PARTICIPATING AGENCY AGREEMENT - AMERICORPS PROGRAM - CLEARWATER POLICE DEPT
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 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 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. (13 of the 24
full time, and 4 of the 8 part time AmeriCorps members will be assigned to the
Clearwater component of the project.) The total cost for these budget categories
is $257,879. CPD has made a commitment to provide $36,146 toward the cash
match requirement for FY 2003 (January 1, 2003 - December 31, 2003). 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 du~ies 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 $36,146 irr cash match, the
CPD will donate office space, supplies, and furniture for the Project Activities Specialist,
a Board grant-funded. employee; the use of dep-artmental 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 designate a liaison, who will act as an administrative link to the program and serve
on the AmeriCorps Pinellas Advisory Board.
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
Activities Specialist to be housed at the CPD to manage the activities of the AmeriCorps
members, and coordinate with CPD personnel and the Board's other AmeriCorps project
staff.
The cash match must be provided to the Board within 30 days ofthe 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
Tallahassee Community College (fiscal Agent for) Florida Commission on Community
Service, effective January 1, 2003, 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 oftheir respective duties hereunder.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
as of the dates hereinafter stated.
yY~sses as to the Board ,
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APPROV D
AS TO FOR CONTENT
Approved by'
On:
Witnesses as to the City of Cle
BOARD OF TRUSTEES OF
ST. PETERSBURG COLLEGE,
FLORIDA
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College President & Secretary,
Board of Trustees
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Date:
CITY OF CLEARWATER,
CLEAR \V A TER POLICE DEPT.
BY _Y/~
Sid Klein,
Chief of Police
Date:
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AMERICORPS PINELLAS PROGRAM PARTICIPATING AGENCY AGREEMENT
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B Ian . Aungst e?/
Mayor-Commissioner
CITY OF CLEARWATER, FLORIDA
By: ~......'B.I4~JI:
William B. Horne II
City Manager
Approved as to form:
Attest:
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Cyn ia E. GD:l:ideau
City lerk .
Robert J. rette
Assistant ity Attorney
EXHIBIT A
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CLEARWATER
POST OFFICE Box 4748, CI.EAR\l;'ATER, FLORIDA 33758-4748
CLEARWATER POLICE DEPARD1E\'T, 645 PIERCE STREET, CLEAR\l;'ATER, FLORlDA 33756
TELEPHONE (727) 562-4336
November 30,2001
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OFFICE OF THE CHIEF
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ASSOCIA!'f PRU;JSr
SPIC - .ALLST A iE
Mr. James C. Brock
Southeastern Public Safety Institute
St. Petersburg College
P.O. Box 13489
St. Petersburg, Florida ~3733
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
~'T" p.' residents and their problems and needs.
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_.. _ j,J)/:J<f!reCo.r1i$1l ,SeEHor the AmenCorps project for IT 2003. The department also commlts to assisting
-- tin the development of recruitment st.ategies to employ interested pa..-ticipants 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
AmeriCorps program.
Sincerely,
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SID KLEIN
Chief of Police
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EXHIBIT B
2002-2003 STAL~DARD CONTR.\CT '
Contract OOASCFLOIOIOOl
This agreement is made BETvVEEN
The Florida COIDmission on Community Service
444 Appleyard Drive
Tallahassee, Florida 32304
referred to herein as the "Commission"
A."NTI
St. Petersburg College
3200 34th Street South
St. Petersburg, Florida 33733
referred to herein as the "Provider"
The provider, to be comnionly referenced as "AmeriCorps Pinellas," will utilize AmeriCorpS
members to actively support and expand community policing, public safety initiatives, and '
correctional/rehabilitative educational activities for youth and adults. In consideration ofthe initial
or continued contracted services by the Commission and of the advantages and benefits received
by the Provider by virtue of such relationship, 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 hereto agree as follows:
1. 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. Program Name. The Provider may not change the program name without the prior
written approval of the Commission.
C. Program Objectives
1. Getting Things Done - All AmeriCorps Pinellas members will support local law
enforcement's crime watch efforts so that by year's end 9 crime watches will be
strengthened with 180 new participants as shown through attendance rosters or
verified by community police or school resource officers.
2. Getting Things Done - 6 AmeriCorps Pinellas members assigned to the
Clearwater team will eliminate 300 simple code violations through patrols
throughout Clearwater on a weekly basis resulting in an overall improvement in
the physical conditions of neighborhoods as documented by the Clearwater
Community response team.
3. Getting Things Done - All AmeriCorps members will provide on-going support
services such as tutoring, mentoring, and supervision to 160 at-risk children in
neighborhood programs (in and after school) so that 75% show an increase in
resiliency as documented by interviews or child surveys.
4. Member Development - All Am eriC orps members will increase their
understanding of the community by expanding their knowledge of community
agencies and their function/services through service assignments or training
demonstrated by testing at three intervals during the year.
5. Member Development - All AmeriCorps members will be given the opportunity
through service assignments to receive on-going mentoring from community
policing officers, deputies, or school resource officers so that 90% increase their
professional knowledge in the field of community policing per self and mentor
assessments.
6. Strengthening Communities - All AmeriCorps members will help organize
neighborhood events or projects in collaboration with other community groups
that bring community residents together and through which 2000 residents are
provided safety services or information as evidenced by attendee counts and lor
support letters to verify resident count and benefits from co-sponsoring agencies
7. Strengthening Communities - All AmeriCorps members will promote
volunteerism in local communities by engaging a total of 200 community
volunteers in AmeriCorps initiated projects resulting in the provision of at least
1000 volunteer service hours as shown on volunteer sign in sheets/rosters.
8. Strengthening Communities - All AmeriCorps members will organize or help
coordinate a corps-wide total of 8 community service beautification projects
which improve the appearance of local communities as evidenced by photographs
of projects sites and/or thank you letters from beneficiaries.
9. Getting Things Done - All members assigned to the Pinellas County Sheriffs
Office (up to 6) will contribute to the rehabilitation of juvenile detainees in the
Boot Camp and Transition Programs by tutoring each class (3 full 4 month classes
per year and up to 100 juveniles) for at least 2 sessions per week contributing to
an average improvement in at least one subject of 1 grade level as evidenced by
teacher evaluations or recruit pre and post test results. ..
10. Getting Things Done - All members assigned to the Pinellas County Sheriffs
Office (up !o 6) will provide instruction in rehabilitative, life ~kil1s programming (
project New Attitudes) 2 times a week to adult inmates of the Pinellas County Jail
resulting in' 50% of the estimated 144 participants reporting that they benefited
from the sessions on participant surveys.
11. Getting Things Done - AmeriCorps Members (up to 17) assigned to the
Clearwater police Department will implement volunteer safety patrols of area
parks another public spaces at least 6 times per week resulting in residents
reporting a sense of safety in and around these areas for the times patrolled as
documented by surveys of park users and area residents.
12. Getting Things Done - All AmeriCorps Members will help organize, arrange, or
present 18 crime prevention or safety education sessions attended by 450
residents resulting in 80% (360) of those attending indicating or demonstrating an
increase in personal safety, or home and neighborhood crime prevention
knowledge as evidenced by pre/post session tests or questioning, partIcIpant
evaluations, or skills tests administered by AmeriCorps Pinellas members. At
least 12 of the 18 safety education sessions will be directed at youth, and at least
300 of the total participants will be youth.
Objectives may be revised only with a formal contract amendment.
D. 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 mIrumum of
fifteen percent (15%) of the total for AmeriCorps Member costs.
b. The Provider must provide matching funds (cash) and/or in-kind contributions
totaling a minimum of fifty percent (50%) of the total for all other costs.
2. Budget Revisions. The Commission must be notified of all changes and the
purpos~s .of changes to the budget. The Commission reserves th~ 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.
E. Reporting
1. Internet Access. The Provider agrees to provide the AmeriCorps Program
Internet access and e-mail capability.
2. Monthly Progress Reports. All first year AmeriCorps programs ro;:e 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 - March 2003, due April 30, 2003;
b. April - hme 2003, due July 31, 2003;
c. July- September 2003, due October 31, 2003;
d. October - December 2003, due February 15, 2004.
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 - March 2003, due April 15, 2003;
b. April- June 2003, due July 15,2003;
c. July - September 2003, due October 15, 2003;
d. October- December 2003, due February 15, 2004.
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$500.00 or more bought with funds provided through this contract. This
property listing must include a description of the property, model number, serial
number, date of acquisition, cost, inventory number and information on the
location, condition, transfer, replacement or disposition of the property. The
Commission reserves the right to retrieve, upon termination of this contract, any
and all equipment and furniture purchased with funds provided through this
contract, or to receive repayment for funds provided through this contract used in
the purchase or any portion of such equipment or furniture.
10. Audits. The Provider agrees to provide the Commission financial and
compliance audits of the Provider with the management letter within ninety (90)
days of the end of the Provider's fiscal year and to ensure that all related party
transactions are disclosed to the auditor.
11. Other Reports. The Provider agrees to provide other reports Cl$ may be requested
by the Commission by an established deadline.
F. Staff Recruitment and Responsibilities
1. 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 (1) Program
Director to be responsible for the overall management of the program.
2. The Provider will hire and maintain two (2) Project Activity Specialist, to be
responsible for insuring the impl~entation of program objectives within the
targeted communities.
3. The Provider will hire and maintain one (1) Secretary (50%), to be responsible for
providing clerical support to the program director.
G. AmeriCorps Member Recruitment and Responsibilities
1. Recruit a minimuin of twenty-four 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 $9600.00 per term of service.
2. Recruit a minimum of eight (8) members into half-time service. The provider will
recruit Members who are representative of the community served as possible.
3. The Provider agrees to implement a recruitment plan for Persons with Disabilities
that will be approved by the Commission.
4. 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.
5. 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.
6. A Member Change of Status Form must be completed via WBRS for each
Member for the following conditions:
a. 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.
7. A National Service Trust End of Term of Service/Exit Form must be completed
via WBRS for each Member upon completion of herlhis term of service. The
program should keep a hard copy in a member file.
8. 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.
H. Volunteer Recruitment and Responsibilities. The Provider will recruit a minimum
of two-hundred (200) volunteers from the targeted communities.
1. 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 andlor 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 of person(s) responsible for member supervision and verification
of member service hours;
c. description of prohibited member activities; and
d. other supervision or programmatic responsibilities.
4. 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 l\'litigation. 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. V ohmteers 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 assistance
anywhere 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 vohlllteers to
FEMA, DCA or DEM for purposes of Chapter llO(IV) F.S. Requests for disaster
preparedness, response, recovery and mitigation assistance will be made on behalf of
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 o(disaster may request
reimbursement from the Federal Emergency Management Age~cy. 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 commumtles 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; and
b. 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. disability awareness and sensitivity.
Other suggested topics are, but are not limited to:
a. team building;
b. conflict resolution;
c. career development;
d_ Life after AmeriCorps.
L. National Service Activities. The Provider will schedule and conduct ft at least one
direct service activity 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:
3. 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
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, the Commission on Community
Service". If the sponsorship reference is in written material, the words "Volunteer
Florida, the 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 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
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 s.403. 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.
V. Nepotism. No person may hold ajob or position with the Provider in which a
member ofhislher 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 ofthe 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. 30.
n. COl\llMISSION 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.
Ill. PROVIDER AND COMMISSION MUTUAL AGREEMENTS
A. Effective and Ending Dates. The contract shall begin January 1, 2003 and end
December 31,2003.
B. Contract Funding Amount. The maximum amount reimbursable under this
agreement is $338,181.00.
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 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
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. 1 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, Tallahassee Community
College 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), F AC, 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.
1. Notice and Contact.
1. The name, address and telephone number of the Commission's Program
Consultant for the contract is:
Vera Jones
444 Appleyard Drive
Tallahassee, FL 32304
(850) 921-5172
vera@volunteerflorida.org
2. 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
P.O. Box 13489
St. Petersburg, FL 33733
(727) 341-4493
moosel@spjc.edu
3. 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 N arrati ve
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.
PROVIDER COMl\'tISSION Tallahassee Community
Signed by: Signed by: College (as fiscal agent
for the Commission)
Signed by:
Signature Signature
Signature
Name Name
Name
Title Title
Title
Date Date Date
Attachment I
Amendment #
This amendment is made BETWEEN
The Florida Commission on Community Service
444 Appleyard Drive
Tallahassee, Florida 32304
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 OOASCFLOIOIOOl
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. TIlls 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 CO M.l\illSS ION Tallahassee Community
Signed by: Signed by: College (as fiscal agent
for the Commission)
Signed by:
Signature Signature
Signature
Name Name Name
Title Title Title
Date Date Date
AmeriCorps Pinellas 2003 Budget Narrative rev. 11.13.02
CNS IN- KIND CASH
FUNDS MATCH MATCH TOTAL
A. MEMBER SUPPORT COSTS
1. Living Allowance $165,888 $0 $64,512 $230,400
24 stipended Full-time members
( +8 pt. Ed. A ward only members)
2. Medicare 1.45% $2,406 $0 $935 $3,341
3. Workers' Compensation $4,444 $0 $1,728 $6,173
(Acordia of Ohio rate of $18.25
per month per full-time member and
$9.55 per mo. per part time member)
4. Health Care Insurance* $12,935 $0 $5,030
Federal plan for eligible members
at $1 ,265.34/yearlmember.
(NASCC Plan)
*We have not budgeted for health care insurance for all members because many
still live at home and are covered by their parents' insurance. Budgeted for 14.
$17,965
Subtotal Member Support Costs:
$185,672
$0
$72,206
$257,878
B. OTHER MEMBER COSTS
1. Training and Education
$0
$2,767
$0
$2,767
Members Orientation pre-service training will be provided in-kind by the partner
organizations and others. Based upon actual costs for orientation in 2001.
Classes: Ethics provided by RCPI $255; Intro to Community Policing
provided by RCPI $270; Disability Awareness provided by SPC $100;_
Working with children/Tutoring Training provided by AmeriCorps Hil1~borough
Reads $539; Cultural Diversity provided by Pinellas County Schools $605;
HIV awareness proviaed by SPC 5200; True Colors/Understanding Personalities
provided by SPC$250; and CPR provided by PCSO $548.
Grand Total $2,767
Subtotal Other Member Support Costs:
$0
S2,767
$0
$2,767
CNS
FUNDS
IN - KIND
MATCH
CASH
MATCH
TOTAL
C. STAFF (Directly Involved in AmeriCorps)
1. Salaries
a. Project Coordinator: 100% time S37,072 SO , SO $37,072
(aka Program Director, responsible for the overall administration of the program)
b. Project Activities Specialists: $57,886 $0 SO $57,886
2 positions responsible for direct supervision, assignment, development of 31
members. Ensure implementation of program objectives within targeted communities,
progress to program director (1st position@ $30,042, 2nd position @27,884)
Salaries differ due to prior work experience and tenure in position.
c. Secretary 50% of salary $9,871 $0 $0 $9,871
(provides clerical support to the program director, shared with another college dept.)
d. Law enforcement officers' time $0 $84,480 $0 $84,480
(guidance/mentoring AmeriCorps members for personal and professional development
est. 32 officers x 3 hrs./week x 44 weeks/yr. @ avg.$20 hr. * includes some benefits)
Subtotal Staff Salaries:
$104,829
$84,480
$0
$189,309
2. Benefits (29% of salary)
Subtotal Staff Training
$9,879 $0 $0 $9,879
$17,172 $0 $0 $17,172
$3,566 $0 $0 $3,566
530,618 $0 $0 $30,618
$0 $0 $0 $0
$0 $0 $0 $0
a. Project Coordinator
b. Project Activities Specialists
15t position at
c. Project Secretary
Subtotal Staff Benefits:
3. Training for Project Staff
Subtotal Staff:
$135,447
CNS
FUNDS
$84,480
IN- KIND
~lATCH
$0
CASH
MATCH
$219,927
TOTAL
D.OPERA.TIONAL
1. Travel
mileage to 4 PD meetings
$500
$0
$0
$500
2. Corpor;'ltion Sp()n~orf'cl j\iff'f'ting~
5~00
~n
so
S500
3. Supplies $1,920
$500 for pens, pencils, paper & misc. office
supplies and anv supplies necessarv to
u\.,J'IlI::,,,jJiU(S."U1U uGJ""'U'-='::> :"JVV ivi JujJ-';jJC::> 'lL llJC1110CllfC:llnl1Jg::>.
$7,475
$708
$10,103
Also includes member uniform materials
at $35 Imember CNS rate
4. Local Transportation $1,250 $13,167 $750 $15,167
Calculated at $.29 per mile, members and staff to project sites and training.
$1,250 is estimated cost of mileage reimbursement to staff based upon FY2000.
$13,167 Based upon FY 2001 in kind invoices from Police Departments.
$750 is allowance for cost of member mileage reimbursement for PCSO members
who have no access to departmental vehicles for assignments
5. Equipment $0 $1,464 $0 $1,464
Cost of A V equipment use during orientation and monthly member training
A V Equipment @ $6/hr per piece * 5 pieces (2TV, 2VCR, Overhead Projector)
for room 221 for (44 hours) = $1,320; and 3 pieces (TV, VCR, Overhead)
in Room 103 for 8 hours = $144. Equipment = $1,464
6. Other $3,040 $18,834 $300 $22,174
Rental/lease of3 pagers at $140 year; liability insurance
covering the program est. $1700 (not the college);
printing (brochures) $250, duplicating $700, recroitment advertising $200
film development $50. In-kind includes classroom use for training, figured at
$10 hour for classroom #221 for 44 hours = $440; $200 for use ofRm 103;
$32/day setuplbreakdown ofrooms for 7 days = $224,
office space at SPC ($2,470) and at partner offices ($15,500)
Subtotal Operational:
$7,210
$40,940
$1,758
$49,908
E. INTERL~AL EVALUATION
Internal evaluation/monitoring
$0
$0
$0
$0
Staff will conduct internal evaluation using tools developed by paid evaluator of
program 1996-1998 and revised as necessary. TT A provider will be used as needed.
Su btotal Internal Evaluation $0 $0 $0 $0
Su btotal C - E $142,657 $125,420 $1;758 $269,835
CNS IN - KIND CASY
FUNDS MATCH lYIA TCH TOTAL
F. ADMINISTRATION
College Indirect cost recovery $9,850 $28,611 0 38,461
3% of CNS funds will go to the college for indirect costs recovery. The college's actual
indirect cost rate as determined by Dept of Education is 29.7% of Salaries.
The difference between the 29.7% of salaries and 3% of the CNS
Funds will be considered in kind contribution to the grant, expected to be $21,284.
A l~o includes 5% of salarY/time and nenefits of involved personnel at police departments
and Shenft's Otllce lOr admmSU3uve SUPPOD, guidance, clencal
(varies by department) Total = $7,327
:::, Ul)lutl.ll AUJ11W!Slf'-llJU!j.
:J>y,i::l:JU
:J>:::'~,uu
~v
~J~,4()j
Su btotal C - F
S u btotaJ B -F
Total Program Budget A - F:
5152:506
5152,506
5338,178
$154,031
$156,798
$156,798
$1,758
$1,758
$73,964
$308,296
$311,063
$568,940
Budget PY 02/03 Attachment II
FROM:
00ASCFL0101001 Period Covered: 01/01103
Expenses: Commission Recipient Recipient Total Outlays
Federal Funds Cash In,Kind
Match Match
A. Member Support Costs:
'ofMem_ ~ 165,888 64,512 0 230,400
# of Members-HT 8 0 0 0 0
# of Members-RHT 0 0 0 0 0
# of Members..QT 0 0 0 0 0
# of Members,MT 0 0 0 0 0
Subtotal 165,888 64,512 0 230,400
FICA (7,65%) 2,406 935 0 3,341
Percentages: 1.45% 1.45% #DIV/OI
Worker's Compensation 4,445 1.728 0 6.173
Alternative Health Care 0 0 0 0
AmeriCorps Health Care 12,935 5.030 0 17,965
Other (Specify in Budget Narrative) 0 0 0 0
Su btotal: 185,674 I 72,205 I o I 257,879 I
Percentages: (CNS max. as'll.) 72% 28% 0%
(max,8S%) (min.15%)
B. Other Member Support Costs:
Training & Education 0 0 2,767 2,767
Other (Specify in Budget Narrative) 0 0 0 0
Su btotal: 0 0 2,767 2,767
Percentages: (CNS max. 67%) 0% 0% 100.,.
(max,67%) (min,33%)
C. Staff:
Salaries 104,829 0 84,480 189,309
Benefits 30,618 0 0 30,618
Training 0 0 0 0
Other (Specify in Budget Narrative) 0 0 0 0
Subtotal: 135,447 0 84,480 219,927
Percentages: 62% 0% J8%
D. Operational:
Travel 500 0 0 500
Corporation Sponsored Meeting 500 0 0 500
Supplies (including Service Gear) 1,920 708 7,475 10,103
Local Transporation 1,250 750 13,167 15,167
- Equipment 0 0 1.464 1,464
Other (Specify in Budget Narrative) 3,040 300 18,834 22,174
Subtotal: 7,210 1,758 40,940 49,908
Percentages: 14% 4'/0 a2%
E. Internal Evaluation I Monitoring: 0 0 0 0
Percentages: #DIV/O! #DIV/OI #DIV/OI
Subtotal B,E (in dollar amounts) 142,657 I 1,758 I 1 28,1 87 I 272,602 I
F. Administration:
Program may not exceed 4% of CNS funds 9.850 0 28,611 38,461
Total B,F (in dollar amounts) 152,507 I 1,7 58 I 156.798 I 311,063 I
Percentages: 49% 1 'f. 50%
Total A-F (in dollar amounts) 338,181 73,963 I 156,798 I 568,942 I
I
Attachment III
Kev Chanl!es ro 2002 AmeriCorps Provisions
Section 6 (h)-Criminal Records Check
This section was revised to <:liminate the language that criminal records documentation should be maintained in
member or employee files.
Section 7-Trainin2. Supervision. and Support
g) Performance Reviews - This section was revised to add the language requiring rhe grantee to keep a record of the
member's evaluation.
Section 8- Terms of Service
The definitions of half-rime, reduced half-rime, quarter,time, and minimum time members have been included. The
term less than full-time is used to describe these positions. The new definitions replace the old definitions
throughout the provisions.
The requirement that all reduced part-time members within a program must serve the same number of hours has
been eliminated.
Section II-Livin!:! Allowance. Other In-Service Benefits and Taxes
The term less than full time members is used instead of part-time members.
Section 12-Post Service Education Awards
A table showing rhe value of the education awards and the required hours for each type of member has been
included.
Section 14-:vtember Records and Confidentiality
a) Record Keeping _ This section has been revised to clarify and simplify record keeping requirements to
document member eligibility.
b) Verification _ This section has been added to clarify the types of documentation required to verify citizenship,
age, and high school education for member eligibility,
Section IS-Bud!:!et and Pro!!rammatic Chan!!es
The section has been revised to move the requirements for obtaining Corporation approval for budget transfers from
(a)(iv) to (b)(iv),
Section 16(a)-Repon:in!! Reauirements
The due date for progress reports has been updated, The new due dare is December 2, 2003,
Section lO-Responsibilities Under Gr::lnc .Adminiscration
a) Accountability of Grantee - This section was revised to require grantees to accurarely recbrd the service activities
and outcomes achieved under the grant. '
Section 26-Recention of Records
This section was revised to add program performance data to the list of n::cords that musr be retained.
Section 31_Supplementation. 'ion-Duplicacion :lnd 'ion-Displacemenc
(c) ii _ Prohibition on selecting an ~mployee for ;:arricipation
This prohibition has been eliminated to conform to ,he upcoming regulation changes.
Section 3S-Performance :Yleasurement and EV:lluarion
c) Independent Evaluation - Ttlis section was revised to encourage gnntees to obtain an independent evaluation
and [Q require it ifincluded in the budget.
d) Accountability for Results - This section WJS ;]dded to state that future ~unding may be contingent on
compliance with thiS so::ctlon Jnd s:llist'actory performance,
FINAL - JlJNE. 2002
Attachment IV
AllleriCorps
Monthly Report
Month & Year Reporting
Program Name:
Operating Site Number:
Submitted by:
Telephone Number:
Members:
Number
Allotted
Number
Enrolled to Date
f I
Service Hours -
Month
Service Hours -
Year-to-Date
Full time I
Part time.
Volunteers:
Number used
this Month
Number used
Year-to-Date
Service Hours -
Month
Service Hours-
Year-to-Date
r
Progress lVlade Toward
lVleeting Objectives:
Community Service
(Getting Things Done)
Community
S trengtherung
Member Development
Exceeded Expectations
Met Expectations
Below Expectations
.-
>- 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. -