PARTICIPATING AGENCY AGREEMENT RE AMERICORPS PROGRAM
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PARTICIPATING AGENCY AGREEMENT
This agreement is enacted between the BOARD OF TRUSTEES OF ST. PETERSBURG
COLLEGE, FLORIDA, P. O. Box 13489, St. Petersburg, Florida, 33733, hereinafter
referred to as the "Board," and the CITY OF CLEARWATER, CLEARWATER POLICE
DEPARTMENT, 645 Pierce Street, Clearwater, Florida 33756, hereinafter referred to as
"CPD."
Whereas, the Board's Southeastern Public Safety Institute has received a grant from the
Corporation for National and Community Service through Volunteer Florida, The
Governor's Commission on Volunteerism and Community Service for the AmeriCorps
Pinellas Program, and;
1) CPD has agreed to support the AmeriCorps Program in Pinellas County through
the implementation of program objectives 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
AmeriCorps members' living allowances, FICA contributions, mandated health
and liability insurance and worker's compensation contributions. (all 12
AmeriCorps members will be assigned to the CPD) The total cost for these
budget categories is $135,349. CPD has made a commitment to provide $37,230
toward the cash match requirement for FY 2004 (January 1, 2004 - December 31,
2004). See attached letter of commitment, attached hereto as Exhibit A. In
addition, the City of Clearwater will provide automobile liability protection to the
AmeriCorps members who are assigned to and participate in the AmeriCorps
Program on behalf of the City of Clearwater while operating motor vehicles as
part of their assigned duties with the City of Clearwater Police Department to the
extent permitted by 768.28, Florida Statutes.
Under the terms of this agreement, in addition to providing $37,230 in cash match, the
CPD will donate office space, computer internet service, supplies, and furniture for the
Project Coordinator (a Board grant-funded employee), the use of departmental vehicles
for accomplishing program tasks, and will allow for a minimum of three hours per week
of mentoring by police officers per AmeriCorps member for the duration of this project.
The CPD will also contribute 5% of the deputy chiefs time as department liaison and for
providing some on-sight oversight and guidance to the Project Coordinator. The CPD
$37,230 cash match must be provided to the Board within 30 days of the full execution of
this agreement.
The Board will be responsible for the overall administration and fiscal responsibility of
the AmeriCorps project and will provide, through grant funds, one AmeriCorps Project
Coordinator to be housed at the CPD to manage all operations of the project, supervise
and assign activities to the AmeriCorps members, and coordinate with CPD personnel. It
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will also contribute up to $7,000 of cash match as needed to comply with the program's
budget match requirements.
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
Tallahassee Community College (fiscal Agent for) Volunteer Florida, the Governor's
Commission on V olunteerism and Community Service, effective January 1, 2004, 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.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
as of the dates hereinafter stated.
Witnesses as to the B~
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BOARD OF TRUSTEES OF
ST. PETERSBURG COLLEGE,
FLORIDA
Bf~ W\.. ~~}-
C . uttler, Jr.
College President & Secretary,
Board of Trustees
Date:
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CITY OF CLEARWATER, .
CLEARWATER POLICE DEPT.
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Sid Klein,
Chief of Police
Date:
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AMERICORPS AGREEMENT 2004
CITY OF CL~~TER, FLORIDA
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~illi~;--Horne
C~anager
Approved as to form:
Attest:
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Cy 'a E. Goudeau I
City erk . :
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Exhibit A
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CITY OF
CLEARWATER
POST OFFICE Box 4748, CLEAR\\'.\TER, FLORIDA 33758-4748
CLEARWATER POLlCE DEPARTMENT, 645 PIERCE STREET, CLEARWATER, FLORIDA 33756
TELEPHONE (727) 562-4336
OFFICE OF THE CHIEF
OF POIlCE
January 21,2003
Mr. James C. Brock
Southeastern Public Safety Institute
St. Petersburg College
P.O. Box 13489
St. Petersburg, Florida 33733
Dear Mr. Brock:
This letter is written to express the City of Clearwater's support for and commitment to the
continuation of the AmeriCorps Pinellas Project in Clearwater.
The AmeriCorps program has had a very positive impact in Clearwater, as well as in the lives of the
Clearwater AmeriCorps participants. Through the efforts of the program, several neighborhood
clean-up days have been coordinated. AmeriCorps participants have established school crime watch
units in local high schools, improved the physical conditions of neighborhoods through code
enforcement activities, implemented safety patrols in city parks and served as mentors and tutors in
a homework club for at-risk youth.
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 AmeriCorps members, by virtue of
their term of service working with community policing officers, become familiar with neighborhood
residents and their problem's and needs.
To participate in this program, the City of Clearwater Police Department commits to a matching
share of$37,230 for the AmeriCorps project for FY 2004. The department also commits to assisting
in the development of recruitment ~trategies to employ interested participants and to give
consideration to hiring participants who, at the completion of the AmeriCorps program, are
certifiable as law enforcement officers, as openings occur. The department will also continue its
efforts for AmeriCorps members in training and mentoring.
The Clearwater Police Department is looking forward to another rewarding year in this exciting
Amc:riCorps ,program.
Sincerely,
3J;~
SID KLEIN
Chief of Police
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BRIAN J. AU;GST, MAYOR-COMMISSIONER
WHITNEY GRAY, CO~IMI~SIONER HoYT HAMILTON, COMMIS~I01\ER
FRANK HIBBARD, COMMISSIONER * Bli,lJON~ON, COMMI~SIONER
"EQUAL E~IPLOYME:-'J .\.\D AFFIRMAHVE ACTION E~1PLOYER"
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Exhibit B
2003-2004 STANDARD CONTRACT
Contract 03AC037011
This agreement is made BETWEEN
The Florida Commission on Community Service
401 South Monroe Street
Tallahassee, Florida 32301
referred to herein as the "Commission"
AND
St. Petersburg College
3200 34th Street South
St. Petersburg, Florida 33733
referred to herein as the "Provider"
The Provider, to be commonly referenced as "AmeriCorps Pinellas," will utilize AmeriCorps
members to serve with the Clearwater Police Department to assist in crime prevention and
community policing efforts by supporting citizen participation in neighborhood watch to help meet
emerging homeland security initiatives; implementing safety patrols for area schools,
neighborhood parks, and other public areas; recruiting citizens to volunteer in safety projects and
volunteer in policing programs, mentoring struggling youth in local schools and in after school
programs; and providing police departments with extra help during community events, traffic
details, and programs.
I. PROVIDER AGREEMENTS
A. Compliance.
1. The Provider is responsible for the compliance requirements applicable to CFDA
# 94.006 Federal Programs. These requirements are inclusive of the AmeriCorps
Provisions provided as Attachment III.
2. The Provider will rectify all compliance issues identified by the Commission in
writing within the time period set forth or all future reimbursements will be
withheld until the deficiencies are corrected. Written documentation should
include how all noted deficiencies were corrected or an acceptable justification,
action plan and timeline of compliance for any deficiencies not corrected within
the time period set forth.
B. Contract Renewal. This contract may be renewed on a yearly basis not to exceed
two (2) years beyond the initial contract. Such renewals shall be contingent upon
satisfactory performance evaluations, compliance, the availability of funds, and a
continuing AmeriCorps funding application in accordance with the Request for
Proposal requirements for the corresponding year. A contract amendment will be
executed for all renewals.
C. Program Name. The Provider may not change the program name without the prior
written approval of the Commission.
D. Program Performance Measures Objectives
Needs and Service Activity - Objective 1
Each AmeriCorps Members will serve as a mentor to 5 at-risk children (up to 60
children corps-wide) for at least one hour a week for a period of at least 12 weeks in
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school or at least 12 hours in after school or summer programs. As a result, 75% of
participating children will show gains in behaviors, demeanors, and attitudes
characteristic in resilient children according to assessment forms completed by
teachers.
Community Strengthening - Objective 1
AmeriCorps Members will help plan and implement community service projects to
involve local community residents and assist in crime prevention. As a result, by the
end of the program year, at least 3 new volunteers will be registered in Volunteers In
Policing (VIP) programs for each AmeriCorps Pinellas member serving (up to 36
total), and 500 hours of service will be contributed by all volunteers overall.
Volunteers will be added to a VIP database and tracked using volunteer service logs.
Community Strengthening-Objective 2
AmeriCorps Members will assist police units during crime prevention, community
policing, traffic, code enforcement, and other law enforcement activities. As a result,
for each member serving, 150 hours of police officer time will be saved, valued at no
less than $3,000. Corps-wide up to 1800 hours of police time will be saved valued at
no less than $36,000.
Member Development - Objective 1
AmeriCorps Members will complete community policing and crime prevention
trainings, department orientations, service assignments and an average of 3 hours a
week of mentoring from local police officers resulting in 90% of program members
reporting and demonstrating an increase in police knowledge.
Performance Measures Objectives may be revised only with a formal contract
amendment.
E. Budget. Both a budget and budget narrative for the delivery of services described in
this contract are provided in Attachment II.
1. Match Requirements and In-Kind Contributions
a. The Provider must provide matching funds (cash) totaling a minimum of
fifteen percent (15%) ofthe total for AmeriCorps Member costs.
b. The Provider must provide matching funds (cash) and/or in-kind contributions
totaling a minimum of fifty-seven percent (57%) of the total for all other
costs.
2. Budget Revisions. The Commission must be notified of all changes and the
purposes of changes to the budget. The Commission reserves the right to disallow
any revisions.
3. Property. The Provider agrees to seek prior approval to purchase any equipment
and/or furniture not listed in Attachment II with a purchase price of $500 or more
to be reimbursed by the Commission.
F. Reporting
1. Internet Access. The Provider agrees to provide the AmeriCorps Program
Internet access and e-mail capability.
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2. Monthly Progress Reports. All first year AmeriCorps programs are required to
complete a monthly report using the attached form (Attachment IV) by the
fifteenth (15th) calendar day of each month during the contract period. The
Commission reserves the right to request monthly reports be submitted by any
Provider.
3. WBRS Progress Reports. The Provider will submit Progress reports via the
Web Based Reporting System (WBRS) in accordance with the requirements of
the Commission and the Corporation for National Service as follows:
a. January, 2004 - March, 2004; due April 15, 2004;
b. April, 2004 - June, 2004; due July 15, 2004;
c. July, 2004 - September, 2004; due October 14, 2004; and
d. October, 2004 - December 2004; due January 15, 2005.
4. Recruitment Plan for Persons with Disabilities. The Provider will submit an
updated or revised Recruitment Plan for Persons with Disabilities between the
sixth and ninth month of the program.
5. WBRS FSR Reports. The Provider will submit Quarterly Financial Status
Reports using Form SF269A in WBRS as follows:
a. January, 2004 - March, 2004; due April 30, 2004;
b. April, 2004 - June, 2004; due July 31,2004;
c. July, 2004 - September, 2004; due October 31,2004; and
d. October, 2004 - December 2004; due February 14, 2005.
6. WBRS Financial Reports for Reimbursement. The Provider will submit to the
Commission monthly financial reports for reimbursement consisting of a Periodic
Expense Report and Income Report. Both reports are standard forms on WBRS.
With the exception of the final financial reports, all reports for reimbursement are
due within the month following the period of report. If circumstances occur
delaying the reimbursement request, an explanation should be sent to the
Commission before the reimbursement request is due.
7. Final Financial Reports for Reimbursement. The Provider agrees to submit the
FINAL REPORT OF EXPENDITURES AND INCOME for payment within
forty- five (45) calendar days after the ending date of this contract or the date of
contract termination, whichever is earlier. If the Provider fails to submit the final
financial reports within the specified time, all rights to payment are forfeited.
8. Supporting Documentation. The Provider will submit supporting
documentation as requested for reported expenditures. At least once during the
contract year the Commission will request a prior month's supporting
documentation.
9. Property. At the end of the contract the Provider agrees to submit a current
inventory list of all property (i.e. equipment and furniture) with a purchase price
of $500.00 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, tr~sfer, 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
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contract, or to receive repayment for funds provided through this contract used in
the purchase or any portion of such equipment or furniture. .
10. Audits. As a state institution of higher education the Provider is audited by the
State of Florida Auditor General's Office. The Provider is included in the Annual
State of Florida Federal Awards Program Audit.
11. Other Reports. The Provider agrees to provide other reports as may be requested
by the Commission by an established deadline.
G. Staff Recruitment and Responsibilities
Staff positions, duties, responsibilities and the number of staff working in this
program may be revised if requested in writing by the provider and approved in
writing by the Commission, provided such revisions do not exceed original budgeted
amounts for staff. The Provider will hire and maintain one (I) FTE Program
Coordinator to be responsible for the overall management of the program.
H. AmeriCorps Member Recruitment and Responsibilities
1. Recruit a minimum of twelve (12) AmeriCorps Members into full-time service
within sixty (60) days of implementation of this contract. The provider will recruit
Members who are representative of the community served. Members will be
provided with a living allowance of $9,900.00 per term of service.
2. The Provider agrees to implement the Commission approved Recruitment Plan for
Persons with Disabilities.
3. The positions, position descriptions, and number of Members working in this
program may be revised if requested in writing by the provider and -approved in
writing by the Commission.
4. A National Service Enrollment Form must be completed via WBRS for all
Members. The program should keep a hard copy of the member enrollment form
in a member file.
5. A Member Change of Status Form must be completed via WBRS for each
Member for the following conditions:
3. suspension;
b. ending service early;
c. reinstatement to service;
d. utilization of the Family Medical Leave Act; or
e. transfer to another AmeriCorps program. The program should keep a hard
copy in a member file.
6. A National Service Trust End of Term of Service/Exit Form must be completed
via WBRS for each Member upon completion of her/his term of service. The
. program should keep a hard copy in a member file.
7. The Provider will submit approved forms in WBRS within 30 days upon a
member's enrollment in, completion of, lengthy or indefinite suspension from, or
release from, a term of service.
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I. Partnership Development and Site Agreements
1. The Provider may 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 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;
f. promotions or public relations; and
g. provision of member supervision and/or service site.
3. Agreements with partners to provide Member supervision and/or service sites
must be in writing and include the following items as appropriate:
a. description of services to be provided by Members;
b. designation ofperson(s) responsible for member supervision and verification
of member service hours;
c. description of prohibited member activities; and
d. other supervision or programmatic responsibilities.
1. The Provider shall include a list of its partner organizations on such materials as
may reasonably accommodate the listing, including;
a. brochures;
b. flyers;
c. posters; and
d. public service announcements.
J. Disaster Preparedness, Response, Recovery and/or Mitigation. The Corporation
for National Service (under agreement with the Federal Emergency Management
Agency) and the Commission (under agreement with the Florida Department of
Community Affairs Division of Emergency Management) requires the availability of
AmeriCorps Members to be assigned to provide assistance in disaster preparedness,
response, recovery, and/or mitigation activities. As part of its commitment to
community service, the provider agrees to train its members and staff to assist in disaster
preparedness, response, recovery and mitigation activities. Volunteers working with the
program will be given the option to participate in the training. The types of events that
could impact Florida include hurricanes, tornadoes, floods, other weather related events
and man-made events, such as hazardous materials accidents. Program members,
volunteers, and staff, based on the nature of the program, will be trained to assist with any
of the following activities: community preparedness education, shelter operations, mass
feeding, debris removal, community outreach, and other disaster recovery related
activities. Program members and volunteers may be requested to provide assistancepanywhere in the State of Florida. Provider staff and AmeriCorps Members shall work
under the direction and control of the Provider and shall not be considered volunteers to
FEMA, DCA or DEM for purposes of Chapter 11O(IV) F.S. Requests for disaster
preparedness, response, recovery and mitigation assistance will be made on behalf of
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the Florida Governor's State Coordinating Officer through the Commission's Director
of Emergency Management after consulting with the state Corporation for National
Service office disaster coordinator. All related activities undertaken by a program will
be done in cooperation with the local office of emergency management. Approved
expenses incurred as a result of provider activities related to disaster preparedness,
response, recovery and mitigation would be reimbursed. According to State of Florida
and Federal regulations, non-profit entities responding in times of disaster may request
reimbursement from the Federal Emergency Management Agency. Up to 75% of
eligible expenses may be reimbursed. The State of Florida, on a disaster specific basis,
may cover the remaining 25% of eligible expenses for private non-profit entities.
Providers responding at the request of the State Coordinating Officer would be eligible
for reimbursement of disaster related expenses. The Commission will furnish the
provider with additional information about expenditure reimbursement. Training costs
will not be reimbursable unless arrangements are made in advance. The Commission
has identified low and no cost training opportunities statewide. Providers may
contact the Commission's Director of Emergency Management for specific training
questions and opportunities.
K. Training and Technical Assistance. Training and/or technical assistance provided
to staff and/or AmeriCorps Members 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, a community partner or other local resources requested from the
Commission, or coordinated through the Commission.
1. Staff. The Provider will ensure the provision of training and/or technical
assistance to ensure successful program implementation and operation. Required
trainings include;
a. four (4) Quarterly Program Director Meetings;
b. disaster preparedness, response, recovery and mitigation activities; and
c. one (1) disability inclusion training sponsored by the Commission and one (1)
disability inclusion training of format approved by the Commission.
Other suggested topics are, but are not limited to;
a. supervisory techniques;
b. AmeriCorps member evaluation;
c. working with the media;
d. AmeriCorps member motivation; and
e. report writing.
2. AmeriCorps Members. The Provider will ensure the proVISIOn of training
and/or technical assistance for members. Required trainings include:
a. American Red Cross-certified or comparable CPR and First Aid training; The
Provider will have all members trained or certified in CPR and First Aid.
b. diversity appreciation;
c. citizenship;
d. disaster preparedness, response, recovery and mitigation activities; and
e. disability awareness and sensitivity.
Other suggested topics are, but are not limited to:
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a. team building;
b. conflict resolution;
c. career development;
d. Life after AmeriCorps.
L. National Service Activities. The Provider will schedule and conduct a at least one
direct service activities designed for and conducted as part of the Seasons of Service,
the designated national service days of the Corporation of National Service, during
the contract period.
M. Quality Assurance and Evaluation
1. The Provider will track and document progress made toward accomplishing the
deliverables of this contract.
2. The Provider agrees to facilitate, implement and participate in technical
assistance, external reviews, and other continuous improvement activities related
to the services.
3. The Provider agrees to permit persons duly authorized by the Commission to
inspect any records, papers, documents, facilities, goods and services of the
Provider that are relevant to this contract, and/or to interview any clients,
employees, volunteers, or any other parties affiliated with the Provider to be
assured of satisfactory performance of the terms and conditions of this contract.
4. The Provider will conduct formative evaluations to examine primary stakeholder
satisfaction with the program services, including at a minimum:
a. AmeriCorps members;
b. service recipients; and
c. community residents.
5. Provide any requested information in a timely fashion in the format specified by
the Commission;
6. Facilitate contact with community agencies and lor individuals for the
Commission or its consultant;
N. Records and Documentation.
1. The Provider agrees to maintain records of deliverables, including reports and
program and participant data.
2. The Provider agrees to maintain fiscal records and documents (including
electronic storage media) in accordance with generally accepted accounting
principles and practices which sufficiently and properly reflect all revenues and
expenditures of funds related to this grant.
3. The Provider agrees to assure that records will be subject, at all reasonable times,
to inspection, review or audit by Commission personnel and/or individuals
authorized by the Commission.
4. The Provider agrees to allow public access to all documents, papers, letters, or
other materials subject to the provisions of Chapter 119, F.S. and made 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.
O. Safeguarding Information. The Provider agrees not to use or disclose information
concerning a recipient of services under this contract for any purpose not in
conformity with the state regulations (119, F.S) and federal regulations (45 CFR, Part
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205.50), except upon written consent of the recipient or the recipient's responsible
parent or guardian when authorized by law.
P. 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. The Provider agrees to include audit and record
keeping requirements in all approved agreements entered into by the Provider for any
other subcontracted services in the amount of $25,000 or greater.
Q. Indemnification. Each party hereto agrees that it shall be solely responsible for the
wrongful acts of its employees and agents. However, nothing contained herein shall
constitute a waiver by either party of its sovereign immunity or the provision of
Section 768.28 Florida Statute.
R. Incident Reporting. In compliance with Chapter 415 F.S. and 39 F.S., an employee
or agent of the Provider who knows, or has reasonable cause to suspect that a child,
elder, or adult with a disability is or has been abused, neglected or exploited, shall
immediately report such knowledge or suspicion to the abuse registry operated by the
Florida Department of Children and Families on the single statewide toll-free
telephone number, 1-800-96-ABUSE (800-962-2873).
S. 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 St.
Petersburg College and Volunteer Florida". If the sponsorship reference is in
written material, the words "Volunteer Florida" shall appear in the same size
letter or type as the name of the Provider.
2. The Provider agrees to incorporate the Volunteer Florida logo as appropriate on
all letterhead, brochures, newsletters, business cards, stationery, posters, flyers,
and other written and pictorial communication media for all programs funded
wholly or in part by the Commission.
3. The Provider agrees to notify the Communications Director of the Commission as
soon as possible when engaging in contact with the media; and to provide the
Commission's tag line to all media contacts for all programs funded wholly or in
part by the Commission.
T. Purchasing, Procurement of Materials with Recycled Content. The Provider
agrees that any products or materials that are the subject or are required to carry out
this contract shall be procured in accordance with the provisions of sA03. 7065 and
287.045, F.S.
U. Conflict of Interest. The Provider shall affirm that neither the Provider 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
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.
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V. Nepotism. No person may hold ajob or position with the Provider in which a
member of his /her immediate family exercises supervisory authority within the
program. A member of an immediate 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.
W. Sustainability. It is understood that the funding provided by the Commission for this
program is "seed money" to be used by the Provider to initiate a program, with the
assistance of the Commission, that will eventually be funded and managed locally
with minimal federal funds or responsibility for the program. To this purpose, the
Provider agrees to make a good faith effort to develop resources that will be applied
to the future operation of this program. Resources that are acquired during the course
of this contract will be reported to the Commission.
X. Accessibility and Prohibited Discrimination. The Provider will ensure accessibility
and prohibit discrimination in accordance with AmeriCorps Provisions C. 31.
II. COMMISSION AGREEMENTS
A. Reimbursements. Complete and accurate reimbursement requests (WBRS Periodic
Expense Report and Income Report) will be processed at least bi-monthly by the
Commission and submitted to the Commission's fiscal agent, Tallahassee Community
College, for payment.
B. Technical Assistance. The Commission agrees to provide or assist the Provider in
obtaining technical assistance and training as needed by the Provider for this contract.
C. Site Visits. 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.
D. Contract Renewal. The Commission will notify the Provider in writing of the
submission date and requirements for the continuing application for contract renewal.
III. PROVIDER AND COMMISSION MUTUAL AGREEMENTS
A. Effective and Ending Dates. The contract shall begin January 1, 2004, and end
December 31, 2004.
B. Contract Funding Amount. The maximum amount reimbursable under this
agreement is $152,079.00.
C. Type of Contract. This will be a cost reimbursement contract. Payment for the
contracted services will be contingent upon the documented allowable 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 and Community Service and the State of Florida.
D. Ownership and Sharing of Grant Products. Unless otherwise specified, the
Provider owns and may copyright any work that is subject to copyright, including
software designs, training manuals, curricula, videotapes and other products produced
under the grant. However, the Provider may not sell any work that includes the
Commission logo without prior Commission written approval. The Provider, to the
extent possible, agrees to make products produced under this contract available at the
cost of reproduction to others in the field. The Commission retains royalty-free, non-
exclusive and irrevocable licenses to obtain, use, reproduce, publish or disseminate
products, including data, produced under this contract and to authorize others to do
11/19/03
so. The Commission may distribute such products through a designated
clearinghouse.
E. Contact Protocol. The primary contact for all matters relating to this program shall
be the staff listed in Section III. I of this Contract, unless otherwise specified in
writing. The primary contact person will notify all parties in writing of alternative
contacts should he/she not be available.
F. Contract Amendments. All contract amendments will utilize the format of
Attachment I and must be signed by the Commission and the Provider.
G. Termination.
1. Termination at Will. This contract may be terminated by either party upon
no less than sixty (60) calendar days notice in writing, without cause, unless
both parties mutually agree upon a lesser time. Said notice shall be delivered
by certified mail, return receipt requested, or in person with proof of delivery.
2. Termination Because of Lack of Funds. In the event funds to finance this
contract become unavailable, the Commission 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. The Commission shall be the final authority as
to the availability of funds.
3. Termination for Breach. This contract may be terminated for non-
compliance and/or breach of contract by the Provider upon no less than
twenty-four (24) hours notice. If applicable, the Commission may employ the
default provision 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.
H. Overpayment In the event that the Commission, the Provider or an auditor discovers
an overpayment has been made, the Provider will repay the overpayment within thirty
(30) calendar days unless extenuating circumstances are deemed to exist by the
Commission.
I. Notice and Contact.
1. The name, address and telephone number of the Commission's Program
Consultant for the contract is:
Amieko Watson
Director of National Service Programs
Volunteer Florida
40 I South Monroe Street
Tallahassee, FL 32301
(850) 921-5172
amieko@volunteerjlorida.org
The name, address, and telephone number of the representative for the
Provider responsible for the administration of the program under this contract is:
Lawrence Moose
AmeriCorps Program Director
St. Petersburg College
11/19/03
< .
3200 34th Street South
St. Petersburg, Florida 33733
(727) 341-4493
moosel(cV,sojc.edu
2. In the event that different representatives are designated by either party after
execution of this contract, notice of the name, address and telephone number
of the new representative will be rendered in writing to the other party and
said notification attached to originals of this contract.
J. All Terms and Conditions Included. This contract and its attachments as
referenced below contain all the terms and conditions agreed upon by the parties.
Attachment I - Contract Amendment Form
Attachment II - Budget and Budget Narrative
Attachment III - AmeriCorps Provisions
. Attachment IV - Monthly Progress Report Form
IN WITNESS THEREOF, the parties hereto have caused this contract to be executed by their
undersigned officials as duly authorized.
h
:joard of Trustees ofSt. Petersburg College COMMISSION
Signed by:
PROVIDER
Signed by:
I ~ 'M.. \~~~
~ature
Signature
CcrI ~/~. r:(,l~~~!~.~; Jr.
. Name
Name
Carl M. Kuttler, Jr., College President and
Secretary to the Board of Trustees
Title
Title
i/ /c9-t/1J 3
I r ,
Date
Date
APPROVED
ASTOFORM~NTENT
COLLEGE ORNEY
Approved by' ~ T
On: ~~ ~"hd ti-II) &jo.3
11/3/03
DUE TO THEIR LENGTH (55 PAGES)
THE AMERICORPS
PROVISIONS HAVE NOT BEEN
ATTACHED. BOTH THE
COLLEGE AND THE POLICE DEPARTMENT
HAVE COPIES
OF THE PROVISIONS ELSEWHERE
ATTACHMENT I
Amendment #
This amendment is made BETWEEN
The Florida Commission on Community Service
401 South Monroe Street
Tallahassee, Florida 32301
referred to herein as the "Commission"
AND
St. Petersburg College
3200 34th Street South
St. Petersburg, Florida 33733
referred to herein as the "Provider" amends
Contract 03AC037011
1. Section _, Paragraph _ is hereby amended to read:
2. This amendment shall begin on , or on the date on which
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 provisions not in conflict with this amendment are still in effect and are to be performed
at the level specified in the contract.
5. This amendment and all its attachments are hereby incorporated into and made a part of the
above cited contract.
IN WITNESS THEREOF, the parties hereto have caused this contract to be executed by their
undersigned officials as duly authorized.
PROVIDER
Signed by:
COMMISSION
Signed by:
Signature
Signature
Name
Name
Title
Title
Date
Date
11/19/03
ATTACHMENT II
RIm by ABRADBUR RPT_BGT_424
on October 28, 2003 4: 11 PM
AMERICORPS PINELLAS
St. Petersburg College
Application 10: 03AC037011 Budget Dates:
Total Amt CNCS Share Grantee Share
Section I. Program Operating Costs
A. Personnel Expenses 69,864 34,366 35.498
B. Personnel Fringe Benefits 11,073 11,073 0
C. Travel
Staff Travel 1,234 1,234 0
Ment>er Travel 6,334 0 6,334
Total $7,568 $1,234 $6,334
D. Equipment
E Supplies 8,871 1,020 7,851
F. Contractual and Consultant Services
G. Training
Staff Training
Member Training 2,380 900 1,480
Total $2,380 $900 $1.480
H. Evaluation 0 0 0
I. Other A'ogram Operating C:>sts 10,352 1,850 8,502
Travel to CNCS-Sponsored Meetings 500 500 0
Total $10,852 $2,350 $8,502
Section I. Subtotal $110,608 $50,943 $59,665
Section II. Member Costs
A. Living Allowance
Full lime (1700 hrs) 119,808 85,536 34,272
Half lime (900 hrs) 0 0 0
Reduced Half lime (675 hrs) 0 0 0
Quarter Time (450 hrs) 0 0 0
Minimum lime (300 hrs) 0 0 0
2nd Year of 2-Year Half lime 0 0 0
Total $119,808 $85,536 $34,272
B. Member Support Costs
FICA for Members 1,737 1,240 497
Worker's Compensation 2,628 1,892 736
Health Care 11,176 8,047 3,129
Total $15,541 $11,179 $4,362
Section II. Subtotal $135,349 $96,715 $38,634
Section II. Percentages 71.5% 28.5%
Section III. Administrativeflndirect Costs
A. Corporation Fixed Percentage
Corporation Fixed Amount 21,607 4,421 17,186
Commission Fixed Amount 1,521 1,521 0
Total $23,128 $5,942 $17,186
B. Federally Approved Indirect Cost Rate
Section III. Subtotal $23,128 $5,942 $17,186
Section I + III. Funding Percentages 42.5% 57.5%
BudgetTotals $269,085 $153,600 $115,485
Form 424A
Modified SF-424A (4/88 and 12/97)
Page 1
Budget Narrative for 03AC037011
. '" ;
Budget Narrative: AMERICORPS PINELLAS for St. Petersburg College
Page I of5
Section I. Program Operating Costs
A. Personnel Expenses
PositionfTitJe ,Qty -Annual Salary -% Time I CNCS Share " Grantee Share I Total Amount
Project Coordinator: - 1 person(s) at 38184 each x 100 % usage 34,366 3,818 38,184
Law Enforcement Officers: ' 12 person(s) at 41575 each x 6.35 % usage 0 31,680 31,680
CATEGORY Totals 34,366 35,498 69,864
B. Personnel Fringe Benefits
Purpose ,Calculation ,Total Amount CNCS Share Grantee Share Total Amount
Benefits for Project Coordinator: 29% of salary 11,073 0 11 ,073
CATEGORY Totals 11,073 0 11,073
C. Travel
Staff Travel
Purpose ,Calculation Share Grantee S T, Amount
Project Coordinator travel to required quarterly PD meetings: 4 PD meeting 320 0 320
trips at 270 miles roundtrip at .29 cents/mile mileage reimbursement +tolls
Local travel necessary to monitor member activities: 150 miles per month I 522 I 0 522
@.29/mile reimbursement
Travel to state commission for meeting or training: Airfare to Tallahassee 392 0 392
($200) + 2 nights lodging @$75/night + 2days per diem ($42 total)
CATEGORY Totals 1,234 0 1,234
Member Travel
Purpose -Calculation CNCS Share Grantee Share Total Amount
ber travel to assignments and to conduct activities: 1820 mi./mo. 0 6,334 6,334
.29/mile x12 mos.
I CATEGORY Totals II 01 6.334 6.334
D. Equipment
Item/Purpose -Qty ,Unit Cost CNCS Share Grantee Share Total Amount
CATEGORY Totals 0 0 0
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~u!igetNarrative for 03AC037011
E. Supplies
Page 2 of5
Item -Calculation
II CNCS Share II Grantee Share
420 0
Total Amount
AmeriCorps uniforms: 12 members @ $35 per member
420
Office supplies: $50 per month for paper, pens, printer cartridges. etc.
Includes $1500 in kind for additional supplies from Clearwater PD.
600 1,500
2,100
Dept. uniforms and safety vests for members: Clearwater uniform materials
$329.75 per member' 12 members. Safety vests for special assignments 6 @
$399
o 6.351
6,351
CATEGORY Totals I
1,020 II
7.851 I
8.871
F. Contractual and Consultant Services
Purpose -Calculation -Daily Rate CNCS Share Grantee Share Total Amount
CATEGORY Totals 0 0 0
G. Training
Staff Training
Purpose -Calculation -Daily Rate CNCS Share Grantee Share Total Amount
CATEGORY Totals 0 0 0
Member Training
I Purpose -Calculation ,Daily Rate II CNCS Share II Grantee Share I Total Amount
Food for Member reflection exercises: 4 per year @$75 per training- Daily 300 0 300
Rate of
First Aid and CPR: $50 per member x 12, Daily Rate of 600 0 600
Intro to Community policing training 4 hours (provided by RCPI): $270 per 0 270 270
class according to provider, Daily Rate of
Ethics training 4 hours (RCPI): $255 per class according to provider- Daily 0 255 255
Rate of
Understanding Disability (SPC): 2 hours @$50 per hour- Daily Rate of 0 100 100
Cultural Diversity (SPC): 4 hours @$40 per hour- Daily Rate of 0 160 160
Conflict Resolution (SPC): 4 hours @ $40/hour160, Daily Rate of 0 160 160
Tutoring training (AmeriCorps Hillsborough Reads): $300 according to 0 300 300
provider- Daily Rate of
Mentoring training (Pinellas County Schools): $50 according to provider- Daily 0 50 50
Rate of
Traffic Direction (Clearwater PO): $185 est. based upon previous years- Daily I o II 1851 185
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~udgetNarrative for 03AC037011
. '
Page 3 of5
I Rate of
CATEGORY Totals
II
900 II
/I
1 ,480 I
2,380
H. Evaluation
Purpose -Calculation ,Daily Rate
CNCS Share Grantee Share
Total Amount
Self Evaluation using tools developed by a past paid evaluator.: - Daily Rate of
o 0
o
CATEGORY Totals
o 0
o
I. Other Program Operati'ng Costs
I Purpose -Calculation I CNCS Share Grantee Share Total Amount
Pager rental for PO: $50 Iyear (approx. $4 per month) I 50 I 0 50
General Liability insurance on members: $900 (estimate from past years) I 900 I 0 900
Duplicating costs: $700 based on past years 700 0 700
I ;~~ purchase and development to document activities: $200 (based on $15 ' 200 0 200
per month)
Office space provided by Clearwater PO: $6000 ($500 per month) 0 6,000 6,000
Classroom space and time pwvided by SPC for training: $500 based upon 50 0 724 724
hours at $101 hour + $32 day for room set up and breakdown
Unanticipated costs: I 0 I 1,778 1,778
Travel to CNCS-Sponsored Meetings: $500 required I 500 II 0 I 500
CATEGORY Totals 2,350 I 8,502 I 10,852
SECTION Totals 50,943 I 59,665 I 110,608
Section II. Member Costs
A. Living Allowance
Item ' # Mbrs wI Allow -Allowance Rate, # Mbrs wlo Allow CNCS Share I Grantee Share Total Amount
Full Time (1700 hrs); 12 Member(s) at a rate of 9984 each 85,536 34,272 119,808
Members W/O allowance 0
Half Time (900 hrs): 0 Member(s) at a rate of 0 each 0 0 0
Members W/O allowance 0
Reduced Half Time (675 hrs): 0 Member(s) at a rate of 0 each I o I 0 0
Members W/O allowance 0
Quarter Time (450 hrs): 0 Member(s) at a rate of 0 each 0 0 I 0 I
Members W/O allowance 0
Minimum Time (300 hrs): 0 Member(s) at a rate of 0 each 0 0 I 0 I
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BudgetNarrative for 03AC037011
~... -=-
Page 4 of5
Members W/O allowance 0
2nd Year of 2,Year Half Time: 0 Member(s) at a rate of 0 each
Members W/O allowance 0
o
o
o
CATEGORY Totals
85,536
34,272
119,808
B. Member Support Costs
Purpose -Calculation
CATEGORY T
CNC5 Share Grantee Share Total Amount
1, 497 1,737
1,892 736 2,628
8,047 3,129 11 ,176
11 ,179 4,362 15,541
38,634 135,349
embers: .0145 of "salary" for Medicare. Because of association
e they are eleigible for alternative to Soc. Sec. withholding.
month
, Compensation: Acordia of Ohio rate of $18.25 per member per
Health Care: Using SRC figured at $1397 per year per member x 8 members.
Budgeted only for 8 because our members are typically students who otten
decline the insurance.
SECTION Totals
Section III. Administrative/Indirect Costs
A. Corporation Fixed Percentage
Item -Calculation
CATEGORY Totals
CNCS Share Grantee Share Total Amount
4,421 17 ,186 21,607
1,521 I 0 1,521
5,942 I 17,186 23,128
Corporation Fixed Amount: The most recent Provisional Indirect Cost Rate for
St. Petersburg College is 41.3%. College will claim only a little less than 3% of
CNCS funds spent and donate the difference as inkind. Also includes Admin
Inkind from the Clearwater PO of $5,837
Commission Fixed Amount: (12,800 * 12FTE) - ($12,800 *12FTE/1.01)
B. Federally Approved Indirect Cost Rate
Calculation ,Cost Basis ,Cost Type ,Rate - Rate Claimed
CNCS Share Grantee Share
Total Amount
CATEGORY Totals
o 0
o
BUDGET Totals
17,186
SECTION Totals
23,1
115,485
Source of Funds
Section
Description
Cash match of $5,596 and in kind from St. Petersburg College and the
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.. 1
Clearwater Police Department of $53,719. Additional in kind donations of
Section I. Program Operating Costs training from AmeriCorps Hillsborough Reads, and Pinellas County
Schools valued at $350.
Section II. Member Costs Cash match from the Clearwater Police Department and St. Petersburg
College of $38,634.
Section III. Administrative/Indirect Costs In Kind match from St. Petersburg College and the Clearwater Police
Department totalling $17,186.
I
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ATTACHMENT III
Key Changes to 2003 AmeriCorps Provisions
Section A - Definitions
This section was revised to add the following definitions:
(6) Community beneficiaries
(8) End-Outcome Indicators
(9) Evaluation
(10) Faith-based organizations
(13) Intermediate-Outcome Indicators
(18) Output Indicators
(20) Performance Measures
Section 2 - Affiliation with the AmeriCorps National Service Network
This section added language to clarify that a grantee may not use or display the AmeriCorps logo
in connection with any prohibited activity.
Section 5 - Fundraisine:
(a) Approved Member Activities - This section was revised to provide clarification on
allowable member activities related to fundraising.
(b) Prohibited Member Activities - This section was added to provide guidance on
prohibited member activities related to fundraising.
Section 6 - Elie:ibilitv. Recruitment and Selection
(a) Eligibility to Enroll - This section was updated to reflect the current reference in the
definition section of a member.
(d) Reasonable Accommodation - This section was revised to reflect the name change of The
President's Committee on Employment of People with Disabilities. The new name is
The Office of Disability Employment Policy of the u.s. Department of Labor. The web
address has changed. The current web address is www.ian.wvu.edu.This section also
deleted the sentence, "By statute, only subtitle C Competitive State and National Direct
AmeriCorps Programs may use these funds." Not only are Competitive State and
National Direct AmeriCorps Program eligible to use funds to support reasonable
accommodation, but so are AmeriCorps State Formula Programs.
Section 8 - Terms of Service
(c) Notice to the Corporation's National Service Trust - This section was revised to include
that the grantee must notify the Corporation's National Service Trust within 30 days upon
entering into a commitment with an individual to serve in an AmeriCorps program.
(d) Member Enrollment Procedures - This section was added to provide guidance and
clarification on when a commitment has been made to an individual to serve and when a
member is enrolled in AmeriCorps. Additional guidance is provided on the process of
entering into a commitment with an individual and enrolling an individual in
AmeriCorps.
(e) Notice to Childcare and Healthcare Providers - This section has been revised to move the
requirements for notifying childcare and healthcare providers when a member's status
changes from (d) to (e).
" .
(t) Changing Member Status - This section was revised to include that the grantee must
obtain prior written approval from the Office of Grants Management for a change in the
number of slots in the grant and a change in the funding amount of the grant. The grantee
may no longer convert filled or unfilled AmeriCorps slots; however, the grantee may
request slot corrections through WBRS, which must be approved by the Corporation.
(g) Changing Slot Types (Unfilled Positions) - This section clarifies that a grantee or sub-
grantee may change the type of slots awarded to their program with prior approval from
the Corporation's Office of Grants Management if the change does not increase the total
number of slots or the total number of FTEs authorized in the Notice of Grant Award.
(h) Changing Term of Service (Filled Positions) - This section was revised to include
clarification that changes in terms of service may not result in an increased number of
slots or FTEs for the program.
Section 11- Livine Allowances. Other In-Service Benefits and Taxes
(h) Federal Work Study - This section has been revised to conform to the upcommg
regulation changes.
Section 14 - Member Records and Confidentiality
(b ) Verification - This section has been revised to comport with Grants Management
Guidance 02-02 issued in August 2002 regarding documentation of member eligibility
and member record retention.
Section 15 - Budeet and Proerammatic Chanees
(a) Programmatic Changes - This section has been revised to clarify that State Commissions
are responsible for approving programmatic changes for state formula programs.
Section 16 - Reportine Requirements
(a) Financial Status and Progress Reports
i. Financial Status Report - This reporting period covered for the FSR due April 30th
has been revised to cover the start of the grant through March 31
11. Progress Report - The due date has been changed. The new due date is the first
Monday in December 2004 for the period October 1, 2003 through September 30,
2004.
Section 18 - Performance Measurement and Evaluation
This section has been revised to move the requirements for performance measurement and
evaluation from Section 35 (a) - (d) to Section 18 (a) - (t). Further, this section adds guidance
on basic requirements for performance measurement for all AmeriCorps programs as well as
Performance Measurement Requirements for Competitive versus Formula-type Programs.
(a) Performance Measurement - This section adds guidance on basic requirements for
performance measurement for all AmeriCorps programs.
(b) Performance Measurement Requirements for Competitive versus Formula-type Programs
- This section was added to clarify the performance measurement requirements for
competitive versus formula-type programs.
(c) Changes to Negotiated Performance Measures - This section adds guidance on when
Grantees should request changes to negotiated performance measures.
Final, July 2003
2
, -
Section 32 - The Office of Inspector General
This section was added to provide guidance on the role of The Office of Inspector General and
when a grantee should contact that office.
Final - July 2003
3
~
Attachment IV
AmeriCorps
Monthly Report
Month & Year Reporting
Program Name:
Operating Site Number:
Submitted by:
Telephone Number:
Members:
Number
Allotted
Number
Enrolled to Date
I I
Service Hours -
Month
Service Hours -
Year-to-Date
Full time I
Part time
Number used
this Month
Number used
Year-to-Date
Service Hours - Service Hours -
Month Year-to-Date
Volunteers:
Progress Made Toward
Meeting Objectives:
Exoeeded Expeotations I
Met Expectations
Below Expectations
Community Service
(Getting Things Done)
Community
Strengthening
Member Development
~ Based on each of your program objectives, please describe any special events, issues, concerns,
successes, or recognition experienced by your program or the members this month. Attach
copies of news articles, reports, awards, etc. as you think appropriate.