PROVIDE EMERGENCY ASSISTANCE TO THOSE IN NEED
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AGREEMENT
This Funds Agreement is made and entered into this ,if' day of~~.... /997 between
the City of Clearwater, hereinafter referred to as the Qty, and pINE.[LAS OPPORTUNITY
COUNCIL, INC. - EMERGENCY ASSISTANCE PROGRAM hereinafter referred to as the
Agency.
WHEREAS, it has been determined to be highly desirable and socially responsible to provide
emergency assistance, to those who would not otherwise have such assistance; and
WHEREAS, the City desires to help those in need of emergency assistance by providing funding
for such assistance; and
WHEREAS, the Agency provides emergency assistance services and operates in the City;
NOW, THEREFORE, the parties agree as follows:
ARTICLE I. TERM
The term of this agreement shall be for a period of 12 months commencing on the 1st day
of October, 1997, and continuing through the 30th day of September, 1998, (the
Tennination Date), unless earlier terminated under the terms of this agreement.
ARTICLE n. RESPONSmILITIES OF THE AGENCY
1. Services to be Provided. The Agency shall provide emergency assistance 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
the 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 emergency assistance. Funds existing and not used for this purpose
at the end of the term of this agreement term shall be deemed excess to the intended purpose
and shall be returned to the City.
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5. Creation, Use and Maintenance of Financial Records.
a. Creation of Records. Agency shall create, maintain and make accessible to
authorized City representatives such financial and accounting records, books,
documents, policies, practices, and procedures 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 personnel.
b. Use of Records. Agency shall produce such reports and analyses that may be
required by the City and other dilly 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 provision 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, handicap, age, or
national origin.
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, handicap,age, or national origin.
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 evidence
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
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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 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 ID. RFSPONSmILITIF.S OF TIlE CITY
1. Grant of Funds. The City agrees to provide a total grant of $5,000.00 to fund the
program in accordance with this agreement.
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. DISCLAIMER OF W ARRANTIFS
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 in material
respect shall constitute cause for termination. This agreement may be terminated with 30
day notice.
2. Disposition of Fund Monies. In the event of termination 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
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prepaid), on the fifth (5th) business day after the day on which such notice is mailed and
properly addressed.
1. If to Agency, addressed to:
Executive Director
Pine lIas Opportunity Council, Inc.
P.O. Box 11088
St. Petersburg, FL 33733
2. Ifto.City, addressed to:
Grants Coordinator
Human Relations Department
P.O. Box 4748
Clearwater, FL 34618-4748
ARTICLE VB. EFFECTIVE DATE
The effective date of this agreement shall be as of the first day of October, 1997.
IN WITNFSS WHEREOF, the parties hereto have set their hands and seals this
ICj'-f'--day Of~~b.-. , 1997.
CITY10F CLEARWATER, FLORIDA
By: __
City Manager
Approved as to form and legal sufficiency:
Attest:
~C-----"
John Carassas, Assistant City Attorney
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Witnesses as to Agency:
Cr~vV. ~UA-
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Attest:
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CI TY OF CLEARWATER
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SOCIAL SERVICES GRANT
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PROJECT APPLICATION FORM
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Phone:
(813) 562-4060 for assistance
Due: May 29, 1997
5:00 p.m.
A. Application Information
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Applicant:
(Sponsor/Developer)
Pinellas Opportunity Council, Inc.
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Organization Name:
(If different)
Emergency Assistance Program
Address: .
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P.O. Box 11088
City; State; Zip
St. Petersburg, FL 33733
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Telephone Number:
(813) 327-8690, ext. 15
Contact Person:
Frances Cato
Title:
Director of Community Services
Telephone Number:
(813) 327-8690. ext. 15
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Period for which funds
are being requested:
October 1, 1997 - Sept~rnh~r 10. 1998
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Signature ~~
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James McGarvey
Board of Directors Chairperson
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Date
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NOTE :
The City of Cle~rwater reserves the right to fund applicants at a
level lower than requested.
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B.
Activity (Check One)
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Adult Crime
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Child Abuse
Elderly
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Hunger
Juvenile Crime
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Physical Illness
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Parenting
Adolescents
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Substance' Abuse
Unsupervised
Children
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Youth Development
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Other
(Describe Below) X
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EMERGENCY ASSISTANCE. Low-income citizens often require financial
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assistance in order to prevent utility cut-offs and/or eviction, or to
meet other emergencies. Requests for such assistance at our office located
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in the Martin Luther King, Jr. Center exceed our ability to meet needs.
Funds are usually exhausted by the middle of each month. After that time,
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applicants must be turned away. Funds requested herein will enable us
to meet the needs of a greater number of citizens, and significantly
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reduce the number of pe9ple we have to turn away.
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C. AMOUNT OF FUNDING CURRENTLY REQUESTED:
(Not to exceed $10,000)
$5,000
D. SPECIFICALLY FOR WHAT WILL THIS MONEY BE USED.
(Line item budget for this amount)
Client assistance. To help pay for electric, water, fuel oil, rent
and other emergencies experienced by needy eligible clients.
($25 per family x 200 families = $5,000) 100% of the families
served will be Clearwater residents.
E. BRIEF DES~PTION OF PROJECT YOU WISH TO FUND UTILIZING THIS
GRANT.
Our Emergency Assistance Program uses a limited amount of public
funding to leverage or mobilize other resources to address emergency
needs of low-income people. This innovative approach maximizes the
benefits produced by the use of public monies. Our coordination with
other organizations that provide additional needed resources ensures
that duplication of services does not occur. All payments are made
directly to appropriate vendors, not to individual clients.
F. BRIEF DESCRIPTION OF YOUR OVERALL ORGANIZATION.
Pinellas Opportunity Council is a private non-profit Community Action
Agency, and is locally controlled and operated. Serving Pinellas
County since 1968 , our main purpose is to provide a range of services
to assist the poor and elderly. Currently, we operate or sponsor
programs such.as Skills Training, Job Development/Placement, Household
Financial Counseling, Family Development, Emergency Assistance, Informa-
tion & Referral, Head Start (through a delegate agency), Chore Services.
Retired Senior Volunteer Program, HIV Respite Care, and Emergency Food &
Shelter.
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G. NUMBER OF CLIENTS SERVED BY THIS PROGRAM.
Approximately 1,800 families (nearly 4,200 people)
H. PERCENTAGE OF THESE CLIENTS WHO ARE CITIZENS OF CLEARWATER.
Approximately 15% (270 families)
I. CURRENT OVERALL ORGANIZATION BUDGET (PLEASE ATTACH) .
$1,579,500
(excluding Head Start)
J. IF THIS IS START UP OR MATCHING MONEY, SPECIFY THE DETAILS ie:
WHICH AGENCY OR ORGANIZATION WILL PROVIDE THE MATCH, THE
REQUIREMENTS AND THE AMOUNT OF THE MATCH.
Our Emergency Assistance Program is supported by a federal
Community Services Block Grant of $602,306. The grant carries a
20% ($120,462) local match requirement. The $5,000 requested herein
would rovide us with a ortion of our match requirement.
K. IS YOUR AGENCY A REGISTERED 501 (C) (3) NON-PROFIT AGENCY OR IN
THE PROCESS OF BECOMING ONE.
Yes.
L. DOES YOUR FACILITY HAVE OR IS IT IN THE PROCESS OF ACQUIRING
THE APPROPRIATE LICENSURE FOR THE DELIVERY OF THE SERVICES
DES~BED IN THIS APPLICATION.'
Yes. (We use a city facility, the Martin Luther King, Jr. Center.)
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j PINELLAS OPPORTUNITY COUNCIL, INC.
TOTAL AGENCY BUDGET PG 1
J 1997
J I. REVENUES
FEDERAL REVENUE
$1,392,231
CASH MATCH REVENUE $74,973
1 PROJECT INCOME REVENUE $3,000
IN-KIND REVENUE $109.296
TOTAL REVENUE $1,579,500
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II. CASH EXPENSES
J PERSONNEL
, SALARIES & WAGES $856,671
FRINGE BENEFITS $209.528
TOTAL PERSONNEL $1,066,199
, NON-PERSONNEL
, PROFESSION FEES/AUDIT $9,750
SUPPLIEs/PROGRAM $6,558
SUPPLIEs/OFFICE $6,508
J TELEPHONE $24,366
POSTAGE $6,430
SPACE RENTAL $50,271
UTILmES $12,886
I EQUIPMENT REPAIRlMAINTEANCE $7,400
PRINllN~ $8,643
CONFERENCElTRAINING $3,048
I VEHICLE EXPENSES $15,917
INSURANCE / BONDING $38,885
JANITORIAL SERVICE $3,540
, CONTRACT SERVICES $18,744
RETIREMENT PLN CNTRCT FEES $2,740
LAWN MAINTENANCE $1,200
CLIENT ASSISTANCE $97,644
I VOLUNTEER MEAL REIMB $1,919
VOLUNTEER TRAVEL REIMB $26,812
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