for National Service;
(3) AmeriCorps Pinellas, including all contract
deliverables and the action planes)
appropriate to the Members' responsibilities;
b) National American Red Cross approved, or
comparable training in CPR and first aid;
c) Civic responsibility;
d) Ethics;
e) Conflict resolution; and.
f) Communication.
3) Other training as identified during the contract period.
11
t
,
'I!
I
AmeriCorps Pinellas
Attachment I
G. Program Directors Meetings
I-
I. The 'Pr:ogram Director or hislher designee will attend quarterly Program
Directors Meetings as scheduled by the Commission.
2. The Program Director or hislher designee will attend other ad hoc Program
Directors Meetings as requested by the Commission.
H. National Volunteer Service Week Activities
The Provider will:
1. Schedule and .conduct a Inlmmum of one (1) direct service activity
designed for and conducted during National Volunteer Service Week
during the contract period.
AND/OR
2. Panicipate in National Volunteer Service Week Activities as requested by
the Commission.
I. Action Plan
1. The Provider will submit to the Commission within thirty (30) days of
implementation of the contract a program action plan (work plan) covering
the first four (4) months of the contract period. The action plan should
describe in detail how the training plans for both staff and Members and
how. each of the deliverables in this contract (i.e., objectives for
Community Service, Community Strengthening, and Member
Development) will be accomplished. The action plan must include the
following information for each deliverable:
a. Activity to be conducted;
b. Person(s) responsible fo~he activity;
---...:
c. Timeline for the activity- (scheduled beginning and completion
dates); and
d. Pertinent comments on the: activity, person(s) responsible, and
timeline.
A sample action plan format is included in Attachment V.
2. The action plan must be updated every four months during the contract
period and submitted with the Progress Report.
III. Community Service
The primary objectives to be accomplished under this contract are:
A.- The Provider will decrease reported violent and other crimes by three percent
(3%) by increasing residents' active participation in the crime watch programs in
the following neighborhoods in Pinellas County, Florida through the
establishment - -and/or revitalization of ten ( 10) crime watch programs, as
evidenced by certification of the formation of these crime watch programs by
12
,
I
I
AmeriCorps Pinellas
Attachment I
local law enforcement partners and by crime watch meeting rosters verifying the
attendance Of at least 200 unduplicated residents during the contract period:
B. The Provider will increase code compliance in the following neighborhoods by
ten percent (10%), comparing 250 identified violations with the final
disposition/correction of those code-violating residents and not for profit
businesses, as reported by the code enforcement offices of each city.
C. The Provider will reduce the incidence of violent and other juvenile crime by
increasing the availability of juvenile crime prevention infonnation and activities to
500 youth. This will be accomplished through the establishment, organization, and
coordination of recreation leagues, and mentoringltutoring sessions, documented
through attendance logs, photographs, and family feedback surveys in the following
neighborhoods:
1. The City of St. Petersburg, and three (3) of its neighborhoods:
a. Jamestown Manner;
b. 34th Street Corridor; and
c. Jordan Park.
2.. The City of Clearwater, and two (2) of its neighborhoods:
a. North Greenwood; and
b. South Greenwood.
3. The City of Largo, and one (1) of its neighborhoods:
a. Clearwater/Largo Corridor.
4. Pinellas County Unincorporated Area, and one (1) neighborhood:
- -
a. RidgecrestIBaskins. ~
,...
D. Continuity of Service. The AmeriCorps Members will complete an average of twenty
(20) hours each per week toward the accomplishment of the objectives specified in A-C
above, or an overall average of 800 hours per week. A minimum of 1,600 hours of
community service will be provided in each month during the contract period.
IV. Community Strengthening
A. The Provider will develop ten (0) additional community partnerships through
Member attendance at local neighborhood association meetings, crime watch
meetings, and community service agency meetings which will result in the successful
completion of ten (10) co-sponsored projects in the targeted neighborhoods, gauged
through documented feedback. including letters from co-sponsoring agencies,
photographs, print and television coverage, and AmeriCorps signs.
B. The Provider will increase 250 resident's personal safety knowledge of home and
neighborhood crime prevention in the targeted neighborhoods by facilitating the
provision of at least ten (10) crime prevention workshops on various crime
prevention topics, with seventy-five percent (75%) of the workshops participants
13
II I II 1111111
111111111111__'.'
~
I
I
AmeriCorps Pinellas
Attachment I
reporting an increase in knowledge, as evidenced by' post-workshop surveys
administered by AmeriCorps Members.
C. The Provider. will recruit a minimum of 250 volunteers from the targeted
neighborhoods to participate in community service beautification projects which
will be evidenced by a minimum of 800 hours of logged volunteer service, as well
as before and after photographs of project sites. The Provider will identify seven
(7) volunteers to be community leaders responsible for the continuation of
volunteer recruitment and coordination.
V. Member Development
A. The Provider will provide mentoring from community policing officers and detention
deputies for a minimum of two (2) hours per week for each AmeriCorps Member.
The mentoringltutoring will focus on developing each Member's understanding of:
1. The diverse practical roles, duties, and responsibilities of law enforcement
personnel and how they might differ from the academic descriptions;
2. The ways in which law enforcement agencies, local service organizations,
private businesses, community leaders, and community residents can work
in partnership to address/resolve crime in their community;
B. The Provider will ensure that all AmeriCorps Members maintain a 2.0 grade point
average or above during their term of service through weekly tutoring and mentoring
sessions on the importance of academic responsibility and accountability;
C. The Provider will provide all AmeriCorps Members with mentoring by
community policing officers, corrections deputies, or other mentors, as
appropriate; classroom instruction; and on-going in-service training. Attendance
logs of trainings and school attendance of Members will document that one
hundred percent (100%) of the Members have been provided a average of 150
hours of education/training within theirJ..e.ml of service.
--
VI. Evaluation -
A. The Provider will participate in evaluation and research activities as might be
reasonably requested by the Commission.
B. T~e Provider will track and document on a monthly basis progress made toward
accomplishing the deliverables of this contract.
C. The Provider will conduct a formative evaluation to examine primary stakeholder
satisfaction with the program services, including, at a minimum:
1. AmeriCorps Members;
2. Service recipients;
3. Community residents; and
4. law enforcement\corrections agencies participating in the program.
The Commission will provide technical assistance to the Provider in conducting
this evaluation.,
14
f
I
I
AmeriCorps Pinellas
Attachment I
VII. Documentation
, "
A. The Provider .will maintain documentation of all contract deliverables and
program services. These files will be made available for review by Commission
staff or its duly appointed representative upon request.
B. The Provider will maintain a database of descriptive and demographic data on all
current AmeriCorps Members.
VIII. Reporting
A. Program
1. The Provider will submit monthly reports (Attachment III) by the tenth
calendar day of each month during the contract period.
2. The Provider will submit progress repons as described in Attachment IV.
B. Budget
....
The provider will submit monthly repons of expenditures and requests for
reimbursement no later than the 15th calendar day of each month followin2: the
month in which expenses were incurred during the contract period.
IX. Cost Presentation
A. Matching Funds and In-Kind Contributions
1. The Provider must provide the Commission with verification of matching
funds (cash) totaling a minimum of fifteen percent (15%) of the total for
AmeriCorps Member costs as specified in Attachment II. .
2. The Provider must provide the Commission with verification of matching
funds (cash) and or in-kind contributions totaling a minimum of thiny-
three percent (33%) of the total for all other costs as specified in
Attachment II.
- -
--c:.
B. Method of Payment
1. This is a cost reimbursement contract. The Commission shall reimburse
the Provider for actual (allowable) expenditures.
2. Reimbursements may be requested on a monthly basis. Reimbursement
requests are due to the Commission no later than the 15th calendar day of
each month, following the month in which expenses were incurred during
the contract period and shall include an invoice detailing actual
(allowable) expenditures for the period of the reimbursement request.
Invoices shall be subject to approval in writing by the Commission prior to
payment.
3. Requests for reimbursement may not be processed until the following month
if received after the due date (the 15th of each month). A reimbursement
invoice shall be deemed late if it does not arrive in the Commission office by
the due date (15th of the month).
4. Requests for reimbursement will not be processed if program progress
reports are not current and approved by the Commission.
15
;
I
I
AmeriCorps Pinellas
Attnchment I
5. The Provider must submit the final invoice for payment to the Commission no
more-than forty-five (45) calendar days after the contract ends or is terminated.
If the Provider fails to do so, all right to payment is forfeited, and the
Commission will not honor any requests submitted after the aforesaid time
period. Any payment due under the tenns of this contract may be withheld
until all evaluation, progress, and financial reports due from the Provider, and
necessary adjustments thereto, have been approved by the Commission.
6. The Provider agrees to refund to the Commission any payments made by
the Commission which are subsequently disallowed pursuant to the terms
of the contract: Such refund shall be due within forty-five (45) calendar
days of the end or termination of the contract or at the time the
overpayment is discovered unless written authorization is otherwise
received from the Commission and attached to the contract.
C. Allowable Costs
1. The Office of Management and Budget Circular A-122, Cost Principles for
Non-Profit Organizations, is used as a guideline to determine the
allow ability of costs:
a. Salaries and BenefitS;
b. Travel;
c. Operating Capital Outlay (OCO);
d. Other Direct Costs (supplies, postage, copying, telephone, etc.);
e. Subscriptions and applicable periodicals, not to exceed 5250. Prior
approval by the contract manager is required for each item.
D. Costs Not Allowed
1. Please be advised that the fQllgwing are not allowable expenses for
Commission funds: -=..
~
a. Cash award to employees or ceremony expenditures;
b. Penalty on borrowed funds or statutory violations (or penalty for
late payment of taxes);
c. Organizational affiliations;
d. Fund raising;
e. Deferred payments to employees as fringe benefit package;
f. Severance pay and unearned leave; and
g. Staff overtime.
E. Documentation Needed for Specific Charges Incurred Under a Cost-
Reimbursement Contract
1. The following is a list of fees and compensation for services and expenses
frequently included on invoices. The following backup documentation
is required to be kept on file by the Provider. This documentation must
16
1
,"
I
I
AmeriCorps Pinellas
Attachment I
be submitted to the Commission immediately upon request by the
Commission for verification of expenditures.
a. Personnel costs - salary reimbursement requests for employees
paid on a time/rate basis must be documented by a time sheet(s)
that at a minimum include(s) the following:
1) time period worked,
2) actual hours worked or on approved leave,
3) type of leave used,
4) method of payment (weekly, biweekly, monthly, etc.),
5) rate of pay for the pay period,
6) number of hours approved for payment per pay period by
the contract,
7) total salary cost, and
8) signature of the employee and supervisor.
Individual time sheets must be kept for each employee.
b. Payroll registers must at a minimum include:
1) the payroll check number Used for this expenditure,
2) the date payment was made, and
3) a list of fringe benefits. Fringe benefits must have the
following documentation:
(a) requests for reimbursement of federal payroll taxes
(FICA) are to be documented by copies of receipts of
deposit from the bank or a copy of the Federal Quarterly
Payroll T~..f'orm (U.S. 941) plus copies of front and
back of the~anceled check(s) for the payment,
(b) other fringe benefits require the invoice, list of
participants and cost for participants paid under this '-
contract (e.g.:Worker's Compensation, Unemployment
Compensation, Health Insurance), and copies of both
sides of the canceled check(s) for the payment.
c. Postage and Reproduction Expenses
1) Purchases made from outside vendors must be supported by
invoices or receipts.
2) P~rchases for all in-house postage (i.e., metered) and
reproduction expenses mUst be supported by usage logs or
. similar documentation.
d. Expenses. (Office supplies, printing, long distance telephone calls,
etc.) A receipt is required for all expenses of this nature. If rent or
"lease of space is included, a copy of the lease will be required as
well ~ the total square footage being charged to the contract.
17
~
..
I
I
AmeriCorps Pinellas
Attachment I
e. Travel. A Commission Travel Authorization Request form must
be completed (see Attachment VII). Receipts for items such as
'car rental and air transportation are required for reimbursement of
those items. Section 287.058 (1) (b) F.S., requires that bills for any
travel expenses be submitted in accordance with Section 112.061,
F.S., governing payment by the state for travel expenses.
x. Special Provisions
A. Contract Renewals
1. This contract may be renewed on a yearly basis not to exceed two (2) years
beyond the initial contract. Such renewal shall be contingent upon
satisfactory performance evaluations as detennined by the Commission
and shall be subject to the availability of funds.
2. The dollar amount and the manner in which the costs for the second andlor
third year renewals will be used, must be approved by the Commission
prior to execution or implementation of such renewals.
3. The total cost for the contract under the first year renewal will not exceed
a five percent (5%) increase over the initial contract amount, contingent
upon Commission approval and availability of funds. The total cost for
the contract under the second year renewal will not exceed a five percent
(5%) increase over the first year renewal contract amount, contingent upon
Commission approval and availability of funds.
4. Each renewal shall be confirmed in writing with a new contract and shall be
subject to the same terms and conditions set forth in the original contract,
unless modified and agreed upon by both parties.
B. Conflict of Interest
The Provider affirms that neither the P.ro.v.i.der nor any of its directors, officers,
members, or employees has any interestpor shall acquire any interest. directly or
indirectly, which would conflict in any manner or degree with the performance of
the service hereunder. The Provider further agrees that in the performance of the
service, no person having such interest shall be employed by the Provider.
c. AmeriCorps Provisions
The Provider agrees to conduct all program activities in compliance with the
National and Community Service Trust Act of 1993, the AmeriCorps Provisions
as revised September 28, 1995 by the Corporation for National and Community
Service, the provisions of the Florida Commission on Community Service March
1996 Request for Proposals, and the policies and procedures established by the
Commission for the management of Florida's AmeriCorps Programs.
The Commission will provide a copy of these documents.
18
~
-."
I
I
Attachment II
1~.996 AmeriCorps Budget
Please attach Budget Narrative
Applicant Name: St. Petersbu~ Junior Coll~e
Program Name: AmeriCorps Pinellas
A. MEMBER SUPPORT COSTS
Living Allowance Type
Commission Slure Grantee Sb.3rel Total
Funds requested Other fedenllstaw T ocal prognm
Number of from CNS locaVprivate funds funding
Members (ma:t. 85%) (min. 15%) 100%
+
40 5270.130 $47.670 5317,8CC
Hours
1 Yw: FT 1700
1 Yw: PT 900
2 Year PT 450
Subtotal
5270,130 S~7,6iC 5317,800
20.665 3.647 24.312
7,446 1.314 8.760
25.755 4.545 3C.3CO .
2.125 375 2.5CO
S326,121 I +\ S57,551 I -\ 383,672\
(7.65%) FICA
Workers Compensation
Health Care"
Liability Insurance
Subtotal
B. OTHER MEMBER SUPPORT COSTS
Training and Education 1,500 7i;.480 71.980
Service Gear 1.280 2.CC: 3.280
(please specifJ in Budget Narrari';;e) Other
Subtotal -~- 52,780 I +\ 572,48C I -\ 575.260 I
-
C. STAFF
Salaries 122.350 31.580 154.930
BenefitS 42.823 11.403 54.126
Training 2.000 2.CCO
(please specify in Blldget Narrarit:e) Other
S ubtot~ 5167.173\ +1 543,983 \ -\ 5211,156\
D. OPERATIONAL
(include an additional S3,ooo for program support meetings) Travel 4.000 4.0CO
. Transpomtion
Supplies 4.500 2,400 6.900
(no f'Uter than 10% of A .E) Equipment 4.200 15.000 19.200
(please specify in Budget Narratit:e) Other 3.500 3.500
Subtot~ S 16,200 I +\ $17,400 I -I 533,600 I
Except for health care, federal funds cannot ~e used 0lS a m:Ltch in Sec. A
.. For programs with an existing policy that meets minimum benefitS
.... For programs utilizing the Ame.riCorps ~~mber Health Care Policy
19
!
.:c"
I
I
AmeriCorps Pinellas
Attachment II
Commission Sh:lrc Grantee Sh:1re'
Total
E. INTERNAL EVALUATION~.
S2.ooo
S1.750
S3.750
Subtotal B thru E
S188.1531 + I
(max. 67%)
5135,013\-1
(min. 33%)
5323.7661
100%
F. ADMINISTRATION
(maximum 3% of we sum of Commission funds in Subtotals A + B wru E)
515.428
S41.167
S56.595
Subtotal B thru F
TOTAL (A thru F)
$203,581 I + I
(ma."{. 67%)
5529 t7021 +
$176.780 I -I
(min. 33%)
5234,331
S380,361 I
100%
~
S764,033\
Items below are not part of the grantee budget and should not be included in totals.
G. CHILDCARE
Estimated ;;
of Children
121
H. EDUCATION AWARDS
Full-time
Memben
P:m-ume
Members
Continuing
Put-time
Members
20
..
- -
--
--
-Estimated;; of
Bigible Members
I 71 I
Number of
Members
40 X
Gr:mtee Shue
Amount per
Member
54725
X
52363
Total
I I
Total
SIS9,QCO
~
...
I
Attachment III
Monthly Report
1. Program name:
2. Operating Site Number:
3. Month reported on:
4. Date this report was submitted:
5. Significant Program Changes th!s Month: (Report staff turnover in management or supervisory
positions. changes in parmer/sponsor relationships, changes in board membership, AmeriCorps
Member attrition include dares, etc.)
Members Terminated/Date Members Resigned/Date New i\1.embers/Date
6. Program summary of activities during this reporting period: (write your program monthly
activity report that will be distribtUed state-wide. Make it as long as necessary to accurately
describe what your program has done during the reporting month.)
7. List Any Challenges Encountered: (i.e. report o~oblems resolved and unresolved, obstacles
to achieving program objectives, significant sources iif delay, events or incidents that caused
concern.)
8. Unique or "Great Success Stories" Please include anything your program feels is news worthy
or achievements of individuals (Member, residents, etc.) or groups (coalition partners, local or
national agencies, etc.) that have been outstanding.
21
( ,...
Florida C}ntmiSsion for Community SeJice
TRAINING AND TECHNICAL ASSISTANCE
(T/TA) OPERATING SITE REQUEST FORM
Operating site name:
Operating site ID number:
Date of this request:
I. TITA REQUEST
1. Please briefly describe your need for T rr A. (What is the problem you are addressing? \Vhen
do you need TrrA delivered?)
*List specific areas that you require T/TA here*
2. Indicate the category ofTrrA that would best meet your need.
Please number your first three choices in order ofTJrioritv.
Regional/National Training/workshop
RegionallNational Tele-video Conference
....
On-site training. If so, for whom?
....
On-site consultation
Suggested consultant(s):
Number of days:
S tart date:
One-on-one telephone consultation
Resource Materials (curricula, readings, bibliographies, other)
Peer exchange
...
Not sure what is most suitable
Other
- -
~
--,
22
(.. ,..."
I
I Attachment IV
WHO SHOULD COMPLETE THIS PROGRESS REPORT?
, ,
This Progress Report-should be filed by every AmeriCorDs*State Prol!ram. There are two parts to
the form itself. If you should have any questions please contact your State Commission.
Part I asks for basic data and programmatic information from the program. It includes questions
such as the number of AmeriCorps Members. the total hours of service, significant accomplishments,
and significant challenges.
Part IT asks for financial information on your site. Please refer to the instructions in this section for
more detailed information on financial reporting.
DEFINITIONS
Cornoration e:rantee: For state-funded programs, the State Commission is the grantee and the
program is considered the sub-grantee. For AmeriCorps*National grants, the Parent Organization is
considered the grantee and the local program or operating site the sub-grantee.
Ooeratine: site: The final AmeriCorps-funded unit that supervises Members is considered the
Operating site. An operating site has a budget and staff. It is responsible for AmeriCorps Member
supervision. record keeping. site administration. etc. Operating sites can receive AmeriCorps funds
either directly from a State Commission, an AmeriCorps*National Parent Organization, or. in a small
number of cases, from an AmeriCorps program that has received a subgrant from a State
Commission.
Host onmnization: An organization through which AmeriCorps Members provide services. For
example. an AmeriCorps tutoring program might place Members in schools. The schools would be
host organizations.
Operatine: Site ID #: A Corporation-issued. 14-character identification number based on grant
numbers. The first ten characters are the Commission Grant Number. Characters 11 and 12 identify
the subgrantee. characters 13 and 14 identify the opera.lin,g site. If you do not know your
identification number contact your State Commissioniff-you are an AmeriCorps*State program or
your AmeriCorps*National Parent Organization if you 5re an AmeriCorps*National operating site.
Full-time AmeriCorns Member: An AmeriCorps Member serving at least 1700 hours over the course
of 9-12 months.
Part-time AmeriComs Member: An AmeriCorps Member serving at least 900 hours over the course
of up to 2 years. or - if the Member is attending an institution of higher education during service -
up to 3 years. (An AmeriCorps Member serving in a "reduced part-time term of service" should be
considered part-time.)
Non-AmeriCorns Member volunteers: Individuals who perform direct service in association with an
AmeriCorps program but who are not AmeriCorps Members. Information about additional volunteers
generated is valuable for estimating the impact and value of AmeriCorps programs.
23
II
'=.J'''
1.
2.
3.
4.
5. .
6.
7.
8.
9.
10.
I
I
DRAFT
PROGRESS REPORT FOR
AMERICORPS*STATE PROGRAMS
Program name:
(Commission subgrantee)
Operating site name:
(For multi-site programs only)
Program/Operating Site ill # :
State Commission Name:
Mark the reporting period to which this form applies:
_ First Progress Report _ Second Progress ReportlRenewal Request
(10/1/95-12/31/95) (1/1/96-3/31/96)
_ End-of- Term Progress Report
(4/1/96 - 9/30/96)
Name of person completing this report:
Position of person completing this report:
Telephone number:
Fax number:
E-mail address (if available):
- -
PART I -- PROGRAl\1MATIC Im-oRlVIATION ABOUT
YOUR AMERICORPS STA l'E PROGRAM.
11. Members and Service Hours: [Enter data into table]
Member Census Questions Full-time Part-time
How many AmeriCorps Members was your program
granted for this year? .
How many AmeriCorps Members were enrolled at
the beginning of the reporting period?
24
..; ,__,_:.1
-I
I
How many new AmeriCorps Members did you enroll
during this reportin"g period?
How many of your AmeriCorps Members were in
service at the close of this reporting period?
How many of your AmeriCorps Members
completed their term of service during this
reporting period?
In this Since
AmeriCorps 'Members' Hours of Service reporting beginning of
period program year
Full-time Members
Part-time Members
12. (a) Please provide estimates of the following information:
'~
....- In this Since
--
Volunteer Generation ,.. reporting beginning of
period pr02ram year
,
How many non-AmeriCorps Member volunteers were
involved in AmeriCorps service activities?
How many hours did non-AmeriCorps Members
contribute to AmeriCorps service activities?
25
__ I I.,.,~
I
I
Operatin!r Site ID #:
, I,
12. (b) Please provide examples of the service activities that your Non-AmeriCorps
Member volunteers participated in during this reporting period (if applicable).
13. Summary of Progress this Reporting Period Toward Accomplishing Annual
Objectives:
In each section below, briefly restate your objectives and describe progress
toward achieving them d~ring this reporting period. Where available,
describe relevant evaluation data. Note evaluation activities in which you have
engaged.
(a) Community Service Objectives:
(b) Community Building/Strengthening Objectives: Briefly restate your
objectives and describe progress toward achieving them during this reponing
period.
(c) AmeriCorps Member Development Objectives: Briefly restate your
objectives and describe progress toward achieving them during this reporting
period.
14. Other Accomplishments this Reporting Period: (Make note of any
accomplishments or "things gotten done" not directly related to your progress
toward meeting your objectives. Examples include: selecting and training staff to
operate the program and supervise Members, developing good working
relationships with service placement sites and preparing them to work with
AmeriCorps Members, and meeting your ~h requirements.)
~
15. Unique successes or "great stories": (Include stories or anecdotes that would
best communicate to the pubiic how AmeriCorps service gets things done.
Particularly helpful are stories that include numerical results and creative
solutions.)
16. (a) Primary Challenges Encountered this Reporting Period: (Report on
problems resolved and unresolved, obstacles to achieving program objectives,
significant sources of delay, program elements not meeting expectations, events or
incidents that caused concern.)
: (b) Primary Training and Technical Assistance Needs During this Reporting
Period:
Should you have training or technical assistance needs, mark the appropriate circles in the
checklist below. In, addition, please indicate your first three choices (#1, #2, and #3).
After passing through your State Commission it will be directed to the Corporation's
Training and Technical, Assistance Office.
26
!<
L
I
o Connecting to Others (Partnership development, community involvement)
o Program ~anagement
o Member Development
o Priority Skill Development
o Team Building (including diversity training, conflict mediation)
o Service-Learning
o Managing Individual Placements
o Evaluation (including definition of program goals, objectives and progress indicators)
o Getting out the message
o National Identity Skills and Projects
o Citizenship Building
o Transitioning AmeriCorps Members After Service
o Other
17. Strengthening the AmeriCorps National~ervice Network: (Report on
activities this period that strengthened the AtneriCorps network of programs.
Examples could include new uniforms, signage or publicity materials; projects
with other AmeriCorps programs; coordination with State Commissions or
Corporation State Offices; training members in national skill areas
(communication/conflict resolution or CPR/first aid); participation in national
service projects (HIV/AIDS awareness training, environmental audits, or
citizenship education); graduations or swearing-in ceremonies, use of national
recruitment, use of AmeriCorps Member Handbook.)
18. Significant Program Changes this Reporting Period: (Report staff turnover in
management or supervisory positions, changes in partner/sponsor relationships,
changes in board membership, AmeriCorps Member attrition etc.)
27
AmeriCorp~
Action Plan
I
Attachment V
Activity Person Begin Date Due Date I Comments
Responsible IStatus
.
I
I
I.
I
I
I
-- I
--
,.
. I
I
I
-
28
FiIcaaac C:\My Doaamcn..\fCCS\A'CO.".\P"'C......\PiMIW'^".a.lIICft. I.doc
AMER:l;oRPS
'1< -A. FINAtJCIAL STATUS REPO~T
(Short Form)
o Aggregate 0 Sub-grantee 0 Parent Organization (Follow Instructions on back) Page _ of _ Pages
1. Federal Agency or Organization to Which Report Is Submitted 2. Federal Grant Number Assigned by Corporation for National Service
Corporation for National and Community S~rvice
3. Recipient Organization (please include name and complete address and zip code)
4. Employer Identification Number
5. Recipient Account Number (or Identifying Number) 6. Final Report
VasD NoD
9: perilfd Cbvel'ed by t1\is R~p611.
I. From: (Month, Day. Year)
17. Basis
Cash 0 Accrual 0
'8: Gl'llnt Period "(See "llstriJctions)"'
From: (Month, Day. Year)
I
To: (Mon/ll. Day. Year)
To: (MontIJ. Day. Year)
g. Total Federal Share (sum of lines c.1. and c.2.)
\: I
Previously .Rep9rted
\
II. .
This Period
\ '
III -
C;:umulative
,10.-Transactions;,.-
8. Total Outlays
b. Recipient Share of Outlays 1. Outlays from Section BoG
(see instructions lor 10.b. on back)
2. Outlays from Section A
c. Federal Share of Outlays
(see instructions for 10.c on back)
1. Outlays from Section B-F I
. ~,~:'~~~;~~7~it~~~tr1~;~~~~~~~~~iI~-
,e~;-,;'.R.~~lpleritS~re~ 9f .~!,lIqu~!#t.ildObllgatiQna~"c'
;,::,~:'~'.~~:..~.;.i.;i~-t~~.~~z~;-1~~;~Y.~~~~'~ .;t~~:~~~~; ;~'~~
,f;";';'i:" Federal ShareotUrlllquidatedOliilgatIo
:~rj'~~~f~:a~~.;:Y~1::;-~~~~~.;.'~~: ,~:'..:~~':~~;~:;~
h. Total Federal Funds Authorized For This Grant Period
i. . Unobligated-Balance of Federal funds (sum of'lIne'h~minus'lIne g~).:'," .
:11~NOtip'p'liC8liie,i~AmenCG~.gni~irectcQii'ShOii 'be. ncliide"da8:part-~f8dmli\I8traiiVeC:Q8t-
':,:,:.:...~~~ =-...o.~,A II~.~_.~..~.:......,-",~~:.....~~~.,..-::I..!'s,.::-.--:J'._:"~":~t;
12. Remarks:
'Attach any. explanations deemed necessary. or infot'mation. rlHluired by. Feilera/. sponsoring ageRC'l-in compliailce-wit/1 goveming legislation.
13. Certification: I certify to /116 best of my knowledga and balisl thaI this report is correct and complete and that all outlays and unliquidated
obligations are for the purposes sel forth in fhe award documents.
Name (typed or printed) TiUe (typed or printed) Telephone Number(please incfuds area code.
number and extension)
Signature of Authori:z:ed Certifying OHicial
Date Report Submitted
01.18 Appr_1 No. 0348-0039
SlaMaRl Fonn 2691. (REV 4-88)
P,.scnbed by OMS CItal'-rs A-102 ancs 1.'110
29
..
. .
.I
AMERICORPS
FIJjANCIAL STATUS REFpRT
(Short Form)
Please type or print legibly. The fol/owing general instructions explain" how to use the form itself. You may
need additional information to ~omplete certain items correctly or to decide whether B specific item is applicable
to this award. Usually, such information will be found In the Federal agency's grant regulations or in the terms
and conditions of the award. You may also contact the federal agency directly. .
'."\0
1.,2., and 3. Self-explanatory.
4. Enter the employer identification number assigned by the U.S. Intemal Revenue Service.
5. Space Reserved for an account number or other identifying number assigned by the recipient.
6. Check yes only if this is the last report for the period shown in item 8.
7. Based on the accounting system of grantee or sub-grantee.
S. Unless you have received other instructions from the awarding agency, enter the beginning and ending
dates of the current funding period. If this is a multi-year program, the Federal agency might require
cumulative reporting through consecutive funding periods. In that case, enter the beginning and ending
dates of the grant period, and in the rest of thes~ instructions, substitute the term Mgrant periodft for
"funding period:
9. Self-explanatory.
10. The purpose of columns I, II, and .11 is to show the effect of this reeortlng period's transactions on
cumulative financial status. The amounts entered in column I will normally be the same as those in
column III of the previous report in the same funding period. If this is the first or only report of the
funding period, leave columns I and II blank. If you need to adjust amounts entered on previous
reports, footnote the column I entry on this report and attach an explanation.
10.B. Enter total program outlays less any rebates, refunds or other credits. For reports prepared on a cash
basis, outlays are the sum of actual cash disbursements for direct costs for goods and services, the
amount of indirect expenses charged', the value of in-kind contributions applied, and the amount of
cash advances and payments made to sub-recipients. .~or reports prepared en an accrual basis,
outlays are the sum of actual cash disbursements for direct charges for goods and services, the
amount of indirect expense incurred, the value of in-kind contributions applied, and the net increase or
decrease in the amounts owed by the recipwmnor goods and other property received, for services
performed by employees" contractors, subgraRtees and other payees, and other amounts becoming
owed under programs for which no current services or performances are required, such as annuities,
insurance claims, and other benefit paymel)ts.
10.b. Breakout Recipient (non-Federal) share of outlays for this period into sections A through E and Sec~ion
F Mather Participant Support Cost. ft as submitted in your application and included in the grant award.
Enter outlays for Sections A through E in 1 0.b.1. and Section F .Other Partic:pant Support Costft in
10.b.2.
10.t:. The Federal Share would include only the Corporation for National Service share. Breakout Federal
share of outJays for this period into Sections A through E and Section F MOther Participant Support
Cost," as submitted in your application and included in the grant award. Enter outlays for Sections A
through E in 1 0.c.1. and Section F "Other Participant ~upport Cosf in 10.co2.
10.d. Enter the amount of unliquidated obligations, to subg~ntees and contractors. Unliquidated obligations
on a cash basis are obligations incurred, but not yet paid. On an accrual basis, they are obligations
incurred, but for which an outJay has not yet been recorded. 00 not include any amounts on line 10.d.
that have been included on lines 10.2., b., or c. On t~fjnal report, line 10.d. must be zero. '
10.8.-9. Self-explanatory..
10.h. Enter the total amount of Corporation for National Service funding in your grant or subgranl
. -.
1OJ. Self.explanatory.
. '
30
-ot; ~ .r;......
':
I
I
Monthly
Budget Summary for Inclusion with Financial Status Report
Grantee Agency:
Grant Number:
Expenses:
A. Member Support Costs:
# of Members-FT C==:J
# of Members-PT C==:J
Subtotal (Max CNS = 85%)
FICA (7.65%)
Worker's Compensation
Health Care
Uability Insurance
Total A On dollar amounts)
8. Other Member Support Costs:
Training & Education
Service Gear
Other (Specify in Budget Narrative)
Subtotal:
c. Staff: .
Salaries
Benefits
Training
Other (Specify in Buds;et Narrative)
Subtotal:
D. Operational:
Travel
Transportation
Supplies
Equipment
Other (Specify in Budget Narrative)
Subtotal:
E. Internal Evaluation I Monitoring:
Subtotal 8-E (in dollar amounts)
F. Administration:
(May not exceed 3% of CNS funds, A-E)
Total 8-F (in dollar amounts)
Percentages: (eNS max. 67%)
Total A-F On dollar amounts)
PREPARED BY:
Generated by VCM_Shared\Mon.Bud.Sum.-FSR1
Period Covered:
Commission Match
(CNS) Cash
I / to / /
Match
In-Kind Total
II
(max.85%) (min. 15%)
(max.67%)
- -
--
--
II
II
II
DATE:
31
II II
II
II
(min. 33%)
II
II
II
II
Revised 7124/96
~; ",." "...
I
I
Year-To-Date
Budget Summary for Inclusion with Financial Status Report
.
Grantee Agency:
Grant Number.
Expenses:
Period Covered: I I to I /
. Commission Match Match
(CNS) Cash In-Kind
A. Member Support Costs:
# of Members-FT c==J
# of Members-PT c==J
Subtotal (Max CNS = 85%)
FICA (7.65%)
Workers Compensation
Health Care
Liability Insurance
Total A On dollar amounts)
B. Other Member Support Costs:
Training & Education
Service Gear
Other (Specify in Budget Narrative)
Subtotal:
C. Staff:
Salaries
Benefits
Training
Other (Specify in Budget Narrative)
Subtotal:
D. Operational:
Travel
Transportation
Supplies
Equipment
Other (Specify in Budget Narrative)
Subtotal:
E. Internal Evaluation I Monitoring:
Subtotal 8-E (in dollar amounts)
F. Administration:
(May not exceed 3% of CNS funds, A-E)
, .
Total B-F (in dollar amounts)
Percentages: (CNS max. 67%)
Total A-F (in dollar amounts)
PREPARED BY:
Generated by VCM_Shared\Mon.8ud.S~m..FSR1. .
II
(max.85%) (min. 15%)
(max.67%)
- -
~-
-.,
II
II
II
DATE:
32
II
II
II
(min. 33%)
II
Total
II
II
II
II
Revised 7/24/96
..... ~tA VELER/SOCIAL SECURlry #:
I
DATE OF REQUEST:
FOR WIDeR PROGR..~yf:
TRAVEL DESTINATION:
PURPOSE OF TRAVEL:
DATE DEPARTING:
TIME TO ARRIVE:
DATE RETURJ.'T.ING:
RE11.JRi~ FROM:
TIME PREFERRED FOR DEPARTURE:
eARRE~7AL:.
YES
NO
AVIS OTHER (explain)
HOTEL NEEDED:
YES
NO
;...-
-.-'
Preference # 1 :
~
Preference #2:
Preference #3:
DIRECTIONS NEEDED:
YES
:NO
..
APPROVED BY:
DATE:
(Supervisor's ~ame)
RESERVATIONS MADE BY:
DATE:
. this fann is to be compl~ ;a minimum of 10 d:ays prior to trowel to procesa ll~,ir'~ed paperworic..
33
Attachment VIII
... i" ~
I AMENDMENT II
I
l'his amendment, entered into between the
Florida Commission on Community Service,
hereinafter referred to as the "Commission," and
hereinafter referred to as the "Provider,"
ame!lds contract /I
1.
Section
, Paragraph
is hereby amended to read:
2. This amendment shall begin on , or the date on ~'hich
the amendment has been signed by both parties, .whichever is later.
3. All provisions in the contract and any attachments thereto in conflict with this amendment
shall be and are hereby changed to conform with this amendment.
4. All provision no~ in conflict ~'ith this amendment are still in effect and are to be performed
at the level specified in the contract.
S. This amendment and all its attachments are her:.b~ incorporated into and made a part of
the above cited contract. ---~
~
IN' WITNESS WHEREOF, the parties hereto have caused this
executed by their officials thereunto duly authorized.
Provider Florida Commission on
~;,.' J) ,,._ ...' Community S~rvi<;e
""",.net ~e~ 01 11'1l:~"'~~i vr lh..: S:. Pct;:.-.,bl.ug Juni\![ Collc!!c. Flondaj :
Signed by: :>igned 5~~:
page amendment to be
T :1llah:1Ssee Community College,
(as flSC:1l agent for the Commission)
Signed by:
Name
N.mc
Name
Carl M. Kuttlcr. J:-.. C\~!II.':': P:-c=,id::nt an:!
liclc St.'Crctarj to the Dlstii<:t Bc~rd ofTrusT.a:lls
lide
Date
Date
Date
34