AGREEMENT FOR OUT OF SCHOOL TIME PROGRAM - OSTr
AGREEMENT
Between
COORDINATED CHILD CARE OF PINELL.AS, INC.
and
City of Clearwater, Florida, Parks and Recreation Department
Out of School Time Program- (OST)
I. PURPOSE
Coordinated Child Care of Pinellas, Inc., hereinafter referred to as "CCC", and City of Clearwater,
Florida, Parks and Recreation Department hereinafter referred to as "Provider", enter into this mutual
Agreement, including all attachments referred to herein, for the period commencing June 3, 2009 and
extending through September 30, 2009.
II. STAFF
Provider agrees to employ staff, at its expense, to execute services provided in accordance with this
Agreement. Such individuals shall not be considered employees of CCC or the Juvenile Welfare Board The
Children's Services Council of Pinellas County (JWB), and are subject to the supervision, personnel
practices and policies of the provider. Unless otherwise approved by CCC, all staff shall meet qualifications
as stated and in accordance with approved program methodology job descriptions on file at CCC and any
approved revisions which are submitted for FY08-09 agreement year.
III. SERVICES
Provider agrees to deliver services as stated in the currently approved program methodology on file at
CCC; and to comply with General Conditions in Attachment 1; and to accomplish objectives stated in
Attachment 2 in accordance with recognized child welfare practices, as determined by CCC; and comply
with any Special Conditions listed in Attachment 3; and abide by budget as listed/approved in Attachment 4;
and comply with reimbursement schedule listed in Attachment 5.
IV. FUNDS
A. The budget detail and narrative for both CCC and other funds (if any) for accomplishing the above
stated services shall be as set forth in Attachment 4. CCC agrees to reimburse Provider at a daily
attendance rate of 16.02 per day for up to but not to exceed 58 care days for a maximum allocation
of 140 OST Summer program scholarship slots totaling a maximum earning potential of up to but
not to exceed $123,354 commencing June 3, 2009 and ending August 23, 2009 for services rendered
pursuant to this Agreement and in accordance with program attendance and eligibility requirements.
B. The budget detail and narrative for both CCC and other funds (if any) for accomplishing the above
stated services shall be as set forth in Attachment 4. CCC agrees to reimburse at a daily attendance
rate of 13.26 per day for up to but not to exceed 28 care days for a maximum allocation of 58 OST
Fall program scholarship slots totaling a maximum earning potential of up to but not to exceed
21,534 commencing August 24, 2009 and ending September 30, 2009 for services rendered
pursuant to this Agreement and in accordance with program attendance and eligibility requirements.
METHOD OF PAYMENT
A. CCC issues reimbursements in accordance with the schedule listed on Attachment 5 (or on the
preceding working day in case of a holiday). A request for bi-weekly reimbursements may be
considered with CCC prior approval and based on a documented need. Request for payment must be
accompanied by the appropriate documentation as prescribed by CCC.
B. Reimbursement payments cannot exceed maximum allowable reimbursement qualified to earn for the
current payment/reimbursement period.
C. Requests for advance funds may be made, consistent with CCC/JWB policy.
CCC-OST Agrccmcnt FY08-09 (Summcr-Fall)
Page 1 of 17
D. Provider agrees to return any disallowed funds pursuant to the terms of this Agreement that were
disbursed to the provider by CCC for FY08-09 commencing Oct 1, 2008 and ending September 30,
2009. Such funds are considered funds belonging to the Funder and will be remitted to CCC on behalf
of the Funder upon request in accordance with its instructions. CCC reserves the right to withdraw
funds through reverse EFT within five (5) days if overpayment of any type is made as applicable. In the
event that CCC utilizes reverse EFT to recover disallowed funds, CCC will make every effort to contact
the Provider prior to withdrawal of funds.
VI. TERMINATION
A. It is the intent of the CCC/JWB to assure a consistent and orderly delivery of children's services. It is
the further intent of CCC/JWB to terminate Agreements only in those situations where such action is
essential to protection of its interests and the interests of children, as determined solely by CCC/JWB.
B. In the event funds to finance this Agreement become unavailable, CCC/JWB may terminate the
contract upon no less than twenty-four (24) hours notice in writing to the Provider. Said notice shall be
delivered by certified mail, return receipt requested, or in person with proof of delivery. CCC shall
endeavor, whenever possible and consistent with its legal obligations and principles of prudent
management to provide 30 days notice for Termination for Lack of Funds. CCC/JWB shall be the final
authority as to the availability of funds and extension of notice beyond the minimum time herein stated.
C. In addition to the rights as set forth in paragraph VI. 2 above, this Agreement may be terminated by
CCC/JWB for any reason whatsoever upon twenty-four (24) hours written notice. Said notice shall be
delivered by certified mail, return receipt requested, or in person with proof of delivery.
E. The above provisions shall not limit CCC/JWB s right to remedies at law or to damages.
VII. COMMENCEMENT OF PAYMENT
Unless specifically authorized by CCC/JWB, payment for services rendered under this Agreement shall not
commence prior to the effective date of this contract.
IN WITNESS THEREOF, the parties have caused this two page Agreement including all accompanying
Attachments to be executed by their undersigned officials as duly authorized.
Coordinated Child Care of Pinellas, Inc
City of Clearwater, Florida, Parks and
Recreation Department
Authorized Representative
Print/Type Name: Doug Oakes
Title: Assistant Executive Director
tom.
Si ature
D
Date
CCC-OST Agreement FY08-09 (Summcr`Fall)
Authorized Repres n tive:
Print/type?lame .., :~
Title: L]• CC
Signature
'7/6/ 0
Date
Page 2 of 17
Countersigned:
Frank V. Hibbard
Mayor
Approved as to form:
0? Lx?
L ??l?
aura Lipowski Mahony
Assistant City Attorney
CITY OF CLEARWATER, FLORIDA
By: 7d W-??•1?e.^
William B. Horne, II
City Manager
Attest:
0-? 0a'a"
Cynthia E. Goudeau
City Clerk 00.. 1
___.._ _
CCC-QST Agreement FY08-09 (Summer-Fall)
Page 3 of 17
ATTACHMENT 1
GENERAL CONDITIONS OF THE AGREEMENT
1. Aareement Revisions & Modifications
A. This Agreement and its attachments constitute the contractual relationship between the Provider and
CCC. If there is any discrepancy between program-related documents, this contract preempts all
other documents. No amendments to this Agreement or its attachments may be made without the
prior written approval of CCC and Provider, except as may be provided in General Condition #4.
B. CCC reserves the right to waive requirements of the General Conditions or any and all Attachments
to this Agreement where warranted by special circumstances.
C. Emergency problems with availability of funding may result in temporary or ongoing reductions after a
minimum of twenty-four (24) hour written notice. JWB and/or CCC will be the sole and final
authorities as to the availability of funds for this Agreement.
2. Fiscal Responsibility- Provider agrees:
A. To maintain books, records and documents in accordance with generally accepted accounting
procedures and practices which accurately and appropriately reflect all expenditures of funds listed in
Attachment 4.
B. That all financial records and supporting documentation shall be subject at all times to inspection,
review, or audit by CCC and/or JWB personnel or CCC/JWB duly authorized agent.
C. To maintain and file with CCC in a timely fashion reports related to services provided under this
Agreement.
D. To retain all financial records, supporting documentation, statistical records, and any other
documents pertinent to this Agreement for a period of five (5) years after termination of this
Agreement. If an audit has been initiated and audit findings have not been resolved at the end of five
(5) years, all records shall be retained until resolution of audit findings.
E. Payments During Disaster Recovery: CCC/JWB agrees to support previously approved funded
programs unable to provide normal services for a period of at least 60 days after a disaster has been
declared, provided the program agrees to comply with requests of CCC/JWB and the Human
Services Disaster Recovery Leadership Network Task Force. The Provider will submit to CCC a
copy of the agency's current contract year Continuity Of Operations Plan (COOP) within thirty days of
the effective date of this agreement.
3. Audit and Management Letter
A. The Provider agrees to submit to CCC an independent audit of the financial statements of the entity
in its entirety and any accompanying management letter(s) immediately upon receipt by the
Provider's board, but within a period not to exceed 120 days of the close of the agency's fiscal year.
The audit must be performed by a firm licensed to perform audits in the State of Florida and
conducted in accordance with generally accepted auditing standards and standards established by
the American Institute of Certified Public Accountants. The audit will separately identify CCC/JWB
revenues, fees and donations, and expenditures by the CCC program under this agreement.
B. The provider's auditor shall not provide any non-audit service to an issuer contemporaneously with
the audit, including: (1) bookkeeping or other services related to the accounting records or financial
statements of the audit client; (2) financial information systems design and implementation; (3)
appraisal or valuation services, fairness opinions, or contribution-in-kind reports; (4) actuarial
services; (5) internal audit outsourcing services; (6) management functions or human resources; (7)
broker or dealer, investment adviser, or investment banking services; (8) legal services and expert
services unrelated to the audit.
4. Other Financial Support
CCC-osT Agrccmcnt Fv08-09 (Summer-Fall)
Page 4 of 17
A. Provider will report within fifteen working days any changes in other non- CCC/JWB revenue that
relates to this program as they occur during the agreement year.
B. CCC/JWB funds will not be used for expenditures also funded by other sources.
C. Generally, CCC/JWB encourages use of its funds as financial match for securing funds from other
sources. However, in such instances Provider is required to obtain prior approval from CCC.
D. Revenues earned in CCC/JWB funded program must remain in the funded program, as a condition
of funding.
5. Program Monitoring
A. Provider agrees to submit progress reports and other information as may be prescribed by
CCC/JWB and to cooperate in site visits and other on-site monitoring including, but not limited to,
access to sites, staff, fiscal and participant records, and logs and the provision of related
information.
B. Provider is responsible for entering all program, fiscal, and all other required data into SAMIS.
Program staff will adhere to SAMIS Business Rules and all staff who have any responsibility
(supervisory or direct) for SAMIS data entry will be trained in SAMIS within sixty (60) calendar days
of hire. The Provider will notify the SAMIS Help Desk immediately (maximum of 48 hours) when a
staff person's access to SAMIS must be inactivated due to the reasons outlined in SAMIS Business
Rules.
C. Provider agrees to cooperate with CCC corrective action policy and procedures. Provider agrees to
provide CCC/JWB representatives access, without presence of the Provider supervisor, to staff or
program participants during any monitoring with or without advance notice.
D. Programs charging a fee for services supported by CCC/JWB funding in this program must forward
a copy of the fee schedule to CCC.
E. Governmental entities are exempt from fiscal and personnel file review.
6. Board Members and Meetin s
Within 30 days of the effective date of this Agreement, Provider will submit to CCC a calendar of
scheduled Board meetings for the current fiscal year. Approved Board minutes and an updated list of
Board Members shall be submitted to CCC within thirty calendar days of approval.
7. Nondiscrimination
Programs receiving funding from the CCC/JWB shall not discriminate against an employee, volunteer, or
participant of the provider on the basis of race, color, gender, religion, national origin, citizenship,
disability, marital status, or age except that programs may target services for specific participant groups
as defined in the application. Additionally, agencies receiving funds shall demonstrate the standards,
policies, and practices necessary to render services in a manner that respects the worth of the individual
and protects and preserves the dignity of people of diverse cultures, classes, races, religions, and ethnic
backgrounds.
8. Publicizing of JWB Su ort
Provider agrees to identify JWB support on its letterhead, agency newsletter, and other printed materials,
and to utilize every reasonable opportunity to publicize the support received from JWB.
9. Publications
Provider agrees to supply CCC, without charge, up to three (3) copies of any publication developed in
connection with implementation of programs addressed by this Agreement. Such publications will state
CCC-OST Agreement FY08-09 (Summer-Fall)
Page 5 of 17
that the program is supported by JWB. Provider agrees that CCC/JWB will have unlimited use of
copyrighted materials developed under this Agreement.
10. Assignments and Subcontracts
Provider shall not assign the responsibility of this Agreement to another party nor subcontract for any of
the work contemplated under this Agreement, unless so specified in Attachment 4, without prior written
approval of CCC. No such approval by CCC of any assignment or subcontract shall be deemed in any
event or in any manner to provide for the incurrence of any obligation by CCC addition to the total dollar
amount stated in this Agreement. All such assignments or subcontracts shall be subject to the conditions
of this Agreement and to any conditions of approval that CCC shall deem necessary.
11. Confidential Information
Provider shall not use or disclose any information which specifically identifies a recipient of services
under this Agreement, and shall adopt appropriate procedures for employees' handling of confidential
data with the following exceptions: a) such information may be revealed as may be necessary to
implement General Conditions 2 and 5; b) such information may be revealed as may be necessary
pursuant to applicable federal, state, or local law and related regulations; and c) such information may be
revealed with the written consent (authorization) of the recipient, or the recipient's responsible parent or
guardian, where authorized by law. The provider is responsible to adopt appropriate policies,
notifications, authorizations, and other relevant information that allows for the sharing of confidential
information.
12. Return of Funds
Provider agrees to return to CCC any overpayment due to unearned funds or funds disallowed pursuant
to the terms of this Agreement that were disbursed to Provider by CCC, and such funds shall be
considered CCC/JWB funds and shall be refunded to CCC/JWB in accordance with its instructions.
13. Special Situations
Provider agrees to inform CCC in a timely manner of any circumstances or events which may reasonably
be considered to jeopardize its capability to continue to meet its obligations under the terms of this
Agreement. This includes the reporting of any critical incidents, including anything that may reflect
negatively or critically upon CCC. Specifically, the Provider shall notify CCC immediately upon
knowledge of any incident resulting in the injury to a program participant. Within 24 hours, the Provider
must submit a completed Incident Report to CCC with full details and disposition of the incident. In
addition, the Provider shall notify CCC immediately upon knowledge of any action or incident involving
agency staff or volunteers that could potentially jeopardize the terms of this Agreement which includes
misconduct, malfeasance during working hours, or any conduct that results in the arrest of a staff
member or volunteer after hours.
14. Provider Staff Membership on Board
Provider agrees that provider staff shall not serve as members of the Provider's governing board.
15. Waiver
CCC reserves the right to waive requirements of this Agreement and General Conditions where
warranted by special circumstances.
16. Agency & Program Data Maintained In 2-1-1 Database
Provider agrees to maintain accurate and up-to-date agency and program data in the 2-1-1 Tampa Bay
Cares database. The Provider will review and update (as necessary) this data at least once annually.
The Provider will list data for newly funded program(s) within thirty (30) calendar days of the date that
CCC funds the program. This requirement applies to all programs accepting 2-1-1 referrals.
17. Funded Agency Staff Background Checks
All staff involved in a program funded by CCC/JWB are required to undergo a national background check
that includes fingerprinting. This requirement applies to employees regardless of the funder supporting
the position and all volunteers who may interact with youth. The Provider's policy and practice must
CCC-OST Agreement FY08-09 (Su nmer-Fall)
Page 6 of 17
provide for adequate protection.
18. Youth Worker Trainin
BEST training for year round staff working directly with youth (ages 11 to 17) is required. The Provider
must have a CCC-approved plan to ensure full compliance by 9/30/2010.
19. Link to JWB's Websites
Providers with an agency website will include links on their website to the JWB website
(www.jwbpinellas.org) and JWB's About Pinellas Kids website (www.aboutpinellaskids.org) including the
respective logos.
20. Dru -Free Workplace
As applicable, the Provider will comply with the Drug-Free Workplace Act, Section 440.101, Florida
Statutes.
21. Public Entity Crimes
Per Section 287.133, Florida Statutes, a person or affiliate who has been placed on the convicted vendor
list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods
or services to a public entity, may not submit a bid on a contract with a public entity for the construction or
repair of a public building or public work, may not submit bids on leases of real property to a public entity,
may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a
contract with a public entity, and may not transact business with a public entity in excess of the threshold
amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of
being placed on the convicted vendor list.
22. CCC/JWB Policies and Procedures
Provider agrees to follow all CCC/JWB policies and procedures which are incorporated into this
Agreement in their entirety. Said policies include, but are not limited to, all CCC/JWB Board policies,
funding policies, SAMIS business rules and policies that may be promulgated by CCC/JWB within its sole
discretion from time to time. CCC/JWB reserves the right to change these policies with no prior notice
from time to time within its sole discretion and it is the responsibility of the provider to be in compliance
with all CCC/JWB policies and procedures at all times.
23. Insurance, Public Liability, Bodily Injury, and Property Damage
The Provider will procure, pay for, and maintain, throughout the period of this Agreement, on behalf of the
Provider, CCC/JWB, the following insurance coverage with responsible companies, eligible to do
business in the State of Florida, acceptable to CCC/JWB:
Commercial General Liability for premises and operations of the Provider including Personal Injury and
Contractual for this Agreement, with CCC/JWB as an additional insured for the operations of the
Provider, with limits for Bodily Injury, Property Damage and Personal Injury of not less than:
Each Occurrence $1,000,000
Personal Injury $1,000,000
General Aggregate $1,000,000
Products & Completed Operations $1,000,000
Fire Legal Liability $50,000
Automobile Liability Insurance for the Provider's operation, maintenance and use of owned, non-
owned, hired, and leased automobiles, with the interest of the CCC/JWB included as an insured, with
limit of not less than:
Bodily Injury & Property
Damage Liability
$500,000 each accident
$500,000 each accident
The Provider will submit to CCC a certificate of insurance which describes the insurance maintained by
the Provider. The certificate will state that the insurance company will not cancel the insurance except
on 15 day's prior written notice to CCC.
CCC-OST Agreement FY08-09 (Summer-Fall)
Page 7 of 17
24. Indemnification
The Provider will indemnify and hold harmless the CCC/JWB, its agents, and employees from and
against any and all liabilities, claims, judgments, or actions including court costs and attorney's fees that
may hereafter at any time be made or brought by anyone on account of any personal injury, property
damage, loss of monies, civil rights violation, or discrimination allegedly caused or occurring in whole or
part by any breach of contract; negligent, wrongful or intentional act or omission; or used on any acts of
fraud or defalcation of the Provider, its agents, employees, or subcontractors, during performance under
this Agreement. In no event will the Provider be liable for or have any obligation to defend CCC/JWB
against such liability, claims, judgments, or actions, including costs and attorney's fees, arising out of the
sole negligent acts of CCC/JWB. (Any required information/clause(s) in addition to this section as stated
above will be noted in Attachment 3 Special Conditions as applicable)
25. Attendance
A. Provider is required to maintain daily participant attendance records in accordance with CCC/JWB
established attendance policies/guidelines and enter participant attendance into SAMIS regularly and
before the 3nd of the following month. Provider will retain daily attendance records as supporting
documentation/back-up in accordance with record retention policy.
B. Provider is responsible for maintaining a sign-in/sign-out sheet on all participants attending their OST
program. Provider will maintain these records on site as supporting documents for attendance and
will have them available to review upon request. Provider will retain sign-in/sign-out records in
accordance with record retention policy.
C. Provider is required to have an attendance policy for their OST program in accordance with the CCC
OST Attendance Guideline and provide parents/guardians with a written copy of said policy.
26. Elloibility
A. Provider Understands Payment will be made only for those services specified in this Agreement as
authorized by CCC for participants who have been properly certified as eligible and authorized in
advance for CCC reimbursement. No payment can be made for those participants who have been
determined ineligible or for any unfilled/vacant OST allocated scholarship slot. The Provider agrees to
serve as a conduit for information between the participant(s) family and CCC when it is deemed in
the best interest of the participant(s)/family.
B. Provider is responsible for complying with policies, procedures and guidelines as established by
CCC/JWB related to OST eligibility determination, redetermination of scholarship, reinstatement,
enrollment, attendance and for timely notification of any changes to the above, to all applicable
parties, as appropriate and in accordance to established guidelines.
27. Geo ra hical Service Area
A. To provide quality Out of School Time Program services in Pinellas County, Florida for participants
who meet the eligibility and enrollment requirements of CCC/JWB whose parents/guardians have
chosen their facility.
B. Provider agrees whenever possible to maintain service sites which are accessible by public
transportation and convenient to the target participant zone in accordance with funder
requirements and geographical services identified in the Providers current approved methodology.
C. Provider will advise CCC of any requested changes made in service sites. The Provider agrees
that any site(s) change(s) will be submitted in advance to CCC for review and must be approved at
least ten (10) days in advance by CCC. Changes must be in accordance with Funder identified
participant zones and program methodology.
CCC-OST Agreement FY08-09 (Summa-Fall)
Page 8 of 17
ATTACHMENT 2
City of Clearwater
Charting the Course for Youth-OST
MEASURABLE OBJECTIVES & SERVICE LEVELS
FY08-09
(June 3, 2009 to September 30, 2009)
Participant Level Measurable Objectives (CDG)
All Primary Participants will be measured through the Measurable Objective reporting module in SAMIS within the
contract period. Measured is defined as each participant having all the appropriate administration points required
during the fiscal year based on the language of each Measurable Objective.
Service Component: General Youth Services (163)
Objective ID Objective Description Target Level %
2758 Increased Resiliency - Internal Strengths 70 %
Seventy percent (70%) of primary youth (ages 9 and over) will show significant
improvement in developing internal assets. Significant improvement is defined
as an increase of at least 7 points on the internal resiliency assets component
of the Healthy Kids Resilience Assessment (HKRA). For youth entering the
program at age 9 or older, they should be attached to the Service Component
and the HKRA will be administered within two (2) weeks of program entry and
each year on the anniversary date of program intake or at episode closure. For
youth who turn age 9 during the program year, they should be attached to the
Service Component and the HKRA should be administered within two (2)
weeks of their next anniversary date of intake and each year on their
anniversary date or at episode closure. Staff will enter data into SAMIS within
two (2) weeks of data collection. (CDG Summary)
2759 Increased Resiliency - External Support 70 %
Seventy percent (70%) of primary youth (ages 9 and over) will show significant
improvement in developing external assets. Significant improvement is defined
as an increase of at least 11 points on the external resiliency assets component
of the Healthy Kids Resilience Assessment (HKRA). For youth entering the
program at age 9 or older, they should be attached to the Service Component
and the HKRA will be administered within two (2) weeks of program entry and
each year on the anniversary date of program intake or at episode closure. For
youth who turn age 9 during the program year, they should be attached to the
Service Component and the HKRA should be administered within two (2)
weeks of their next anniversary date of intake and each year on their
anniversary date or at episode closure. Staff will enter data into SAMIS within
two (2) weeks of data collection. (CDG Summary)
Service Component: Summer Program (609)
Objective ID Objective Description Target Level %
2965 Increased Resiliency - Internal Strengths 70 %
Seventy percent (70%) of primary youth (ages 9 and over at the start of the
summer program) who did not attend the year-round program (participants are
summer only) will show significant improvement in developing internal resiliency
assets. Significant improvement is defined as an increase of at least 4 points
on the internal assets component of the Healthy Kids Resilience Assessment
(HKRA). The HKRA will be administered during the first week of summer camp
and during the last week of summer camp. Staff will enter data into SAMIS
within two (2) weeks of data collection. (CDG Summary)
2966 Increased Resiliency - External Support 70 %
CCC-OST Agreement FY08-09 (Summer-Fall)
Page 9 of 17
Seventy percent (70%) of primary youth (ages 9 and over at the start of the
summer program) who did not attend the year-round program (participants are
summer only) will show significant improvement in developing external
resiliency assets. Significant improvement is defined as an increase of at least
4 points on the external assets component of the Healthy Kids Resilience
Assessment (HKRA). The HKRA will be administered during the first week of
summer camp and during the last week of summer camp. Staff will enter data
into SAMIS within two (2) weeks of data collection. (CDG Summary)
Manual Measurable Objectives
Objective ID Objective Description
MMO-669 Eighty percent (80%) of primary youth will attend the after school program a minimum of 3 days
per week for the duration of the after school program. Program staff will take attendance daily
within the first two hours of program operation. Staff will enter data into SAMIS prior to submission
Contracted Service Levels
Failure to meet one or more of the Contracted Service Levels identified below may result in a reduction in the
funding allocation and service levels.
Participant Contracted Service Levels Case Data Gath
Primary Participants
Contracted Primary Youth Summer (Jun 3 -Aug 21, 09):
Contracted Primary Youth Fall: (Aug 24 - Sep 30, 09)
Contracted Primary Adults:
Total Contracted Primary Participants:
erer (CDG)
Baseline Data Collection
Baseline Data Collection
0
Baseline Data Collection
There are no Secondary Participants or Group Contracted Service Levels required in this agreement.
CDG (Case Data Gatherer): The module in SAMIS where information for the case, participant, episode, and the
measurable objective is entered and viewed.
CCC-OST Agrcomont FY08-09 (Summcr-Full)
Page 10 of 17
ATTACHMENT 3
SPECIAL CONDITIONS
1. General Condition #3 (Audit and Management Letter) is waived.
2. General Condition #6 (Board Members and Meetings) are waived.
3. General Condition #24 (Provider will have met General Condition #24 Insurance. Public Liability. Bodily Injury,
and Property Damage by submission of a formal letter from the municipality indicating self insurance and
summary explanation of that coverage).
4. Nothing herein shall be construed as a consent by the City of Clearwater Florida to be sued by third parties, or
as a waiver or modification of the provisions of Section 768.28, Florida Statutes or the Doctrine of Sovereign
Immunity. (Reference General Condition, paragraph 25).
5. Provider will submit an updated program methodology to CCC by close of business on August 14, 2009.
6.. Provider is required to collect Pinellas County School Board student ID numbers for all program participants
and enter in SAMIS.
CCC-OST Agreement FY08-09 (Summa-Fall)
Page 11 of 17
ATTACHMENT 4
BUDGET(S)
The provider will deliver services according to the budget(s) as listed in Form 1 through Form 2 on the following
page(s).
Budgets are to be submitted by the provider in accordance with CCC policies and procedures.
Provider may make budget amendments during the fiscal year in accordance with CCC forms and procedures as
delineated in the budget amendment approval procedures. Copies of these procedures are available from CCC
upon request.
NOTE: Reimbursement is attendance based and must be in accordance with established attendance
guidelines. Reimbursement may not exceed the maximum program allowable earned per qualified OST
allocated scholarship slot for the payment period being requested,
CCC-OST Agreement FY08-09 (Summer-Fall)
Page 12 of 17
COST-City of Clearwater-Charting the Course for Youth-CST
569.31 Professional Services $40,500 $40,500 32500+6625+1375
Professional
i
569.311
W Services/Workshops
? $0
- ? $0 =0+0
569.32
_
Accounting and Auditing
$0
$0 _ _
=0+0
569_321 Bank Services $0 $0 =0+0
569.33
Court/Legal Services
$0
$0 i
=0+0
r Contractual j
569.34 ices
j $0 $0 =0+0
569.35 Investigations R $0 $0 =0+0
569.4 Travel and Per Diem -- $0 $0 =0+0? - -
--
?
569.401 Conference so
- -- $0
-- --
?-
=0+0
569.402
Transportation
- -
$12,515
$12,515 -- J?
3000+5600+2415+1500
Communications- - ---?
569.41 Telephone $0 $0 =0+0
Communications-Lon---
569.411 Distance _ $0? -- -- $0 =0+0 _--`- -?? ,-
i
Communications- I
569.412 Postage and Shipping $0 $0 =0+0
569.41
_ Communication-Internet $0 $0
-_. _...--__ =0+0
!
-
156943 Utility Services
J
$0
_. _ _...__......
$0 - _
_
0+0
-
1569.431 Water/Sewer/Sanitation i $OI $0 - -- ---- --..._ - __
=0+0
Rentals & Leases
1
569.44 (Building & Land) $0
Rentals & Leases - $0 =0+0
569.441
569.45 Equipment $0
Insurance $0 $0
$0 =0+0
=0+0 -- - ---- -__ ?
Repair & Maintenance I
i
569.46 Services - Equipment $0 $0 =0+0
Repair & Maintenance -I
569.461 Services - Property $0 $0 =0+0
-- 1
Repair & Maintenance
I
569.462 Services - Grounds $0 $0 =0+0
(
569.463
569.47 Vehicle Repair and
Maintenance Services
Printing & Binding
?
T $0
$0
W - $0
=0+0
=0+0
-----_-
---
569.471 Copying & Binding__ $01 -- $0 ..-
=0+0 _-__?-_
- - -
155669..48 Promotional Activities $0, $0 =0+0
j
5? 69.481 Advertising $0 $0 =0+0 - -?--- ?v -I
569.493
- Match $0 =0
+0
569.494 Administrative Cost--
- $0 _ $0
? _
=0+0
R
P ?
?
569.495 esidential
er Diem $0 $0 =0+0
Page 13 of 17 _
- -
-
$16.02 x 140kids x 55 days = $123,354; $13.26
569.496 Day Program Per Diem $0 $0 x 58 kids x 28 days = $21,534
569`497 Day Program Subsidy ? $0 $0 =0+0
Day Program Hourly Uriit _
T
569.498 Cost $0 $0 =0+0
569.51 Office Supplies ' $700 $700 300+200+200
I 6300+1080+990+5400+3600+1080+1080+180
{ 0+3600+900+675+360+1125+360+450+450+2
569.515 Participant Expenses ; $34,035 $34,035 25+360+1800+2400
1600+400+600+1000+500+300+1000+60
569.52 Operating Supplies ' $8,000 $8,000 0+1600
569.521 Food & Nutrition $9,200 $9,200 400+400+500+500+200+200+300+5500+1200
569.54 Subscriptions $0 $0 -?-
569.541 Books $0 $0 =0+0
569.542 Dues & Memberships { $0 $0 =0+0
569.543 Educational Materials $0 $0 =0+0 I
569.544 Educational Training $0 $0 =0+0
569.59 Depreciation $0 _ $0 =0+0 ?•??-__...._.._?_?_._.___-___
j $0 $0{=0+0 -
1569. T Other/Miscellaneous
{ Machinery & Equipment
"569.64 (Capital Outlay) 1 $01=0+0
I
Books, Publications, and
Library Materials
569.66 (Capital) $0 $0 =0+0 i
UNIT
COST .. Case Management Units_L-_-__- $0 _- -_, $0 =0+0
COST Daily Per Diem Unit $0 - $0 =0+0 rt!
UNIT --- -- i--- __ ___ f
COST Family Counseling Units $0 $0 =0+0
UNIT-
COST Group Counseling Units $0 $0 =0+0
UNIT Health
COST Assessment/Screening $0 $0 =0+0
UNIT Individual Counseling
COST Units $0 $0 =0+0
UNIT
COST Parent Education Units $0 $0 =0+0
UNIT Unit Costs (New System _ ?- --
I
COST Units) j $0 $9=0+0
$104,950
$144,888
Page 14 of 17
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Part: clpant expenses
+ North Greenwood 90 participants Ross Norton 45 participants
Busch Gardens $70 $6,300 Arch/Chin $20.00 $900
Extreme Fun Center $12 $1,080 Kayaking $15.00 $675
Astro Skate $11 $990 Go Karts $8.00 $360
Islands of Adventure $60 $5,400 Buc Bay $25.00 $1,125
Wet n Wild $40 $3,600 Archery + $8.00 $360
Games Works/ Vertical Venture $12 $1,080 Ice Skatin $10.00 $450
Games Works/Vertical Venture: $12 $1,080 Lazer Tag $10.00 $450
Florida Aquariam $20 $1,800 Movies $5.00 $225
Adventure Island $40 $3,600 Archery $8.00 $360
Advnt Isla $40.00 $1,800
subtotal $24,930 subtotal $6,705
Total $34,035 $34,035
gffi_ce supplies
150 Notebooks / dividers x $2 = $300
Pencils/Pens/Paper/3x5 cards and holders = $200
8 x $25 Color Printer Cartridges $200
Total $700
Oneratlon
summer
200 T-shirts @ $8 1600
20 board games x $20 400
6 card tables x $100 600
Sports equipment 1000
Awards 500
Movies 20 x $15 300
Swim gear 1000
photo paper, supplies 600
sunscreen, first aid supplies ----400
Total $8,000.00
6400
Food
Summer
200 Hotdogs / 8 boxes of 50 hotdogs x $50 = $400
200 Hamburgers / 8 boxes of 50 hamburgers x $50 = $400
50 Pizza's @ $10 = $500
Ice Cream Sundae makings = $500
Chips / Potato Salad / Baked Beans = $200
Candy / Treats = $200
Chicken Wings for 1,000 = $300
Snacks $500/wk x 11 wks = $5,500
Total 9200
Fall
$800/site x 2 sites $1,600.00
Fall
Bowling, Skating
$8 x 60 kids x 5 wks $2,400
Educational supplies, back packs, paper, books, pens, glue, etc
Sports equipment
Fitness equipment
Fall
Snacks $100 wk/site x 2 sites x 6 wks = 1200
Transportation
RN-10 buses at average $300 each = $3000 Fall
NG-2 buses 7 field trips x $400 = $5600 + 2 field trips x $603.75 = $2415 van/bus rental $150 x 2 sites x 5 weeks = $1500
Total 12,515
ofessi n I rvi e
Clearwater Camp 2009 Youth Arts Corps
5.5 artists
Artist Salary and Fringe
Direct Service to Youth
25/hour x 15hrs/week x 10weeks
training, Meetings, Curriculum Development $20,625
25/hour x 20 hours
Fringe (total salary x 10.75%) $2,750
$2,217
Subtotal $25,592
Art Supplies
Greenwood $3,000
Ross Norton $1,000
Educational Supplies $500
Subtotal $30,093
Administration (8%) $2,407
TOTAL Project Cost $32,500
Total $40,500
Fitness/Nutrition Inst
RN
$25/hr x 15 hr/wk x 5 wks 1875
NG
$25/hr x 15 hr/wk x 10 wks $3,750
Supplies 100/wk x 10 wks 1000
6625
Fall
$25/hr x 4 hr/wk x 5 wks 500
supplies $25 wk x 5 wks 125
Officials-fall
$25/game x 2/week x 6 wks 750
1375
Page 16 of 17
subtotal $8,000
r
ATTACHMENT 5
REIMBURSEMENT SCHEDULE
FY08-09
Attendance records are to be completed/entered by the P of each month in accordance with Attachment 1 Section 25.
If attendance records are approved by the 10th, payment will be processed and mailed on Thursday, as shown below:
Records Approved
July 10, 2009
August 10, 2009
September 10, 2009
October 10, 2009
Checks/EFT Remittance Mailed
July 16, 2009
August 20, 2009
September 17, 2009
October 15, 2009
CCC encourages Electronic Fund Transfer (EFT) payments which will transfer your payment so that your bank should
receive the payment on Friday immediately following the date of mailing indicated above.
NOTE: If your attendance record is completed/entered prior to or after the 10th of the month CCC will make every
attempt to process the payment within 10 days subject to JWB approval.
CCC-OST Agreement FY08-09 (Summa-Fall)
Page 17 of 17