2010-2011 STANDARD CONTRACT - AMERICORPS CLEARWATER2010-2011 STANDARD CONTRACT
This agreement is made BETWEEN
The Florida Commission on Community Service
commonly referred to as Volunteer Florida
401 South Monroe Street
Tallahassee, Florida 32301
referred to herein as the "Commission"
AND
City of Clearwater on behalf of
Clearwater Police Department
645 Pierce Street
Clearwater, FL 33756-5400
referred to herein as the "Provider"
The Provider, to be commonly referenced as AmeriCorps Clearwater will utilize AmeriCorps
Members in accordance with submitted proposal (Attachment II). In consideration of the
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 must comply with the requirements of the National and Community
Service Act of 1990 RS amended and codified as 42 USC 12501 et seq 45 CFR
2510 et seq. The Provider shall also comply with applicable Federal cost
principles, administrative, and audit requirements as well as all applicable Florida
Statutes. Requirements are incorporated in this agreement by reference.
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.
3. By signing this contract, the Provider acknowledges receipt of the AmeriCorps
Provisions (Attachment IV).
4. The Provider further agrees to adhere to the AmeriCorps Provisions, regulations
and the most current policies of the Commission and federal government. The
Provider is responsible for ensuring that all staff manages the program in
accordance with all governing regulations and policies.
B. Program Name. The Provider may not change the program name without the prior
written approval of the Commission.
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C. Program Performance Measures
Performance Measures Revisions: Program performance measures may be revised
only with prior written approval of the Commission
1. Volunteer Recruitment (Output): 40 volunteers will collectively provide at
least 200 hours of volunteer service as measured by volunteer logs.
2. Saving Police Officer Time (Output): After one year, members will save 7,000
hours of police officer time as measured by member timesheets.
3. Saving Police Officer Time (Intermediate Outcome : After one year, members
will save a minimum of 7,000 hours of assisting police units with non-emergency
details including crime prevention and patrol services that will result in saving
$1.95,930 worth of police officer time.
4. Saving Police Officer Time (End Outcome : After one year, members will save
a minimum of 7000 hrs of assisting police units with non-emergency details
including crime prevention and patrol services that will result in saving $195,930
worth of police officer time. As a result, 75% of community stakeholders will
report a sense of feeling safer as measured by stakeholder surveys.
D. Budget. Both a budget and budget narrative for the delivery of services described in
this contract are provided in Attachment III.
1. Match Requirements and In-Kind Contributions
a. The Provider must provide matching funds (cash) at a minimum of the
percentage stated in Attachment III of the total for Member costs.
b. The Provider must provide matching funds (cash) and/or in-kind contributions
at a minimum of the percentage stated in Attachment III of the total for all
other costs.
c. Organizations providing cash or in-kind contributions must submit a letter on
their organization's letterhead signed by an authorized official of the
organization. The letter must state the amount of cash and/or in-kind
contribution donated to the Provider and any required stipulations. Cash and
in-kind contribution letters must include a description of each service or
resource that will be provided and the dollar value of each. These letters must
be submitted to the Commission within thirty (30) days of execution of the
contract.
2. Budget Revisions: The Commission must be notified in writing of all changes
and the purposes of changes to the budget. The Commission reserves the right to
disallow any revisions.
E. Property. The Provider agrees to seek prior approval to purchase any equipment
and/or furniture not listed in Attachment III with a purchase price of $1,000 or more
to be reimbursed by the Commission.
F. Internet Access. The Provider agrees to provide the AmeriCorps Program Internet
access and e-mail capability as is necessary for program reporting and
communication.
G. Reporting
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1. Monthly Progress Reports. All first year AmeriCorps programs are required to
complete a monthly report by the fifteenth (15th) calendar day of each month
during the contract period. The Commission reserves the right to require written
monthly reports be submitted at any point during the program year.
2. Progress Reports. The Provider will submit Quarterly Progress Reports via a
format approved by the Commission or via other approved on-line reporting
systems in accordance with the requirements and prescribed schedule of the
Commission and the Corporation for National Service.
3. Disability Community Development Plan. The Provider will submit a plan to
recruit persons with disabilities utilizing the format provided by the
Commission's Program Accessibility Coordinator. The plan must be submitted
within the first six months of the program contract year.
4. Administration of Members with Disabilities Survey. The Provider will
provide a time and place for all members to complete the Commission's Survey to
Determine the Number of Persons with Disabilities Serving Florida's
Communities and ensure the survey is administered according to Commission
guidelines.
5. Accessibility for Members with Disabilities. The Provider will ensure that any
barriers preventing the participation of members with disabilities are removed or
mitigated in accordance with federal law.
6. Sustainability Plan. The Provider will develop or update a sustainability plan in
accordance with the requirements of the Commission.
7. Financial Reports for Reimbursement. The Provider will submit to the
Commission a monthly Periodic Expense Report. With the exception of the Final
Financial Reports, all reports for reimbursement are due 15 days after the end of
the period of the report. If circumstances occur delaying the reimbursement
request, an explanation should be sent to the Commission before the
reimbursement request is due.
8. Final Financial Reports for Reimbursement. The Provider agrees to submit the
FINAL Period Expense Report 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.
9. Supporting Documentation. The Provider will submit adequate supporting
documentation for all expenditures on monthly basis. Errors in the documentation
or insufficient documentation will result in delay of payment. The Commission
reserves the right to review supporting documents at any time during the program
period.
10. 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 $1,000.00 or more bought with funds provided through this contract.
Regardless of the acquisition cost or value, all computers, including desktop and
laptop computers, and specialty software other than Windows and Microsoft
Office Suite must also be included. 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,
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replacement or disposition of the property. This list is due to the Commission
within thirty (30) days at the end of the contract period.
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.
Disposing of property, including technology equipment, will require the program
to follow the Property Disposal Protocol and prior approval by the Commission.
11. Audits. The Provider agrees to provide the Commission financial and compliance
audits of the Provider including the management letter within 180 days after the
end of the Provider's fiscal year in accordance with OMB Circular A-133 and to
ensure that all related party transactions are disclosed to the auditor.
12. Other Reports. The Provider agrees to provide other reports as may be requested
by the Commission by an established deadline.
H. 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 1 Full-time (1
FTE) Program Director to be responsible for the overall management of the
program.
2. The Provider will hire and maintain 1 Luietenant (.05 FTE) to provide support to
the management of the AmeriCorps program.
3. The Provider will hire and maintain 1 Seargent (.20 FTE) to provide support to
the management of the AmeriCorps program.
4. In the event of a change of staff, the Provider agrees to provide new staff with a
program. operation manual and/or policies and procedures for the AmeriCorps
program. The Provider agrees to notify the Commission in writing or via e-mail
within ten (10) working days of any program staff vacancies funded by this grant.
1. AmeriCorps Member Recruitment and Responsibilities
1. Recruit eight (8) AmeriCorps Members into full-time service within 60 days of
implementation of this contract. Members will be provided with a living
allowance in accordance with the AmeriCorps Provisions (Attachment
IV).Members will provide direct service in areas outlined in the approved
proposal (Attachment II).
2. Recruit a minimum of ten (10) AmeriCorps Members into half-time service
within 90 days of implementation of this contract. Members will be provided with
a living allowance in accordance with the AmeriCorps Provisions (Attachment
IV). Members will provide direct service in areas outlined in the approved
proposal (Attachment II).
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3. The Provider agrees to develop and enter into signed agreement with each
Member using an AmeriCorps Member Contract in compliance with the
AmeriCorps Provisions.
4. The Provider agrees to implement the program's Commission approved
Community Disability Development Plan to recruit persons with disabilities into
the program.
5. The positions, position descriptions, and number of Members serving in this
program may be revised if requested in writing by the provider and approved in
writing by the Commission.
6. All Members must be enrolled in the eGrants AmeriCorps Portal. The provider
further agrees to assign members to a service location within the AmeriCorps
Portal no more than 30 days from start of service.
7. Member positions may only be revised through a Member Change of Status Form
completed via the eGrants AmeriCorps Portal 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.
8. A National Service Trust End of Term of Service/Exit Form must be completed
via the eGrants AmeriCorps Portal for each Member upon completion of her/his
term of service.
9. The Provider will complete forms via the eGrants AmeriCorps Portal within 30
days upon a member's enrollment in, completion of, lengthy or indefinite
suspension from, or release from, a term of service.
10. The Provider will report member service hours to the Commission at least
quarterly and will audit and update member service hours at least monthly. The
Commission reserves the right to review Member service hours at anytime.
I Partnership Development and Site Agreement
1. The Provider may enter into written 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;
e. coordination of service activities to prevent duplication of effort;
d. evaluation of service activities, Member development, etc.;
e. fundraising;
C promotions or public relations; and
g. provision of member supervision and/or service site supervision.
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3.
4.
5.
Agreements with partners to provide Member supervision and/or service sites
must be in writing, adhere to the AmeriCorps Provisions and Regulations and
include the following items:
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.
The Provider shall include a list of its partner organizations on materials as
appropriate including;
a. brochures;
b. flyers;
c. posters; and
d. public service announcements.
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 for assignment 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 assistance anywhere in the State of Florida.
Provider staff and AmeriCorps Members shall serve under the direction and control
of the Provider and shall not be considered volunteers to FEMA, DCA or DEM for
purposes of Chapter 110(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 will 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
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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.
6. 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 skills and knowledge for 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 (such as a local volunteer center) or other local resources requested from
the Commission or coordinated through the Commission.
K. Staff and Member Training
1. The Commission will ensure the provision of training and/or technical assistance
to ensure successful program implementation and operation. The required training
is the Volunteer Florida Program Director Meetings.
2. New program directors must complete the following three (3) disability specific
trainings: Disability Awareness and Appreciation, and trainings covering Titles I
and III of the Americans with Disabilities Act.
3. Program Directors operating in year two or beyond must complete two (2)
disability related trainings each year. Training not provided by the Commission
must be approved in advance by Commission staff designated to oversee the
Commission's disability inclusion responsibilities. Other suggested topics are, but
are not limited to the following:
a. supervisory techniques;
b. AmeriCorps member evaluation;
c. working with the media;
d. AmeriCorps member motivation;
e. report writing; and
f. financial/grants management
4. The Commission will ensure the provision of fiscal training and/or technical
assistance to ensure successful fiscal program implementation and operation.
Program fiscal staff will be required to complete the Volunteer Florida Fiscal
Training.
L. AmeriCorps Members
1. 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;
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d. Disability awareness and appreciation training adhering to the
Commission's approved content.
e. Introduction to Disaster and one additional training in the area of disaster
preparedness, mitigation, and/ or response.
2. Other suggested training topics include, but are not limited to:
a. team building;
b. conflict resolution;
c. career development;
d. Life after AmeriCorps
M. National Service Activities. The Provider will schedule and conduct 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.
N. Quality Assurance and Evaluation
1. The Provider will track and document progress made toward accomplishing the
performance measures and specific deliverables of this contract.
2. The Provider agrees to facilitate, conduct 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 a minimum of one survey annually to examine primary
stakeholder satisfaction with the program services, including at a minimum to:
a. AmeriCorps members;
b. service recipients;
c. community residents; and
d. community partners.
5. Provide any requested information in a timely fashion in the format specified by
the Commission;
6. Facilitate contact with community agencies and /or individuals for the
Commission or its consultant;
7. The Commission reserves the right to randomly conduct on-site fiscal monitoring
to review the accuracy of information reported as expenditures from grant funds.
0. 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 all funds.
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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. 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.
a. 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.
b. 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.
c. 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.
d. 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).
P. Sponsorship
L 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
Clearwater Police Department 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,
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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.
Q. Purchasing, Procurement of Materials and Recycled Content. The Provider
agrees that any products or materials that are the subject of or required to carry out
this contract shall be procured in accordance with the provisions of s.403.7065 and
287.045, F.S.
R. 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.
S. Nepotism. No person may hold a job 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.
T. Sustainability. It is understood that the funding provided by the Commission for this
program is "seed money" to be used by the Provider to provide services to the
community, with the assistance of the Commission that will eventually be continued
and managed locally with minimal federal funds or responsibility for the program.
U. Accessibility and Prohibited Discrimination. The Provider will ensure
accessibility and prohibit discrimination in accordance with AmeriCorps Provisions.
II. COMMISSION AGREEMENTS
A. Reimbursements. Complete and accurate reimbursement requests (Periodic Expense
Report) will be processed by the Commission within sixty (60 days) after receipt of
the invoice. Failure to submit a timely or accurate PER may result in monthly
payments being delayed.
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.
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D. Contract Continuation. The Commission will notify the Provider in writing of the
submission date and requirements for the continuing application and continuation will
be executed by contract amendment.
III. PROVIDER AND COMMISSION MUTUAL AGREEMENTS
A. Effective and Ending Dates. The contract shall begin January 1, 2011 and end
December 31, 2011.
B. Contract Funding Amount. The maximum amount reimbursable under this
agreement is $177,823.
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. 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. The Provider may not sell any work that includes the Commission
logo without prior Commission written approval.
E. Contact Protocol. The primary contact for all matters relating to this program shall
be the staff listed in Section III. H. 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 executed by authorized representatives of 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
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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.
4. 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.
H. Notice and Contact.
1. The name, address and telephone number of the Commission's Program
Consultant to contact regarding programmatic issues, for the contract is:
Ericka Zdenek, Program Consultant
401 South Monroe Street
Tallahassee, FL 32301
(850) 922-0471
ericka@volunteerflorida.org
2. The name, address, and telephone number of the Commission's Financial contact
for contract, compliance and budget issues for the contract is:
Julia E. Cunningham, Grants Contract Manager
401 South Monroe Street
Tallahassee, FL 32301
(850) 414-2979
'ulia volunteerflorida.or
OR
Steve Kalifeh, CFO
401 South Monroe Street
Tallahassee, FL 32301
(850) 921-5145
stevegvolunteerflorida.org
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3. The name, address, and telephone number of the representative for the Provider
responsible for the administration of the program under this contract is:
Rebecca Davis
AmeriCorps Program Director
Clearwater Police Department
645 Pierce Street
Clearwater, FL 33756-5400
(727) 562-4142
Rebecca.davis m clearwater.com
4. The name and mailing address of the fiscal contact person responsible for fiscal
management for the Provider is:
Name: Karen Dombrowski
Title: Senior Accountant
Address: 645 Pierce Street Clearwater, FL 33756
Phone: (727) 562-4190 e-mail: Karen.dombrowski@myclearwater.com
5. The name of the contact person, street address and e-mail address where financial
and administrative records are maintained:
Name: Jean Griggs
Title: Police Records Manager
Address: 645 Pierce Street Clearwater, FL 33756
Phone: (727) 562-4455 e-mail: Jean.griggs@myclearwater.com
6. 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.
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I. 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 - Approved AmeriCorps Proposal
Attachment III - Approved Budget and Budget Narrative
Attachment IV - AmeriCorvs Provisions
IN WITNESS THEREOF, the parties hereto have caused this contract to be executed by their
undersigned officials as duly authorized.
Countersigned:
Frank V. Hibbard
Mayor
CITY OF C EARWATER, FLORIDA
By:
William B. Horne II
City Manager
Approved as to form:
J'A &i&
Robert J ette
Assistant ity Attorney
Attest:
Rosemarie Call
City Clerk
OF rt
VTE
THE FLORIDA COMMISSION ON COMMUNITY SERVICE
Commonly referred to as VOLUNTEER FLORIDA
By: I-
endy S n V
or
Executi Di t
Approved as to form: Attest:
10/19/10
ATTACHMENT I
Amendment
FORMAT
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
City of Clearwater on behalf of
Clearwater Police Department
645 Pierce Street
Clearwater, FL 33756-5400
referred to herein as the "Provider" amends
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.
Countersigned:
Frank V. Hibbard
Mayor
Approved as to form:
Robert J. Surette
Assistant City Attorney
CITY OF CLEARWATER, FLORIDA
By:
Attest:
William B. Horne II
City Manager
Rosemarie Call
City Clerk
THE FLORIDA COMMISSION ON COMMUNITY SERVICE
Commonly referred to as VOLUNTEER FLORIDA
Sy:
Wendy Spencer
Executive Director
Approved as to form: Attest:
6/7/2010 AmeriCorps Clearwater Budget Narrative
2011
Section I: Program Operating Costs Grantee Share
Total Amount CNCS Share Cash In-Kind
A. Personnel $ 69,214 $ 14,850 $ 33,053 $ 21,311
B. Personnel Fringe $ 20,086 $ 3,808 $ 8,476 $ 7,802
C. Travel
(1) Staff $ 372 $ 372 $ - $ -
(2) Member $ 10,200 $ - $ 10,200
D. Equipment $ - $ - $ - $ -
E. Supplies $ 5,496 $ 630 $ - $ 4,866
F. Contracts & Consultant $ - $ - $ - $ -
G. Training
(1) Staff $ - $ - $ - $ -
(2) Member $ 2,348 $ 1,150 $ - $ 1,198
H. Evaluation $ - $ - $ - $ -
1. Other $ 14,639 $ 2,000 $ - $ 12,639
Section I Subtotal: $ 122,355 $ 22,810 $ 41,529 $ 58,016
A. Personnel
(1) Program Director: Salary = $47,903.42 (January 1, 2011 - December 31, 2011)
Position Description: The program director is responsible for the overall administration
of the program. Duties of this position will include, but are not limited to, the following:
overseeing all program components and tracking program progress towards identified
performance measures, submitting required reports, managing the program budget,
developing/maintaining relationships with funders/community partners, managing daily
member activities, and supervising all stipended members.
(4) Lieutenant (5% of time): Salary = $95,999.70
Lieutenant allocates 5% of 12 months of in-kind services
In-kind Contributions Formula: Salary x 5% = $4,799.99
(3) Sergeant (20% of time): Salary = $82,555.44
Sergeant allocates 20% of 12 months of in-kind services
In-kind Contributions Formula: Salary x 20% = $16,511.09
In-kind position description: Provide program oversight & member supervision at times.
Total Personnel = $47,903
Total In-Kind Contributions = $21,311
B. Personnel Fringe Benefits
Personnel Fringe:
(1) Program Director: Benefits = $12,284
(2) In-kind Contribution: Prog. Director workers comp = $1,654
(4) In-kind Contribution: Lieutenant: 5% of contributed salary = $1,614.60
(5) In-kind Contribution: Sergeant: 20% of contributed salary = $4,534.07
Total Fringe Benefits = $12,284
Total In-Kind Contributions = $7,802
C. (1) Staff Travel
Volunteer Florida Quarterly Program Directors' Meetings:
(3) trips @ 270 miles (RT) @ $0.44/mile = $119/trip. Tolls = $5.00/trip
Total Cost per trip = $124 (3 trips) _ $372
Total Staff Travel Cost = $372
C. (2) Member Travel
Vehicle fuel costs for member activities (In-kind contribution)
4 vehicles @ $212.50/month for 12 months = $10,200
Total In-Kind Contributions: $10,200
E. Sup-plies
Member Service Gear:
Stipended member service gear package
($35/member)(18 stipended members) _ $630
CPD-issued uniforms and equipment (In-Kind contribution)
18 members @ $267/uniform = $4,806
Office Supplies
General office supplies, disks, name tags, overheads etc. (In-kind contribution)
(12 months @ $5/month) _ $60
Total Supplies: $630
Total In-Kind Contributions: $4,866
G.(2) Member Training
(a) Member Training
(1) Refreshments for day-long trainings and/or service projects
10 days @ $25/day = $250
(2) Teambuilding Ropes Course
18 members @ $50 = $900
Trainings provided by Clearwater Police Department. (In-Kind)
(1) Traffic Direction: $118
(3) Mule/ATV: $80
(4) CPR/First Aid: 13 members @ $50/member = $650
(5) Radio: $80
(6) Pawn Slip Entry: $90
(7) Video Message Board: $30
(8) Bike Training: $150
Total Training: $1,150
Total In-Kind Contributions: $1,198
1. Other Operating Costs
1. Travel to CNCS-sponsored meetings = $2,000
Clearwater Police Department (in-Kind contribution)
Office and training space: 580 sq ft @ $21/sq ft = $12,180 12180/12 = $1015/month
Nextel cell phone for Program Director (In-Kind contribution)
$35/month @ 12 months = $420
Proxy cards for door access of Police Department (In-kind contribution):
Police Service Technician donated time (1 hour to do proxy cards for 18 members) _ $22
Background Screenings (In-Kind contribution):
Police Information Technician 1 donated time (1 hour to do 18 criminal history checks) _ $17
Total Other Operating Costs. $2,000
Total In-Kind Contributions: $12,639
Section II: Member Costs Grantee Share
Total Amount CNCS Share Cash In-Kind
A. Living Allowance $ -
Full Time $ 94,400 $ 80,240 $ 14,160
Half Time $ 62,470 $ 53,100 $ 9,370
B. Support Costs
(1) FICA $ 12,000 12,000 - -
(2) Health Care. $ 11,560 $ 11,560 $ -
(3) Work. Comp. $ 21,502 $ - $ - $ 21,502
Section 11 Subtotal: $ 201,932 $ 156,900 $ 23,530 $ 21,502
A. Living Allowance
(8) FT members @ $11,800/yr = $94,400
(10) HT members @ $6,247/yr = $62,470
Total Living Allowance: $156,870
B. Member Support Costs
(1) FICA 7.65% of total living allowance ($156,870) _ $12,000
(2) Worker's Compensation = $ 21,502 (In-kind contribution)
(3) Health Care Insurance: Summit America
8 members at $14451year = $11,560
Total Member Support Costs: $23,560
Total In-Kind Contributions. $21,502
Subtotal Section 1-11: $ 324,287 $ 179,710 $ 65,059 $79,518
Section III: Admin/Indirect Costs
Total Amount CNCS Share Cash In-Kind
A. Corporation Fixed PercentagE $ - $4,141
Commission Fixed Amount $ 1,887 $ 1,887
Subtotal Section III: $ 6,028 $ 1,887 $ - $ 4,141
(1) In-Kind Contribution Senior Accountant (5% of time): Salary = $60,333.02
Support manager allocates 5% of 12 months of in-kind services
In-Kind Contributions Formula: Salary x 5% = $3,016.65
(2) In-kind Contribution: Senior Accountant: 5% of contributed salary = $1,124.32
Total Inkind Contributions: $4,141
Budget Totals Sect 1-111 ): $ 330,315 $ 181,597 $ 65,059 $83,G59
55% 20% 25%
Remaining CNCS Funds $ 404
Cash Match Percentage 45% (requirement 30%)
PPPV
July 14, 2010 4:17 PM
AmeriCorps Clearwater
Clearwater Police Department
RPT_BGT_424
Application ID: 10AC117868 Budget Dates:
Total Amt CNCS Share Grantee Share
Section I. Program Operating Costs
A. Personnel Expenses 69,214 14,850 54,364
B. Personnel Fringe Benefits 20,086 3,808 16,278
C. Travel
Staff Travel 372 372 0
Member Travel 10,200 0 10,200
Total $10,572 $372 $10,200
D. Equipment
E. Supplies 5,496 630 4,866
F. Contractual and Consultant Services
G. Training
Staff Training
Member Training
2,348
1,150
1,198
Total $2,348 $1,150 $1,198
H. Evaluation
1. Other Program Operating Casts 12,639 0 12,639
Travel to CNCS-Sponsored Meetings 2,000 2,000 0
Total $14,639 $2,000 $12,639
Section I. Subtotal $122,355 $22,810 $99,545
Section I Percentage 19%u 81%
Section 11. Member Costs
A. Living Allowance
Full Time (1700 hrs) 94,400 80,240 14,160
1-Year Half Time (900 hours) 62,470 53,100 9,370
Reduced Half Time (675 hrs) 0 0 0
Quarter Time (450 hrs) 0 0 0
Minimum Time (300 hrs) 0 0 0
2-Year Half Time (2nd Year) 0 0 0
2-Year Half Time (1 st Year) 0 0 0
Total $156,870 $133,340 $23,530
B. Member Support Costs
FICA for Members 12,000 12,000 0
Worker's Compensation 21,502 0 21,502
Health Care 11,560 11,560 0
Total $45,062 $23,560 $21,502
Section II. Subtotal $201,932 $156,900 $45,032
Section 11. Percentages 78% 22%
Section III. Administrative/Indirect Costs
A. Corporation Fixed Percentage
Corporation Fixed Amount 4,141 0 4,141
Commission Fixed Amount 1,887 1,887 0
Total $6,028 $1,887 $4,141
B. Federally Approved Indirect Cast Rate
Section III. Subtotal $6,028 $1,,887 $4,141
Section III Percentage 31% 69%
Section I + III. Funding Percentages 19% 81%
Budget Totals $330,315 $181,597 $148,718
Budget Total Percentage 55% 45%
Required Match 30%
# of years Receiving CNCS Funds 5
Form 424A Modified SF-424A (4/88 and 12/97)
Page 1
RPT_BGT_424
July 14, 2010 4:17 PM
AmeriCorps Clearwater
Clearwater Police Department
Total MSYs
Cost/MSY
13.00
$13,969
Form 424A Modified SF-424A (4/88 and 12/97)
Page 2