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PROVIDE SERVICES TO ELDERLY CITIZENS IN NEED (3) I I AGREEMENT This Funds Agreement is made and entered into between the City of Clearwater, hereinafter referred to as the City, and Neighborly Senior Services, Inc. hereinafter referred to as the Agency. WHEREAS, it has been determined to be highly desirable and socially responsible to provide services to elderly citizens to those who would not otherwise have a means to fill these needs; and WHEREAS, the City desires to help those in need by providing funding for the above services; and WHEREAS, the Agency provides such services and operates in the City; NO\V, THERFORE, the parties agree as follows: ARTICLE I. TERM The term of this agreement shall be for a period of 12 months commencing on the 1 st day of October, 1999 and continuing through the 30th day of September, 2000 (the Termination Date) unless earlier terminated under the terms of this agreement. ARTICLE II. RESPONSIBILITIES OF THE AGENCY 1. Services to be Provided: The Agency shall provide the above stated service in accordance with the proposal submitted by the Agency and approved by the City, which is incorporated herein by reference. 2. Area to be Served: Services rendered through this agreement shall be provided within the corporate limits of the City as it now exists and as its boundaries may be changed during he term of this agreement. 3. Scheduled Reports of Agency Activities: The Agency shall furnish the City Human Relations Department, Grants Coordinator, with an annual report of activities conducted under the provisions of this agreement within sixty days of the end of the Agency's fiscal year. Each report is to identify the number of clients served, the costs of such service, and commentary on the viability, effectiveness, and trends affecting the program. 4. Use and Disposition of Funds Received: Funds received by the Agency from the City shall be used to pay for the above services as further described in the grant proposal submitted by the Agency to the City. Funds existing :lnd not used for this purpose at the end of this agreement term shall be deemed excess to the intended purpose and shall be returned to the City. IXJ /1-(',/'''' n,l (j _." 1(." j'': (3) ) I 5. Creation, Use, and Maintenance of Financial Records: a) Creation of Records: Agency shall create and maintain financial and accounting records, books, documents, policies, practices, procedures and any information necessary to reflect fully the financial activities of the Agency. Such records shall be available and accessible at all times for inspection, review, or audit by authorized City representatives. b) Use of Records: Agency shall produce such reports and analyses that may be required by the City and other duly authorized agencies to document the proper and prudent stewardship and use of the monies received through this agreement. c) Maintenance of Records: All records created hereby are to be retained and maintained for a period not less than five (5) years from the termination of this agreement. 6. Non-discrimination: Notwithstanding any other provisions of this agreement during the term of this agreement, the Agency for itself, agents and representatives, as part of the consideration for this agreement, does covenant and agree that: a) No Exclusion from Use: No person shall be excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination in the operation of this program on the grounds of race, color, religion, sex, age, national origin, or disability. b) No Exclusion from Hire: In the management, operation, or provision of the program activities authorized and enabled by this agreement, no person shall be excluded from participation in or denied the benefits of or otherwise be subject to discrimination on the grounds of or otherwise be subjected to discrimination on the grounds of race, color, religion, sex, age, national origin, or disability. c) Inclusion in Subcontracts: The Agency agrees to include the requirement to adhere to Title VI and Title VII of the Civil Rights Act of 1964 in all approved sub-contracts. d) Breach of Nondiscrimination Covenants: In the event of conclusive evidenced of a breach of any of the above non-discrimination covenants, the City shall have the right to terminate this agreement. 7. Liability and Indemnification: The Agency shall act as an independent contractor and agrees to assume all risks of providing the program activities and services herein agreed and all liability therefore, and shall defend, indemnify, and hold harmless the City, its officers, agents, and employees from and against any and all claims of loss, liability, and damages of whatever nature, to persons and property, including, without limiting the generality of the foregoing, death of any person and loss of the use of any property, except claims arising from the negligence or willful misconduct of the City or City's agents or employees. This includes, but is not limited to matters arising out of or claimed to have been caused by or in any manner related to the Agency's activities or those of any 4<J 1 I approved or unapproved invitee, contractor, subcontractor, or other person approved, authorized, or permitted by the Agency in or about its premises whether or not based on negligence ARTICLE III. RESPONSIBILITIES OF THE CITY 1. Grant of Funds: The City agrees to provide a total grant of $3,474.00 to fund the program in accordance with this agreement and subject to City Commission budget approval. 2. Payments: The total amount requested will be paid by the City to the Agency within 30 days after execution of this agreement by the City and the Agency but no earlier than October 1 of the budget year for which the funds are authorized. ARTICLE IV. DISCLAIl\'IER OF WARRANTIES This Agreement constitutes the entire Agreement of the parties on the subject hereof and may not be changed, modified, or discharged except by written Amendment duly executed by both parties. No representations or warranties by either party shall be binding unless expressed herein or in a duly executed Amendment hereof. ARTICLE V. TERMINATION 1. For Cause: Failure to adhere to any of the provisions of this agreement as determined by the City shall constitute cause for termination. This agreement may by terminated with 5 days notice without any further obligation by City. 2. Disposition of Fund Monies: In the event oftermination for any reason, monies made available to the Agency but not expended in accordance with this agreement shall be returned to the City. ARTICLE VI. NOTICE Any notice required or permitted to be given by the provisions of this agreement shall be conclusively deemed to have been received by a party hereto on the date it is hand-delivered to such party at the address indicated below (or at such other address as such party shall specify to the other party in writing), or if sent by registered or certified mail (postage prepaid), on the fifth (5th) business day after the day on which such notice is mailed and properly addressed. 1. If to City, addressed to Grants Coordinator, Human Relations Department, P.O Box 4748, Clearwater, FL 33758 Judy Powers Neighborly Senior Services. Inc. 2. If to Agency, addressed to 13650 Stoneybrook Dr. Cleanvater. FL 33762 ARTICLE VII. EFFECTIVE DATE f>!J I I The effective date of this agreement shall be as of the first day of October, 1999. ARTICLE VIII. CONTINGENCY This agreement is contingent upon inclusion by the City Commission of funding for the Social Services Grants Program in the City of Clearwater Fiscal Year 1999/2000 Operating Budget. .IN WITNESS WHEREOF, the parties hereto have set their hands and seals this ~ ( c.. ;:)q . day of (l)c~ ,1999. City of Clearwater, Florida Countersigned: CITY OF LEARWATER, FLORIDA By: Michael Roberto, City Manager Approved as to form: Attest: Witnesses as to Agency: BYt~ President ~H ~it#, #&if Attest: ~~~ j)IJ .:::- -~ '"' ~..... -.... '- ..:. j '. ~ ..:.. :..'!.- .... . .- , --~ -=-.~ -......... ~ ".:':::;; - --~2;.-y~-..:.-~ . I .............. '" - ..........,; -...... -"' ,- ..... ~. . - - , - ~,r .... I I CITY OF CLEARWATER SOCIAL SERVICES GRANT PROJECT APPLICATION FORM Phone: (727) 562-4060 for assistance Due: June 7, 1999 A. Application Information Neighborly Senior Services, Inc. Applicant: (Sponsor/Developer) organization Name: (If different) Address: 13650 Stoneybrook Drive City; State; Zip Clearwater, FL 33762 Telephone Number: .727-573-9444 - -, Contact Person: Judy Powers Title: Director of Internal Operations Telephone Number: Period for which funds are being requested: 727-497-0222 X27.9. Project Period 1999 - 2000 Signature , '(see attached Board Motion) Board of Directors Chairperson Fredr i-c Date 6/2/99 NOTE: The City of Clearwater reserves the right to fund applicants at a level lower than requested. 2 I I B. Activity (Check One) Adult Crime Child Abuse Elderly xx Hunger Juvenile Crime Physical Illness Parenting Adolescents Substance Abuse Unsupervised Children Youth Development Other (Describe Below) /' I I C. AMOUNT OF FUNDING CURRENTLY REQUESTED: (Not to exceed $10,000) $5,766 to be used as matching funds. $1.00 of match generates $9.00 in services. D. SPECIFICALLY FOR WHAT WILL THIS MONEY BE USED. (Line item budget for this amount) (Please see attached) , E. BRIEF DESCRIPTION OF PROJECT YOU WISH TO FUND UTILIZING THIS GRANT. Services provided include Adult Dav Care, Meals on Wheels, Group Dining, Transportation, and Community Care for the Elderly composed of 16 in-home services including; Homemaker, Personal Care, Caregiver Relief, Home Health Aide, Occupational/Physical and Speech Therapy, Mental Health Counseling, Home Nursing, Emergency Alert Response and Chore Services. F. BRIEF DESCRIPTION OF YOUR OVERALL ORGANIZATION. (Please see attached) 4 I I (1 ) (2) (3) (4) (5) Total Number of Number of Unduplicated Total "Fair Share" Unduplicated Clients in Percent of Amount of of NSS Program Clients Clearwater Total Match Match Adult Day Care 355 59 16.62% $80,272 $13,341 Community Care for the Elderlv 1.987 324 16.31 % $362,213 $59,062 Meals on Wheels 3,648 463 12.69% $80,850 $10,261 Group Dining 2,404 343 14.27% $149,161 $21,282 Neighborly Transportation 2,794 821 29.38% $182,392 $53,595 Palm Harbor Multi- I purpose Senior Center* 1,551 44 2.84% $0 $0 Telephone Reassurance/ Companionship 344 33 9.59% $0 $0 Significant Others Support 376 34 9.04% $0 $0 Alzheimer's Disease Initiative Respite Care 130 19 14.62% $0 $0 Total Match $854,888 3.66% of total= Total Requested $5,766 I I D. SPECIFICALLY FOR WHAT WILL THIS MONEY BE USED. (Line item budget for this amount) Please see attached Total Agency Budget Neighborly Senior Services, Inc. receives funds from a variety of sources. The primary sources of funding, Title III of the Older Americans Act and the Florida Community Care for the Elderly Act of 1976, require that NSS provide local malching funds on a 90%/10% basis, i.e., for every nine dollars of federal or state funds received. NSS must raise one dollar of local matching funds. NSS provided multiple services to Clearwater residents in 1998, therefore we request the financial support of your community to ensure the continuation of these vital services which are designed to meet the basic needs of your most vulnerable elderly and disabled residents. The number and percent of unduplicated clients in each NSS program who resided in Clearwater during the latest year for which data are available are indicated in columns (2) and (3) in the table attached: I I F. Brief description of your overall organization. Neighborly Senior Services, Inc. (NSS) is a private not-for-profit agency chartered in . 1966 under the laws of the State of Rorida and is tax exempt under Section 501@(3) of the Internal Revenue Code. After conducting a needs assessment of the elderly in 1967, NSS began delivering its first services to Pinellas County Seniors in 1968 through it Meals on Wheels and Adult Day Care Programs; followed by Group Dining in 1973 and Transportation in 1977. Now, NSS provides a system of care which not only includes these early services, but Community Care for the Elderly and a host of other supportive services as well. NSS currently has 15 separate programs and provides more than 37 services through its service delivery system cons is sting primarily of 27 group dining sites, 122 meal on wheels routes, five adult day care center, 48 vehicles providing transportation services daily, and 17 in-home services in the Community Care for the Elderly Program. These programs and 382 dedicated staff are augmented by 3000 volunteers, most notably the 1799 volunteers in the Meals on Wheels Program. NSS currently serves 13, 589 low income seniors per year in Pinellas County. NSS is the only agency that provides these services to this target population. NSS has written coordination agreements with 157 other agencies to which referrals are routinely made, and a number of agencies provide services at sites and centers. NSS programs in this application address the following 1992 I-COPE need areas. Community Care for the Elderly Priority I - Frail and Impaired elderly Priority I - Hunger and Poor Nutrition Priority 1- Physical Illness Transoortation Priority I - Frail and Impaired elderly Priority I - Hunger and Poor Nutrition Priority 1- Physical Illness Adult Day Care Priority I - Frail and Impaired elderly Priority I.;.. Hunger and Poor Nutrition Priority 1- Physical Illness Priority I - Substance Abuse Meals and More Priority I - Frail and Impaired elderly Priority 1- Hunger and Poor Nutrition Priority I - Poverty I I G. G. NUMBER OF CLIENTS SERVED BY THIS PROGRAM. 13,589 H. PERCENTAGE OF THESE CLIENTS WHO ARE CITIZENS OF CLEARWATER. 16% or 2,140 clients I. CURRENT OVERALL ORGANIZATION BUDGET (PLEASE ATTACH) . See Attached J. IF THIS IS START UP OR MATCHING MONEY, SPECIFY THE DETAILS i.e. : WHICH AGENCY OR ORGANIZATION WILL PROVIDE THE MATCH, THE REQUIREMENTS AND THE AMOUNT OF THE MATCH. This is match money on a 1:9 basis for Older Amer;can8 Art Programs: Adult Day Care, Meals on Wheels. Grouv Dinin~r and Tran8portRtion. It also matches Florida State Community Care for F.lrlpr1y Program on a 1:9 basis. Clearwater's fair share of match is $157,541, however NSS is requesting only 3.66% or $5,766. This amount generates $57,660 in revenue. K. IS YOUR AGENCY A REGISTERED 501 (C) (3) NON-PROFIT AGENCY OR IN THE PROCESS OF BECOMING ONE. Yes, Neighborly Senior Services is a registered 501(c)(3) non-profit agency. L. DOES YOUR FACILITY HAVE OR IS IT IN THE PROCESS OF ACQUIRING THE APPROPRIATE LICENSURE FOR THE DELIVERY OF THE SERVICES DESCRIBED IN THIS APPLICATION. Yes, all Neighborly Senior Services' facilities have the required licensure 5 Neighborly Senior Services. Inc. Account Descr Federal Funds State Funds-ADI State Funds-liCE State Funds State Funds - TO UMPTA Funds USDA Local Cash Match Local Cash Match - TO Medicaid Medicare Program Income ICo Pay Service for a Fee Abilities AL W Work Family Elder INCMP Fee for Service Sr Companion Services City of ... County.. United Way Contributions Interest Inter Agency Revenue Volunteer IK Match Bldg Space IK Emer Alert IK Match I!:qulplSupplies IK Match Total Revenue SALARIES FRINGE BENEFITS TOTAL PERSONNEL TRAVEL BUILDING SPACE COMMUNICA nONS PRINTING & SUPPLIES OTHER SUB CONTRACTS TOTAL ALLOW ABLE REALLOCATED GENERAL ADMIN REALLOCATED SPACE COSTS REALLOCATED SUPPORT COSTS REALLOCATED MIS COSTS DEPARTMENT ADMIN TO SVC TOTAL ALLOW ABLE COST BY SRV TOTAL IN-KIND VALUATION TOTAL COSTS PLUS IN-KIND BY SVC NET INCOME I 1999 Budget I 1999 Total Budget 2,298.708 539,807 93.229 3,991,798 350.448 236.000 313,665 15,570 58,408 2,894,271 662,625 760,733 412,040 8.800 548,874 11,440 64,356 41,236 464.616 770,031 180,859 391,683 62,978 31,716 6,255 15,210,146 7,009,987 1,680,924 11,6911,911 260,605 73,934 323,243 317,209 1,504,722 3,137,789 14,308,413 14,308,413 492,632 14.809,820 400,418 I I M. HAS YOUR ORGANIZATION RECEIVED OR IS IT EXPECTING TO RECEIVE FUNDING (WHETHER CASH OR IN-KIND CONTRIBUTIONS) FROM THE CITY OF CLEARWATER DURING THE FISCAL YEAR FROM OCTOBER 1, 1999 THROUGH SEPTEMBER 30, 20001 YES NO XX IF YES, PLEASE EXPLAIN: Only what is currently being requested. -- .__..--~..----- 6 I I Excerpt from Neighborly Senior Services, Inc. 13650 Stoneybrook Drive Clearwater, Florida 34622 BOARD OF DIRECTORS MINUTES February 22, 1999 OFFICIAL MOTION RE ANNUAL GENERAL REVENUE FUNDING REQUESTS 1999-2000 It was moved by Mr. Blume and seconded by Mr. Snyder to authorize the President/CEO to submit the funding requests and to negotiate and sign the resultant contracts. Motion carried.