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11/15/2011 City Council Agenda Location: Council Chambers - City Hall Date: 11/15/2011- 6:00 PM Welcome. We are glad to have you join us. If you wish to speak, please wait to be recognized, then state your name and address. Persons speaking before the City Council shall be limited to three (3) minutes unless otherwise noted under Public Hearings. For other than Citizens to be heard regarding items not on the Agenda, a spokesperson for a group may speak for three (3) minutes plus an additional minute for each person in the audience that waives their right to speak, up to a maximum of ten (10) minutes. Prior to the item being presented, please obtain the needed form to designate a spokesperson from the City Clerk (right-hand side of dais). Up to thirty minutes of public comment will be allowed for an agenda item. No person shall speak more than once on the same subject unless granted permission by the City Council. The City of Clearwater strongly supports and fully complies with the Americans with Disabilities Act (ADA). Please advise us at least 48 hours prior to the meeting if you require special accommodations at 727-562-4090. Assisted Listening Devices are available. Kindly refrain from using beepers, cellular telephones and other distracting devices during the meeting. 1. Call to Order 2. Invocation 3. Pledge of Allegiance 4. Presentations 4.1Business, Neighborhood, and Four Homes of the Quarter Awards Attachments 4.2Citizens Academy Graduates Attachments 4.3Jazz Holiday Presentation Attachments 5. Approval of Minutes 5.1Approve the minutes of the November 3, 2011 City Council Meeting as submitted in written summation by the City Clerk. Attachments 6. Citizens to be Heard re Items Not on the Agenda Public Hearings - Not before 6:00 PM 7. Quasi-judicial Public Hearings - Staff states and summarizes reasons for recommendation (2 minutes) - Applicant presents case, including its testimony and exhibits. Witness may be cross-examined (15 minutes) - Staff presents further evidence. May be cross-examined (10 minutes) - Public comment (3 minutes per speaker or 10 minutes maximum as spokesperson for others that have waived their time) - Applicant may call witnesses in rebuttal (5 minutes) - Conclusion by applicant (3 minutes) - Decision 7.1Approve a Zoning Atlas Amendment from the Low Medium Density Residential (LMDR) District to the Commercial (C) District for property located at 1911 North Old Coachman Road (consisting of the South ½ of Lot 15, Block A, Sunset Point Estates), and pass Ordinance 8283-11on first reading. (REZ2011- 07005) Attachments 7.2Approve the vacation of the easternmost 136 feet of Brownell Street, a City right-of-way, terminating at South Madison Avenue and pass Ordinance 8301-11 on first reading. (VAC2011-04 Fire Station45) Attachments 7.3Approve the request from FSH7, LLC to vacate the 15-foot alley lying 150 feet east of Fort Harrison Avenue between Chestnut Street and Rogers Street subject to certain conditions; accept a drainage and utility easement granted to the City over the vacated area; and pass Ordinance 8300-11 on first reading. (VAC2011-03 FSH7) Attachments 8. Second Readings - Public Hearing 8.1Adopt Ordinance 8268-11 on second reading, amending the future land use plan element of the Comprehensive Plan of the city to change the land use designation for certain real property whose post office address is 2985 Drew Street and 2995 Drew Street from Residential Medium (RM) and Residential/Office/Retail (R/O/R) to Residential/Office Limited (R/OL). (LUP2011-01002) Attachments 8.2Adopt Ordinance 8269-11 on second reading, amending the Zoning Atlas of the city by rezoning certain real property whose post office address is 2985 Drew Street and 2995 Drew Street from Medium Density Residential (MDR) and Commercial (C) to Office (O). (REZ2011-01002) Attachments 8.3Adopt Ordinance 8299-11 on second reading, amending Section 2.263(1), Code of Ordinances, to provide for no salary increase for the Mayor and Councilmembers in March 2012. Attachments City Manager Reports 9. Other Items on City Manager Reports 9.1Approve a one-year Agreement with Coordinated Child Care and the City of Clearwater for funding of youth programs, at a rate of $13.26 per child, per day and authorize the appropriate officials to execute same. Attachments 9.2Review and approve the proposed substitute artworks for Sculpture360: Season IV – Art in the Cleveland Street District. Attachments 9.3Appoint Paul E. Maser to the Board of Trustees, Clearwater Police Supplementary Pension Fund, with term to expire November 1, 2013. Attachments 9.4Approve an agreement between The Florida Commission on Volunteerism and Community Service and the City of Clearwater renewing the AmeriCorps Clearwater program, for the period of January 1, 2012 through December 31, 2012, including a cash match in the amount of $80,022, and authorize the appropriate officials to execute same. Attachments 9.5Approve revised Prisoner Transport Interlocal Agreement between the City of Clearwater and the Pinellas County Sheriff’s Office for the period January 1, 2012 through September 30, 2013, and authorize the appropriate officials to execute same. Attachments 9.6Approve an agreement between Redflex Traffic Systems, Incorporated and the City of Clearwater to initiate a Red Light Camera Safety Program, incorporate one (1) additional full-time equivalent position within the Police Department, and authorize the appropriate officials to execute same. Attachments 9.7Approve Professional Services Agreement with Geosyntec Consultants for Engineering Design and Permitting Services in an amount not to exceed $300,000; establish a Stormwater Maintenance Street Sweeping Facility Capital Improvement Program project; and authorize the appropriate officials to execute same. Attachments 9.8Approve Economic Development Strategic Plan Implementation Matrix and authorize $100,123 in general fund reserves to fund one (1) FTE and 50% of the Assistant Director of Economic Development and Housing position to implement the City of Clearwater Economic Development Strategic Plan in 2012-2013. Attachments 9.9Approve Work Order in the amount of $325,440 to Engineer of Record Cardno TBE to complete remediation activities at the former CarPro Site, as outlined in the Brownfields Site Assessment Report and Remedial Action Plan, for the property located on the southwest corner of Cleveland Street and South Evergreen, parcel 15-29-15-64890-003-0010, in the East Gateway District of the Community Redevelopment Agency (CRA) boundaries and authorize the appropriate officials to execute same. Attachments 9.10Award a contract (Purchase Order) in the amount of $156,902.00 to Ten-8 Fire Equipment, Inc., 2904 59th Avenue Drive East, Bradenton, FL 34203, for one (1) Medtec Transport Ambulance, in accordance with Sec. 2.564(1)(d), Code of Ordinances – Other governmental bid, authorize lease purchase under the City’s Master Lease Purchase Agreement, and authorize the appropriate officials to execute same. Attachments 9.11Authorize the negotiation of an interlocal agreement with the City of Dunedin concerning the use of the City of Clearwater Employee Health Center. Attachments 9.12Disband the Charter Review Committee. Attachments Miscellaneous Reports and Items 10. City Manager Verbal Reports 10.1Outdoor Display Attachments 10.2Reschedule December 15, 2011 and June 21, 2012 City Council Meetings. Attachments 11. Other Council Action 11.1Post Office Closure on Clearwater Beach - Councilmember Gibson Attachments 11.2Athletics Field at Jack Russell Memorial Stadium Parking Lot Attachments 11.3Transportation Impact Fees-Councilmember Gibson - Hampton Inn motel vs. hotel MPO/TCC decision Attachments 12. Closing Comments by Mayor 13. Adjourn Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Business, Neighborhood, and Four Homes of the Quarter Awards SUMMARY: Review Approval: Cover Memo Item # 1 Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Citizens Academy Graduates SUMMARY: Review Approval: Cover Memo Item # 2 Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Jazz Holiday Presentation SUMMARY: Review Approval: Cover Memo Item # 3 Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve the minutes of the November 3, 2011 City Council Meeting as submitted in written summation by the City Clerk. SUMMARY: Review Approval: Cover Memo Item # 4 Attachment number 1 Page 1 of 16 Item # 4 Attachment number 1 Page 2 of 16 Item # 4 Attachment number 1 Page 3 of 16 Item # 4 Attachment number 1 Page 4 of 16 Item # 4 Attachment number 1 Page 5 of 16 Item # 4 Attachment number 1 Page 6 of 16 Item # 4 Attachment number 1 Page 7 of 16 Item # 4 Attachment number 1 Page 8 of 16 Item # 4 Attachment number 1 Page 9 of 16 Item # 4 Attachment number 1 Page 10 of 16 Item # 4 Attachment number 1 Page 11 of 16 Item # 4 Attachment number 1 Page 12 of 16 Item # 4 Attachment number 1 Page 13 of 16 Item # 4 Attachment number 1 Page 14 of 16 Item # 4 Attachment number 1 Page 15 of 16 Item # 4 Attachment number 1 Page 16 of 16 Item # 4 Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve a Zoning Atlas Amendment from the Low Medium Density Residential (LMDR) District to the Commercial (C) District for property located at 1911 North Old Coachman Road (consisting of the South ½ of Lot 15, Block A, Sunset Point Estates), and pass Ordinance 8283-11on first reading. (REZ2011-07005) SUMMARY: This rezoning application involves the northern 0.07-acres of a 0.21-acre property owned by Print Place, Inc., located on the east side of North Old Coachman Road approximately 180 feet north of Sunset Point Road. This property has a Future Land Use Mapclassification of Commercial General (CG) and the northern 0.07-acres have a zoning designation of Low Medium Density Residential (LMDR). This Future Land Use Mapclassification and zoning designation are inconsistent according to the City’s Comprehensive Plan. Therefore, the City of Clearwater, as the applicant, is requesting an amendment to the Commercial (C) District, which is consistent with the Comprehensive Plan. The 0.21-acre parcel functions as a print shop. The northern 0.07-acre portion, which is the subject of this rezoning, is a grassy area on the western half and a fenced in area with storage on the eastern half. The current use, Publishing and Printing, is nonconforming and cannot be expanded. Any future redevelopment of the property must comply with the Community Development Code. The Planning and Development Department has determined that the proposed zoning atlas amendment isconsistent with the Community Development Code as specified below: The proposed amendment is consistent with the Comprehensive Plan and the Community Development Code The proposed amendment is compatible with the surrounding property and character of the neighborhood The available uses in the Commercial (C) District are compatible with the surrounding area Staff reports for REZ2011-07005 are available and provide the complete analysis. The Community Development Board reviewed this application at its public hearing on October 18, 2011 and unanimously recommended approval of the Zoning Atlas amendment. Review Approval:1) Office of Management and Budget 2) Legal 3) Clerk 4) Assistant City Manager 5) City Manager 6) Clerk Cover Memo Item # 5 Attachment number 1 Page 1 of 4 Item # 5 Attachment number 1 Page 2 of 4 Item # 5 Attachment number 1 Page 3 of 4 Item # 5 Attachment number 1 Page 4 of 4 Item # 5 Attachment number 2 Page 1 of 6 PROJECT SITE [ Location Map Print Place Inc. Owner: Case: REZ2011-07005 The City of Clearwater Applicant: 0.21 ACRES TOTAL PARCEL: Property Site: A portion of 1911 North Old Coachman Road Size(Acres): PORTION INCLUDED IN REZ 0.07 ACRES REQUEST: Land Use Zoning PIN: 06-29-16-88146-001-0160 From : CG LMDR To: CG C Atlas Page: 254A S:\Planning Department\C D B\Zoning Atlas Amendments\REZ 2011\Old Coachman Rd N 1911 REZ2011-07005 - City of Item # 5 Clearwater\Maps\REZ2011-07005 Location Map.doc Attachment number 2 Page 2 of 6 Aerial Photograph Print Place Inc. Owner: Case: REZ2011-07005 The City of Clearwater Applicant: 0.21 ACRES TOTAL PARCEL: Property Site: A portion of 1911 North Old Coachman Road Size(Acres): PORTION INCLUDED IN REZ 0.07 ACRES REQUEST: Land Use Zoning PIN: 06-29-16-88146-001-0160 From : CG LMDR To: CG C Atlas Page: 254A S:\Planning Department\C D B\Zoning Atlas Amendments\REZ 2011\Old Coachman Rd N 1911 REZ2011-07005 - City of Item # 5 Clearwater\Maps\REZ2011-07005 Aerial Photograph.doc Attachment number 2 Page 3 of 6 1955 1954 19 19501951 19 RU 1947 1946 1946 19 RL 1942 1943 1942 194 1938 1937 1938 RL RL 1935 1934 193 RL 1931 1928 19 1929 P RU 1927 192 1926 RU R/O/R 1922 1923 1922 1925 1920 RL 1919 1920 1918 1914 1914 1915 1915 CG 1914 1913 R/OG 1911 CG CG CG 1891 RU RU 1896 R/OG 1890 RU 1884 18751876 1875 1876 1878 RURU 1869 1870 1870 T/U 1869 1872 1863 1863 18641864 Future Land Use Map Print Place Inc. Owner: Case: REZ2011-07005 The City of Clearwater Applicant: 0.21 ACRES TOTAL PARCEL: Property Site: A portion of 1911 North Old Coachman Road Size(Acres): PORTION INCLUDED IN REZ 0.07 ACRES REQUEST: Land Use Zoning PIN: 06-29-16-88146-001-0160 From : CG LMDR To: CG C Atlas Page: 254A S:\Planning Department\C D B\Zoning Atlas Amendments\REZ 2011\Old Coachman Rd N 1911 REZ2011-07005 - City of Item # 5 Clearwater\Maps\REZ2011-07005 Future Land Use Map.doc Attachment number 2 Page 4 of 6 1955 1954 19 19501951 19 1947 1946 1946 19 1942 1943 1942 LMDR 194 1938 1937 1938 1935 1934 193 1931 1928 19 1929 LMDR 1927 192 1926 1922 1923 1922 1925 1920 C 1919 1920 1918 1914 1914 1915 1915 C 1914 1913 1911 O 1891 O 1896 1890 LMDR LMDR 1884 18751876 1875 1876 1878 1869 1870 1870 I 1869 1872 1863 1863 18641864 Zoning Map Print Place Inc. Owner: Case: REZ2011-07005 The City of Clearwater Applicant: 0.21 ACRES TOTAL PARCEL: Property Site: A portion of 1911 North Old Coachman Road Size(Acres): PORTION INCLUDED IN REZ 0.07 ACRES REQUEST: Land Use Zoning PIN: 06-29-16-88146-001-0160 From : CG LMDR To: CG C Atlas Page: 254A S:\Planning Department\C D B\Zoning Atlas Amendments\REZ 2011\Old Coachman Rd N 1911 REZ2011-07005 - City of Item # 5 Clearwater\Maps\REZ2011-07005 Zoning Map.doc Attachment number 2 Page 5 of 6 1955 1954 19 15 32 7 2.37 A 116.4 C(C) 19501951 Gas Station 19 16 31 31 6 B 1947 1946 C 1946 730 19 1942 1943 1942 829 8 19 1938 1937 1938 9 9 28 114.3 19341935 19 10 27 11 113.8 1931 1928 19 21 2611 1929 12 113.3 Single family residential 1927 22 25 12 192 25 1926 12 112.8 13 1922 1923 23 13 1922 24 1925 192 112.2 1919 1920 24 14 1918 23 191 1914 1915 15 1915 152222 1914 114.9 102102 A C(C) 97 102 Bank 1913 16 21 1911 16 102 Grocery store 111(S) 17 Retail Sales Retail Sales 2027 A 17 C(C) & Services 18 19 28 72 79.8 17261 402.26 86146.3120 140.8 8295 100 1891 57 35 36 21 34 Bank Single Family Residential 1896 87370 82 100 9574.5 33 1890 58 Offices 1884 1876 1875 60 100 100 1875 150 100 1876 59 552.56 3760 32 3154 104.6 100 1878 1869 Vacant 1870 60 1870 31 32 134.2 105.2 87665 1869 1872 1863 1863 1864 1864 61 30 58 335239 1327 Existing Surrounding Uses Map Print Place Inc. Owners: Case: REZ2011-07005 The City of Clearwater Applicant: 0.21 ACRES TOTAL PARCEL: Property Site: A portion of 1911 North Old Coachman Road Size(Acres): PORTION INCLUDED IN REZ 0.07 ACRES REQUEST: Land Use Zoning PIN: 06-29-16-88146-001-0160 From : CG LMDR To: CG C Atlas Page: 254A S:\Planning Department\C D B\Zoning Atlas Amendments\REZ 2011\Old Coachman Rd N 1911 REZ2011-07005 - City of Item # 5 Clearwater\Maps\REZ2011-07005 Existing Surrounding Uses Map.doc Attachment number 2 Page 6 of 6 View looking east at the subject parcel, 1911 N. Old Coachman Rd. North of the subject property South of the subject propertyAcross street, to west of the subject property View looking northerly along Old Coachman RoadView looking southerly along Old Coachman Road REZ2011-07005 The City of Clearwater/Print Place Inc. 1911 North Old Coachman Road Item # 5 Attachment number 3 Page 1 of 1 Item # 5 Attachment number 4 Page 1 of 1 Item # 5 Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve the vacation of the easternmost 136 feet of Brownell Street, a City right-of-way, terminating at South Madison Avenue and pass Ordinance 8301-11 on first reading. (VAC2011-04 Fire Station45) SUMMARY: The City is in the process of designing Fire Station 45 to be located northwest of the intersection of Court Street and South Madison Avenue. The design calls for development within a portion of Brownell Street, a City right-of-way. City staff will coordinate with private utility providers to relocate facilities currently lying within the area proposed for vacation, at the City’s expense. Likewise, a 4-inch potable water line owned and operated by the City will be relocated as part of the construction project. The Engineering Department conducted an interdepartmental review of the request. All City service and utility providers, potentially affected by the vacation, concur with the staff recommendation. Review Approval:1) Office of Management and Budget 2) Assistant City Manager 3) City Manager 4) Clerk Cover Memo Item # 6 Attachment number 1 Page 1 of 2 ORDINANCE NO. 8301-11 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, VACATING, ALL OF THE RIGHT-OF-WAY ABUTTING THE SOUTH LOT LINE OF LOT 12, BLOCK 1 AND THE NORTH LOT LINE OF LOT 12, BLOCK 2, BOTH PAGE 85 OF THE PUBLIC RECORDS OF PINELLAS COUNTY, FL; PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Clearwater, Fla. (the City) owner of real property located in the City finds it necessary to vacate the right-of-way depicted in Exhibit A attached hereto; and WHEREAS, the City Council finds that said right-of-way is not necessary for its use as a public roadway, and it is deemed to be in the best interest of the City and the general public that the same be vacated; now, therefore, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA: Section 1. The following: All of the Right-of-Way abutting the South lot line of Lot 12, Block 1 and the North lot line of Lot 12, Block 2, both properties described in the plat "Moase and Harrison" located in Hillsborough Plat Book 2, Page 85 of the Public Records of Pinellas County, FL. is hereby vacated, closed and released, and the City of Clearwater releases its right, title and interest thereto only to the extent this property is used as a public right-of-way; however, the City reserves its fee simple interest for any and all other purposes. Additionally, all City and private utilities may be relocated by the City, at its own expense, and to the approval and acceptance of the private utility owners. Section 2. The City Clerk shall record this ordinance in the public records of Pinellas County, Florida, following adoption. Section 3. This ordinance shall take effect immediately upon adoption. Item # 6 Ordinance No. 8301-11 Attachment number 1 Page 2 of 2 PASSED ON FIRST READING _________________________ PASSED ON SECOND AND FINAL READING AND ADOPTED _________________________ _______________________________ Frank V. Hibbard Mayor Approved as to form: Attest: ______________________________ _______________________________ Camilo A. Soto Rosemarie Call Assistant City Attorney City Clerk Item # 6 Ordinance No. 8301-11 Attachment number 3 Page 1 of 1 Location Map 300 150 150 B 15.1 150 50 1 50 VAC VAC 138.7 150 157 50 56 28 50 D 56 150 100 81.7 100 140 124.9 1 47.7 45 50 90 140 D 100125 90 4590 45 2 121 176(S) 381.2 33500 97.8 381.2 181.5 1403 ² Right-of-Way Vacation at Brownell Street and S. Madison Avenue Prepared by: Engineering Department Geographic Technology Division Item # 6 100 S. Myrtle Ave, Clearwater, FL 33756 Ph: (727)562-4750, Fax: (727)526-4755 Map Gen By:Reviewed By:287A S-T-R:N.T.S. BJRTM Date:10/20/2011 Grid #:15-29S-15E Scale: www.MyClearwater.com Map Document: (V:\GIS\Engineering\Location Maps\brownell street vacation.mxd) Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve the request from FSH7, LLC to vacate the 15-foot alley lying 150 feet east of Fort Harrison Avenue between Chestnut Street and Rogers Street subject to certain conditions; accept a drainage and utility easement granted to the City over the vacated area; and pass Ordinance 8300-11 on first reading. (VAC2011-03 FSH7) SUMMARY: FSH7, LLC owns property fronting the subject alley on both sides and is seeking the vacation of the alley to expand its existing parking area. As owner of the abutting property, the applicant would become the owner of record of the vacated area. Progress Energy has no facilities in the alley and has no objection to the request. Bright House, Verizon and Knology have facilities in the alley and will have no objection to the request as long as easements are granted over the vacated area for their continued use. Likewise, the City has a sanitary pipe located within the alley. The requestor has agreed to convey a utility easement over the vacated area for the City's use of the area as a utility corridor. The Engineering Department conducted an interdepartmental review of the request. All City service and utility providers, potentially affected by the vacation, concur with the staff recommendation. Review 1) Public Works Administration 2) Planning 3) Office of Management and Budget 4) Legal 5) Clerk 6) Assistant City Approval:Manager 7) City Manager 8) Clerk Cover Memo Item # 7 Attachment number 1 Page 1 of 2 Item # 7 Attachment number 1 Page 2 of 2 Item # 7 Attachment number 3 Page 1 of 3 Item # 7 Attachment number 3 Page 2 of 3 Item # 7 Attachment number 3 Page 3 of 3 Item # 7 Attachment number 4 Page 1 of 1 Location Map 2.3A C 62131 63(S) 350 96.5 226(S) 39 1 2 2 1 96.5 COURT ST 191 16 18648 FSH7, LLC 190(S) ALLEY VACATION 27(S) 119(S) 29(S) 25 E60 134(S) 2 78 107 4 1 2 1 234 155(S) 77.9 230.5 4 294626 20 2 1 3 2 5 1 1 68(S) 4 2 60 6 215(S) 5 2 6 8910 78 7 65 238 417.7 1 1 4 4 32 4 1 1 5 234 1 94626 60 60 Olive Tree Ct 120 120 6 568 7 3 99.7 11 7 17.5 4 34 182.3 ² FSH7, LLC Alley Vacation in Wallace Addition, Downtown Prepared by: Engineering Department Geographic Technology Division Item # 7 100 S. Myrtle Ave, Clearwater, FL 33756 Ph: (727)562-4750, Fax: (727)526-4755 Map Gen By:Reviewed By:286B S-T-R:N.T.S. CRMTM Date:10/10/2011 Grid #:16-29S-15E Scale: www.MyClearwater.com Map Document: (V:\GIS\Engineering\Location Maps\Wallace Addition Alley.mxd) Attachment number 5 Page 1 of 4 Item # 7 Attachment number 5 Page 2 of 4 Item # 7 Attachment number 5 Page 3 of 4 Item # 7 Attachment number 5 Page 4 of 4 Item # 7 Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Adopt Ordinance 8268-11 on second reading, amending the future land use plan element of the Comprehensive Plan of the city to change the land use designation for certain real property whose post office address is 2985 Drew Street and 2995 Drew Street from Residential Medium (RM) and Residential/Office/Retail (R/O/R) to Residential/Office Limited (R/OL). (LUP2011-01002) SUMMARY: Review Approval: Cover Memo Item # 8 Attachment number 1 Page 1 of 2 Item # 8 Attachment number 1 Page 2 of 2 Item # 8 Attachment number 2 Page 1 of 1 Item # 8 Attachment number 3 Page 1 of 1 Item # 8 Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Adopt Ordinance 8269-11 on second reading, amending the Zoning Atlas of the city by rezoning certain real property whose post office address is 2985 Drew Street and 2995 Drew Street from Medium Density Residential (MDR) and Commercial (C) to Office (O). (REZ2011-01002) SUMMARY: Review Approval: Cover Memo Item # 9 Attachment number 1 Page 1 of 2 Item # 9 Attachment number 1 Page 2 of 2 Item # 9 Attachment number 2 Page 1 of 1 Item # 9 Attachment number 3 Page 1 of 1 Item # 9 Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Adopt Ordinance 8299-11 on second reading, amending Section 2.263(1), Code of Ordinances, to provide for no salary increase for the Mayor and Councilmembers in March 2012. SUMMARY: Review Approval: Cover Memo Item # 10 Attachment number 1 Page 1 of 1 Item # 10 11/15/2011 Meeting Date: City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve a one-year Agreement with Coordinated Child Care and the City of Clearwater for funding of youth programs, at a rate of $13.26 per child, per day and authorize the appropriate officials to execute same. SUMMARY: Since 2000, the City has received funding from JWB Children’s Services Council to provide after school and summer programming for youth in Clearwater. Once again, the City has been awarded funding for youth programming for Fiscal Year 2011/2012 from Coordinated Child Care, which is the administrative service agency used by JWB to distribute and oversee these funds. Rather than funding a set amount for the program, this Agreement will pay $13.26 per child, per day. From past history, this will amount to approximately $150,000 per year and serve approximately 60 youths that meet the program criteria. “Charting a Course for Youth” is a program developed to nurture youngsters at the Clearwater neighborhoods in which youth need the most direction. The program leaders have developed a safe haven for community youth and pre-teens ages 9 - 12 at Ross Norton Recreation Complex. The program is designed to incorporate exercise and nutrition based activities in an after school and summer camp setting, to encourage healthy lifestyle choices, improve social skills, increase athletic abilities, and develop leadership skills of the participants. There is no requirement to continue the program when the grant ends. Other Type: YesNone Current Year Budget?:Budget Adjustment: Budget Adjustment Comments: Funding from Coordinated Child Care. $150,000$150,000 Current Year Cost:Annual Operating Cost: $150,000$150,000 Not to Exceed:Total Cost: 2011 to 2012 For Fiscal Year: Appropriation CodeAmountAppropriation Comment 181-99872 $150,000 1) Office of Management and Budget 2) Legal 3) Clerk 4) Assistant City Manager 5) City Manager 6) Clerk Review Approval: Cover Memo Item # 11 Attachment number 1 Page 1 of 36 Item # 11 Attachment number 1 Page 2 of 36 Item # 11 Attachment number 1 Page 3 of 36 Item # 11 Attachment number 1 Page 4 of 36 Item # 11 Attachment number 1 Page 5 of 36 Item # 11 Attachment number 1 Page 6 of 36 Item # 11 Attachment number 1 Page 7 of 36 Item # 11 Attachment number 1 Page 8 of 36 Item # 11 Attachment number 1 Page 9 of 36 Item # 11 Attachment number 1 Page 10 of 36 Item # 11 Attachment number 1 Page 11 of 36 Item # 11 Attachment number 1 Page 12 of 36 Item # 11 Attachment number 1 Page 13 of 36 Item # 11 Attachment number 1 Page 14 of 36 Item # 11 Attachment number 1 Page 15 of 36 Item # 11 Attachment number 1 Page 16 of 36 Item # 11 Attachment number 1 Page 17 of 36 Item # 11 Attachment number 1 Page 18 of 36 Item # 11 Attachment number 1 Page 19 of 36 Item # 11 Attachment number 1 Page 20 of 36 Item # 11 Attachment number 1 Page 21 of 36 Item # 11 Attachment number 1 Page 22 of 36 Item # 11 Attachment number 1 Page 23 of 36 Item # 11 Attachment number 1 Page 24 of 36 Item # 11 Attachment number 1 Page 25 of 36 Item # 11 Attachment number 1 Page 26 of 36 Item # 11 Attachment number 1 Page 27 of 36 Item # 11 Attachment number 1 Page 28 of 36 Item # 11 Attachment number 1 Page 29 of 36 Item # 11 Attachment number 1 Page 30 of 36 Item # 11 Attachment number 1 Page 31 of 36 Item # 11 Attachment number 1 Page 32 of 36 Item # 11 Attachment number 1 Page 33 of 36 Item # 11 Attachment number 1 Page 34 of 36 Item # 11 Attachment number 1 Page 35 of 36 Item # 11 Attachment number 1 Page 36 of 36 Item # 11 Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Review and approve the proposed substitute artworks for Sculpture360: Season IV – Art in the Cleveland Street District. SUMMARY: On October 20, 2011, the City Council approved the selection and recommendation of artwork for Sculpture 360: Season IV - Art in the Cleveland Street District. Unfortunately, two of the pieces selected are unavailable as first presented to the Selection Panel, the Public Art and Design Board and staff. This agenda item is thus presented to City Council for the purpose of a review of proposed substitute artworks for the exhibition. The proposed substitute artworks have been reviewed and approved by the project Selection Panel and the Public Art and Design Board and have been found to meet the requirements of the Sculpture360 program and satisfy the themes of the exhibition. Staff has confirmed that there are no issues involved with the substitute artwork. Further information about the artists and selected artwork is available. Review Approval:1) Office of Management and Budget 2) Legal 3) Clerk 4) Assistant City Manager 5) City Manager 6) Clerk Cover Memo Item # 12 Attachment number 1 Page 1 of 4 Item # 12 Attachment number 1 Page 2 of 4 Item # 12 Attachment number 1 Page 3 of 4 Item # 12 Attachment number 1 Page 4 of 4 Item # 12 Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Appoint Paul E. Maser to the Board of Trustees, Clearwater Police Supplementary Pension Fund, with term to expire November 1, 2013. SUMMARY: In keeping with the provisions of Florida Statute 185.05, which states in part…the board of trustees “ shall consist of five members, two of whom, unless otherwise prohibited by law, shall be legal residents of the municipality, who shall be appointed by the legislative body of the municipality…” On November 5, 2009, Paul E. Maser (1125 Fairwood Avenue, Clearwater) was appointed by the City Council to serve on the Board of Trustees of the Police Supplementary Pension for a period of two years (Nov. 1, 2009 to Nov. 1, 2011). The Board of Trustees of the Clearwater Police Supplementary Pension Fund recommends that Paul E. Maser be appointed to serve a 2-year term as trustee (term will expire on Nov. 1, 2013). Mr. Maser has stated that he will accept the appointment. Review Approval:1) Office of Management and Budget 2) Legal 3) Clerk 4) Assistant City Manager 5) City Manager 6) Clerk Cover Memo Item # 13 11/15/2011 Meeting Date: City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve an agreement between The Florida Commission on Volunteerism and Community Service and the City of Clearwater renewing the AmeriCorps Clearwater program, for the period of January 1, 2012 through December 31, 2012, including a cash match in the amount of $80,022, and authorize the appropriate officials to execute same. SUMMARY: The Clearwater Police Department has been a participating member of the AmeriCorps program since 1995, and for the past 7 years has been the lead agency and grantee for AmeriCorps Clearwater. AmeriCorps Clearwater is a public safety program designed to foster citizen responsibility, build neighborhood unity, provide educational opportunities, and save police officer time by members performing non-hazardous public safety duties. Each full-time program member provides 1,700 hours annually and each part-time member provides 900 hours annually, resulting in a savings of over 22,500 hours of valuable service time to our citizens. This allows police officers and department personnel to devote more time to hazardous and critical crime mitigation tasks. AmeriCorps members promote a safe and friendlier place to live and visit. They also serve as a conduit for dissemination of information to residents and visitors who are most affected by ongoing changes in the City. The Clearwater Police Department benefits from the members’ assistance with community policing efforts and the opportunity to mentor and mold the potential police officers of the future. Eight full-time AmeriCorps members, ten part-time AmeriCorps members and one AmeriCorps Program Coordinator are assigned to the Clearwater Police Department. The full-time AmeriCorps members receive a minimum living allowance/stipend of $12,100 per year, and part-time AmeriCorps members receive a living allowance/stipend of $6,406 per year. A continuation funding request and application was submitted and approved by The Corporation for National and Community Service for Federal Assistance in the amount of $175,459. Special Project 181-99250 has been set up for AmeriCorps Clearwater 2012. A budget amendment will provide the cash match with a transfer of $80,022from the Special Law Enforcement Trust Fund project 181-99331. Other Type: YesYes Current Year Budget?:Budget Adjustment: Budget Adjustment Comments: A budget amendment will provide the cash match with a transfer of $80,022 from the Special Law Enforcement Trust Fund project 181- 99331. $175,459.00$175,459.00 Current Year Cost:Annual Operating Cost: $175,459.00 Not to Exceed:Total Cost: 2011 to 2012 For Fiscal Year: Cover Memo Appropriation CodeAmountAppropriation Comment Item # 14 181-99250 $175,459.00 1) Office of Management and Budget 2) Legal 3) Clerk 4) Assistant City Manager 5) City Manager 6) Clerk Review Approval: Attachment number 1 Page 1 of 12 Item # 14 Attachment number 1 Page 2 of 12 Item # 14 Attachment number 1 Page 3 of 12 Item # 14 Attachment number 1 Page 4 of 12 Item # 14 Attachment number 1 Page 5 of 12 Item # 14 Attachment number 1 Page 6 of 12 Item # 14 Attachment number 1 Page 7 of 12 Item # 14 Attachment number 1 Page 8 of 12 Item # 14 Attachment number 1 Page 9 of 12 Item # 14 Attachment number 1 Page 10 of 12 Item # 14 Attachment number 1 Page 11 of 12 Item # 14 Attachment number 1 Page 12 of 12 Item # 14 Attachment number 2 Page 1 of 3 Item # 14 Attachment number 2 Page 2 of 3 Item # 14 Attachment number 2 Page 3 of 3 Item # 14 Attachment number 3 Page 1 of 3 Item # 14 Attachment number 3 Page 2 of 3 Item # 14 Attachment number 3 Page 3 of 3 Item # 14 Attachment number 4 Page 1 of 29 2011 AMERICORPS GRANT PROVISIONS Effective June 1, 2011 These Corporation for National & Community Service (Corporation)AmeriCorps Grant . By accepting funds under this grant, the grantee agrees Provisions are binding on the grantee to comply with, and include in all subgrants, the AmeriCorps Provisions, all applicable federal statutes, regulations and guidelines, and any amendments thereto. The grantee agrees to operate the funded program in accordance with the approved grant application and budget, supporting documents, and other representations made in support of the approved grant application. For the purposes of these Provisions, “AmeriCorps” refers to AmeriCorps State and National grantees only. The term grantee is used to connote either grantee or subgrantee, as appropriate, throughout these Provisions. TABLE OF CONTENTS I. Changes to the 2011 AmeriCorps Grant Provisions ........... II. Legislative and Regulatory Authority ........................................... III. Other Applicable Statutory and Administrative Provisions............................... A. States, Indian Tribes, U.S. Territories, and Local Governments .............................3 B. Nonprofit Organizations ........................................ C. Educational Institutions ....................................... D. Other Applicable Statutes and Regulations ...................... E. Exemptions for Fixed Amount Grants ........................ F. Order of Precedence ......................................... IV. AmeriCorps Special Provisions ............................. A. Definitions.................................................. B. Affiliation with the AmeriCorps National Service Network .................................. C. Member Recruitment, Selection, and Exit .................... D. Supervision and Support ..................................... E. Changes in Member Terms of Service or Program Slots ..................................... F. Release from Participation ................................. G. Living Allowances, Other In-Service Benefits, and Taxes ..... H. Member Records and Confidentiality .......................... I. Budget and Programmatic Changes ........................... J. Reporting Requirements .................................... K. Grant Period and Incremental Funding ....................... V. General Provisions ........................................ A. Responsibilities under Grant Administration.................. B. Financial Management Standards ............................ C. The Office of Inspector General ............................ D. Program Income .............................................. E. Safety ......................................................20 F. Non-Discrimination Public Notice and Records Compliance ...............................20 G. Grants Products ............................................ H. Suspension or Termination of Grant .......................... I. Fixed Amount Awards ....................................... J. Trafficking in Persons .................................... Item # 14 Attachment number 4 Page 2 of 29 K. Central Contractor Registration and Universal Identifier Requirements24 ………….. L. Transparency Act Award Term (for grants & cooperative agreements of $25,000 or more) .........................................................25 VI. Attachment Grant Program Civil Rights and Non-Harassment Policy ........... I. CHANGES TO THE 2011 AMERICORPS GRANT PROVISIONS 1. Section IV. B. 1 and 2. – Added additional information related to Identification of an AmeriCorps Program or Member and additional information related to The AmeriCorps Name and Logo. 2. Section IV. D. 1. – Added the grantee’s responsibility for ensuring position descriptions do not include prohibited activities. 3. Section IV. D. 2. – Added the Regulation’s citation for prohibited activities. 4. Section IV. D. 3. – Added the list of prohibited activities. 5. Section IV. D. 4. – Added a requirement for grantees to train members on prohibited activities and a reminder on the limitation of time spent in training. 6. Section IV. E. 4. – Added the state commissions’ ability to transfer slots among their competitive subgrantees. 7. Section IV. F. – Added language about compliance with regulation personal circumstances. 8. Section IV. J. 3. - Added the reporting of federal funds other than Corporation funds used to carry out the program. 9. Section IV. K. – Enhanced the language for continuation funding. 10. Section V. A. 2. – Added a section on subawards and grantees having a monitoring plan. 11. Section V. B. 4. - Increased the maximum daily consultant/ contractual daily rate from $617 to $750. 12. Section V. F. – Updated the TTY/Reasonable Accommodation phone n 13. Section V. K. - Added the Central Contractor Registration and Universal Identifier Requirements. 14. Section V. L. - Added the Transparency Act Award Term for grants and cooperative agreements of $25,000 or more. II. LEGISLATIVE AND REGULATORY AUTHORITY This grant is authorized by and subject to the National and Community Service Act of 1990, as amended by the Serve America Act, (42 U.S.C. 12501 ., at §4993)and the implementing et seq regulations at 45 CFR 2510 . Grantees must comply with the requirements of the Act and et seq its implementing regulations. III. OTHER APPLICABLE STATUTORY AND ADMINISTRATIVE PROVISIONS The following applicable federal cost principles, administrative requirements and audit requirements are incorporated by reference: 2 Item # 14 Attachment number 4 Page 3 of 29 A. STATES, INDIAN TRIBES, U.S. TERRITORIES, AND LOCAL GOVERNMENTS The following circulars and their implementing regulations apply to states, Indian tribes, U.S. territories, and local governments: 1. OMB Circular A-102, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments – 45 CFR Part 2541. 2. OMB Circular A-87, Cost Principles for State and Local Governments – 2 CFR Part 225. 3. OMB Circular A-133, Audits of States, Local Governments and Nonprofit Organizations. Fixed Amount grants are exempt from OMB Circular A-87, Cost Principles for State and Local Governments – 2 CFR Part 225. B. NONPROFIT ORGANIZATIONS The following circulars and their implementing regulations apply to nonprofit organizations: 1. OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations – 45 CFR Part 2543 or 2 CFR Part 215. 2. OMB Circular A-122, Cost Principles for Nonprofit Organizations – 2 CFR Part 230. 3. OMB Circular A-133, Audits of States, Local Governments and Non-Profit Organizations. Fixed Amount grants are exempt from OMB Circular A-122, Cost Principles for Nonprofit Organizations - 2 CFR Part 230. C. EDUCATIONAL INSTITUTIONS The following circulars and their implementing regulations apply to educational institutions: 1. OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations – 45 CFR Part 2543 or 2 CFR Part 215. 2. OMB Circular A-21, Cost Principles for Educational Institutions – 2 CFR Part 220. 3. OMB Circular A-133, Audits of States, Local Governments and Nonprofit Organizations. Fixed Amount grants are exempt from OMB Circular A-21, Cost Principles for Educational Institutions – 2 CFR Part 220. These documents can be found here: and here: http://www.access.gpo.gov/nara/cfr/waisidx_07/2cfrv1_07.html#215 http://ecfr.gpoaccess.gov/cgi/t/text/text- idx?sid=1289932cf6539210eb14f3d8d3052a8b&c=ecfr&tpl=/ecfrbrowse/Title02/2cfrv1_02.tpl#200 3 Item # 14 Attachment number 4 Page 4 of 29 D. OTHER APPLICABLE STATUTES AND REGULATIONS The grantee must comply with all other applicable statutes, executive orders, regulations, and policies governing the grant, including, but not limited to, those cited in these Grant Provisions, the Grant Assurances and Certifications, and those cited in 45 CFR Parts 2541 and 2543. E.EXEMPTIONS FOR FIXED AMOUNT GRANTS Fixed Amount grants are exempt from the Cost Principles. (See above for the exemptions.) Fixed Amount grants must comply with OMB Circular A-133 and the Uniform Administrative Requirements. Fixed Amount grants include Education Award progra and Full-Cost Fixed Amount grants. F.ORDER OF PRECEDENCE Any inconsistency in the Grant Award shall be resolved by giving precedence in the following order (a) Applicable Federal Statutes, (b) Corporation and other Federal regulations, (c) Special Provisions, (d) General Provisions, (e) Notice of Funding Opportunity, and (f) the approved Grant Application including all assurances, certifications, attachments, and pre-award negotiations. IV. AMERICORPS SPECIAL PROVISIONS A. DEFINITIONS For purposes of this grant the following definitions apply: 1. , for the purposes of this agreement, means the direct recipient of this grant (45 Grantee CFR Part 2542.510). The grantee is legally accountable to the Co grant funds and is bound by the provisions of the grant. The grantee is responsible for ensuring that subgrantees or other organizations carrying out activities under this award comply with all applicable Federal requirements, including these provisions, regulations and OMB circulars incorporated by reference. 2. refers to an organization receiving AmeriCorps grant funds or member Subgrantee positions from a grantee of the Corporation. See 45 CFR Part 254 3. means the organization that manages the AmeriCorps program and Operating site members into service locations. State subgrantees (programs) are operating sites. National grantees must identify at least one operating site to which they can assign service locations in the state where they are placing members. 4. meansthe organization where or with which a member actually Service Location provides his or her service in the community. Typical service locations are schools, food banks, health clinics, community parks, etc. The service location may be the same as the 4 Item # 14 Attachment number 4 Page 5 of 29 operating site, but only if the member actually serves at or with the operating site organization. A member may serve at multiple service locations, all of which must be listed in the portal, although the program must select only one for the member’s primary assignment. 5. means an individual: Member or participant a. Who has been selected by a grantee or subgrantee to serve in an approved national service position; b. Who is a U.S. citizen, U.S. national, or lawful permanent resident alien of the United States; c. Who is at least 17 years of age at the commencement of service unless the member is out of school and enrolled i. in a full-time, year-round youth corps or full-time summer progr the Act (42 U.S.C. 12572 (a) (2)), in which case he or she must be between the ages of 16 and 25, inclusive, or ii. in a program for economically disadvantaged youth as defined in the Act (42 U.S.C. 12572 (a)(9)), in which case he or she must be between the ages of 16 and 24, inclusive; and d. Who has a high school diploma or an equivalency certificate (or agrees to obtain a high school diploma or its equivalent before using an education award) and who has not dropped out of elementary or secondary school in order to begin a term of service as an AmeriCorps member (unless enrolled in an institution of higher education on an ability to benefit basis and is considered eligible for funds under section 484 of the Higher Education Act of 1965, 20 U.S.C. 1091), or who has been determined through an independent assessment conducted by the grantee to be incapable of obtaining a high school diploma or its equivalent. B. AFFILIATION WITH THE AMERICORPS NATIONAL SERVICE NETWORK 1. The grantee must identify the Identification as an AmeriCorps Program or Member. program as an AmeriCorps program and eligible members as AmeriCorps members. All partnership agreements/MOUs related to the AmeriCorps program must explicitly state that the program is an AmeriCorps program and AmeriCorps members are the resource being provided. 2. AmeriCorps is a registered service mark of the The AmeriCorps Name and Logo. Corporation for National and Community Service. The Corporation provides a camera- ready logo. All grantees and subgrantees on their organization’s website must clearly state that they are an AmeriCorps grantee and display the AmeriCorps logo with prominence. Grantees and subgrantees except for Education Award Programs (EAPs) must use the AmeriCorps name and logo on service gear and public materials such as stationery, application forms, recruitment brochures, on-line position posting or other recruitment strategies, orientation materials, member curriculum, signs, banners, press releases and publications related to their AmeriCorps program in accordance with 5 Item # 14 Attachment number 4 Page 6 of 29 Corporation requirements. EAPs are strongly encouraged to use the AmeriCorps name and logo on such materials. To establish the relationship between the program and AmeriCorps, the grantee should use the phrase “The AmeriCorps National Service Network” or “an AmeriCorps program or “a proud member of the AmeriCorps national service network.” Grantees are strongly encouraged to provide information or training to their AmeriCorps members about how their program is part of the national AmeriCorps program and the other programs of the Corporation for National and Community Service. Grantees are strongly encouraged to place signs that include the AmeriCorps name and logo at their service sites and may use the slogan “AmeriCorps Serving Here.” AmeriCorps members should AmeriCorps members during public speaking opportunities. The grantee may not alter the AmeriCorps logo, and must obtain the written permission of the Corporation before using the AmeriCorps name or logo on materials that will be sold, or permitting donors to use the AmeriCorps name or logo in promotional materials. The grantee may not use or display the AmeriCorps name or logo in connection with any activity prohibited in these grant provisions. C. MEMBER RECRUITMENT, SELECTION, AND EXIT Member recruitment and selection requirements are in the Corporation’s regulations at 45 CFR Part 2522.210. In addition, the grantee must ensure that the following procedures are followed: 1.. The grantee must notify the Notice to the Corporation’s National Service Trust Corporation’s National Service Trust within 30 days of a member’s selection for, completion of, suspension from, or release from, a term of service. Suspension of service is defined as an extended period during which the member is not accumulating service hours or receiving AmeriCorps benefits. The grantee also must notify the Trust, via the My AmeriCorps Portal, when a change in a member’s term of service is approved and changed (i.e. from full-time to less than full- time or vice versa). Failure to report such changes within 30 days may result in sanctions to the grantee, up to and including, suspension or termination. Grantees or subgrantees meet notification requirements when they use the appropriate electronic system to inform the Corporation within the approved time frames. Any questions regarding the Trust should be directed to the Trust Office (800) 942-2677. Any individual who makes a materially false statement Penalties for false information: or representation in connection with the approval or disbursement of an education award or other payment from the National Service Trust may be liable for the recovery of funds and subject to civil and criminal sanctions. 2. . Parental or legal guardian consent must be obtained for members Parental Consent under 18 years of age before beginning a term of service. Grantees may also include an 6 Item # 14 Attachment number 4 Page 7 of 29 informed consent form of their own design as part of the member service agreement materials. 3. . Programs and activities must be accessible to persons Reasonable Accommodation with disabilities, and the grantee must provide reasonable accommodation to the known mental or physical disabilities of otherwise qualified members, service recipients, applicants, and staff. All selections and project assignments must be made without regard to the need to provide reasonable accommodation. See the Policy FAQ entitled Reasonable Accommodation for more information. 4. So that CNCS can track where all members Assigning Members to Service Locations. are serving, the grantee is required to ensure that operating sites and all service locations are entered in the My AmeriCorps portal for all members within 30 days of members’ selection for a term of service. As AmeriCorps State and National programs enroll members for service they are required to include the name of the full address or zip-plus-four of the service locations where the a member is serving at multiple service locations, the program must select the one where the member serves a majority of his or her hours for the member’s assignment, however, all service locations must be listed in the portal. 5. The grantee is required to ensure that time and attendance recordkeeping Timekeeping. is conducted by the individual who supervises the AmeriCorps member. This time and attendance record is used to document member eligibility for in-ice benefits. Time and attendance records must be signed and dated both by the member and by an individual with oversight responsibilities for the member. If a professional corps program wants to follow the timekeeping practices of its profession and certify members have completed the minimum requir sick and vacation days, it must get advance approval from the Corporation. 6. The grantee must ensure that each member has Completion of Terms of Service. sufficient opportunity to complete the required number of hours of service to qualify for their education award. Members must be exited within 30 days of the end of their term of service. Should a program not be renewed, a member who was scheduled to continue in a term of service may either be placed in another program where fe may receive a pro-rated education award if the member has completed at least 15% of the service hour requirement. 7.. In order for a member to receive a post-service education award from the Member Exit National Service Trust, the grantee must certify to the National Service Trust that the member satisfactorily and successfully completed the term of service, and is eligible to receive the education benefit. The grantee (and any individual or entity acting on behalf of the grantee) is responsible for the accuracy of the information certified on the end-of- term certification. D. SUPERVISION AND SUPPORT 7 Item # 14 Attachment number 4 Page 8 of 29 1. The grantee must develop member positions that Planning for the Term of Service. provide for meaningful service activities and performance criteria that are appropriate to the skill level of members. The grantee is responsible for ensuring that the positions do not include or put the AmeriCorps member in a situation in which the member is at risk for engaging in any prohibited activity (see 45 CFR § 2520.65), violate the non-duplication and non-displacement requirements (see 45 CFR § 2540.100), or prohibited fundraising activity (see 45 CFR §§ 2520.40-45). The grantee must accurately and completely describe the activities to be performed by each member in a position description, to be provided to the Corporation on request. The grantee must ensure that each member has sufficient opportunity to complete the required number of hours to qualify for a post-service education award. In planning for the member’s term of service, the grantee must account for holidays and other time off, and must provide each member with sufficient opportunity to make up missed hours. 2.The grantee must require that each member signs a Member Service Agreements. service agreement that, at a minimum, includes the following: a. Member position description; b. The minimum number of service hours (as required by statute) and other requirements (as developed by the grantee) necessary to successfully complete the term of service and to be eligible for the education award; c. The amount of the education award being offered for successful completion of the terms of service in which the individual is enrolling; d. Standards of conduct, as developed by the grantee or subgrantee; e. List of prohibited activities, including those specified in the regulations at 45 CFR 2520.65 (see paragraph 3, below); f. Requirements under the Drug-Free Workplace Act (41 U.S.C. 701 .); et seq g. Suspension and termination rules; h. The specific circumstances under which a member may be released i. Grievance procedures; and j. Other requirements as established by the grantee. The grantee should ensure that the service agreement is signed before commencement of service so that members are fully aware of their rights and responsibilities. 3.While charging time to the AmeriCorps program, accumulating Prohibited Activities. service or training hours, or otherwise performing activities supported by the AmeriCorps program or the Corporation, staff and members may not engage in the following activities (see 45 CFR § 2520.65): a. Attempting to influence legislation; b. Organizing or engaging in protests, petitions, boycotts, or strikes; c. Assisting, promoting, or deterring union organizing; d. Impairing existing contracts for services or collective bargaining agreements; 8 Item # 14 Attachment number 4 Page 9 of 29 e. Engaging in partisan political activities, or other activities designed to influence the outcome of an election to any public office; f. Participating in, or endorsing, events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation, or elected officials; g. Engaging in religious instruction, conducting worship services, providing instruction as part of a program that includes mandatory religious instruction or worship, constructing or operating facilities devoted to religious instruction or worship, maintaining facilities primarily or inherently devoted to religious instruction or worship, or engaging in any form of religious proselytization; h. Providing a direct benefit to— i. A business organized for profit; ii. A labor union; iii. A partisan political organization; iv. A nonprofit organization that fails to comply with the restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 except that nothing in this section shall be construed to prevent participants from engaging in advocacy activities undertaken at their own initiative; and v. An organization engaged in the religious activities described in paragraph (g) of this section, unless Corporation assistance is not used to support those religious activities; i. Conducting a voter registration drive or using Corporation funds to conduct a voter registration drive; j. Providing abortion services or referrals for receipt of such services; and k. Such other activities as the Corporation may prohibit. AmeriCorps members may not engage in the above activities directly or indirectly by recruiting, training, or managing others for the primary purpose of engaging in one of the activities listed above. Individuals may exercise their rights as private citizens and may participate in the activities listed above on their initiative, on non-AmeriCorps time, and using non-Corporation funds. Individuals should not wear the AmeriCorps logo while doing so. 4. The grantee must provide members with adequate supervision by qualified Supervision. supervisors in accordance with the approved application. The grantee must conduct an orientation for members, including training on what activities are prohibited during AmeriCorps service hours, and comply with any pre-service orientation or training required by the Corporation. The grantee must ensure that it does not exceed the limitation on time spent in training and education set forth in 45 CFR § 2520.50. 5.The grantee must conduct and keep a record of at least a midterm Performance Reviews. and end-of-term written evaluation of each member’s performance for Full and Half- Time members and an end-of-term written evaluation for less than Half-time members. The end-of-term evaluation should focus on such factors as: a. Whether the member has completed the required number of hours; 9 Item # 14 Attachment number 4 Page 10 of 29 b. Whether the member has satisfactorily completed assignments; and c. Whether the member has met other performance criteria that were clearly communicated at the beginning of the term of service. 6.The grantee must report any member deaths or serious Member Death or Injury. injuries to the designated Corporation Program Officer immediately. E. CHANGES IN MEMBER TERMS OF SERVICE OR PROGRAM SLOTS 1. . Circumstances may arise within a program that Changes that Require CNCS Approval necessitate changing the type of unfilled AmeriCorps member posi grantee or subgrantee, or changing the term of service of a currently enrolled member. Note that once a member is exited with a partial education award, the remaining portion of that education award is not available for use. The following changes require written approval from the Corporation’s Office of Grants Management as well as written approval and concurrence from the State Commission or Parent Organization: a. A change in the number of member service year positions in the grant; and/or b. A change in the funding level of the grant. 2. Except for Full-cost and Professional Corps Changing Slot Types (unfilled positions). Fixed Amount grants, grantees or subgrantees may change the type of slots awarded to their program if: a. The change does not increase the total MSYs authorized in the Notice of Grant Award (e.g. one half-time position cannot be changed to one full-time position), b. The change does not increase the amount of the education award. All changes are subject to availability of funds in the Trust, will be Trust neutral, and will comply with all assumptions on which Trust prudence and continued solvency are predicted. Changes in slot type may be made by the grantee directly in the My AmeriCorps Portal. 3. Changes in terms of Changing a Term of Service (currently enrolled positions). service may not result in an increased number of MSYs for the program. With the exception of Education Award only grants, grantees with Fixed Amount grants may not convert members to less-than-full-time slots. a. . State Commissions and Parent Organizations may authorize or approve Full-time occasional changes of currently enrolled full-time members to less than full-time members. Impact on program quality should be factored into approval of requests. The Corporation will not cover health care or childcare costs for less than full-time members. It is not allowable to transfer currently enrolled full-time members to a less than full-time status simply to provide a less than full-time education award. b. . The Corporation discourages changing less than full-time Less than Full-time members to full-time because it is very difficult to manage, unless done very early in 10 Item # 14 Attachment number 4 Page 11 of 29 the member’s term of service. State Commissions and Parent Organizations may authorize or approve such changes so long as their current budget can accommodate such changes. Programs must keep in mind that a member’s minimum 1700 hours must be completed within 12 months of the member’s original start date. c. . Eligible AmeriCorps State and National programs that have fully Refilling Slots enrolled their awarded member slots are allowed to replace any member who terminates service before completing 30 percent of his/her term provided that the member who is terminated is not eligible for and does not receive a pro-rated education award. Programs may not refill the same slot more than once. As a fail-safe mechanism to ensure that resources are available in the National Service Trust to finance any member’s education award, the Corporation will suspend refilling if either: i. Total AmeriCorps enrollment reaches 97 percent of awarded slots; ii. The number of refills reaches five percent of awarded slots. Grantees whose awards have special grant conditions under 45 CFR 2543.14 or 2541.120 are not eligible to refill positions. In order to be qualified to refill, grantees will be evaluated on the basis of the outcomes of Inspector General audits, site visits, and oversight by CNCS program and grants officers. 4. State commissions are allowed Formula and State Competitive Grant Slot Transfers. to transfer slots among their state formula and competitive subgrantees in order to maximize enrollment and cost effectiveness without prior approva may not transfer slots between competitive and formula grantees, or vice-versa. State commissions may not transfer funds among their competitive subgr for refill are not allowed to be transferred. 5. . The grantee must immediately notify Notice to Childcare and Healthcare Providers the Corporation’s designated agents, in writing, when a member’s status changes that affect eligibility for childcare or healthcare. See Section IV.G. 6. F. RELEASE FROM PARTICIPATION Grantees may release members from participation for two reasons:rsonal circumstances; and (b) for cause. See 45 CFR §2522.230 for requirements. Whether the reason for the release amounts to circumstances beyond the member’s control is determined by the grantee, consistent with the criteria listed in 45 CFR § 2522.230(a). Failure to follow the requirements set forth in regulation (e.g., releasing an individual for compelling personal circumstances when the individual is leaving to go to school) is considered non-compliance with grant requirements and may result in disallowed costs and other In addition to the regulations, the following applies: A release for cause covers all : No Automatic Disqualification if Released for Cause circumstances in which a member does not successfully complete his/her term of service for reasons other than compelling personal circumstances. Therefore, it is possible for a member to 11 Item # 14 Attachment number 4 Page 12 of 29 receive a satisfactory performance review and be released for cause. For example, a member who is released for cause for a first term for personal reasons–e.g. he/she has decided to take a job offer–but who, otherwise, was performing well up until the time he/she decided to leave, would not be disqualified for a subsequent term as long as he/she received a satisfactory performance evaluation for the period he/she served. G. LIVING ALLOWANCES, OTHER IN-SERVICE BENEFITS, AND TAXES 1. A living allowance is not a wage. Grantees must not Living Allowance Distribution. pay a living allowance on an hourly basis. Grantees should pay the living allowance in regular increments, such as weekly or bi-weekly, paying an increased increment only on the basis of increased living expenses such as food, housing, or transportation. Payments should not fluctuate based on the number of hours served in a particular time period, and must cease when a member concludes a term of service. If a member serves all required hours and is permitted to conclude his or her term of service before the originally agreed upon end of term, the grantee may not provide a lump sum payment to the member. Similarly, if a member is selected afart date, the grantee must provide regular living allowance payments from the member’s start date and may not increase the member’s living allowance incremental payment or provide a lump sum to make up any missed payments. AmeriCorps EAPs may provide a living allowance or other in-service benefits to their members, but are not required to do so. Full-cost and other Fixed Amount grantees must provide the living allowance. 2. If a living allowance is paid, a member may waiveall or Waiving the Living Allowance. part of the payment of a living allowance if he or she believes his or her public assistance may be lost or decreased because of the living allowance. Even i her right to receive the living allowance, it is possible—depending on the specific public assistance program rules—that the amount of the living allowance that the member is eligible to receive will be deemed available. A member who has w allowance may revoke the waiver at any time and may begin receiv allowance prospective to the revocation date; the member may not receive any portion of the living allowance accrued during the waiver period. 3. Requirements related to member living allowances and benefits Taxes and Insurance. are in 45 CFR§§2522.240 and 2522.250.In addition, grantees must ensure that the following procedures are followed: a. The grantee is responsible for ensuring adequate Liability Insurance Coverage. general liability coverage for the organization, employees and members, including coverage of members engaged in on- and off-site project activities. b. Unless the grantee obtains a ruling FICA (Social Security and Medicare taxes). from the Social Security Administration or the Internal Revenue specifically exempts its AmeriCorps members from FICA requirements, the grantee 12 Item # 14 Attachment number 4 Page 13 of 29 must pay FICA for any member receiving a living allowance. The grantee also must withhold 7.65% from the member’s living allowance. c. The grantee must withhold Federal personal income taxes from Income Taxes. member living allowances, requiring each member to complete a W- beginning of the term of service and providing a W-2 form at the close of the tax year. The grantee must comply with any applicable state or local d. . Some states require worker’s compensation for Worker’s Compensation AmeriCorps members. Grantees must check with State Departments of Labor or state commissions to determine worker’s compensation requirements. If compensation is not required, grantees must obtain Occupational, Accidental, and Death and Dismemberment coverage for members to cover in-service injury or incidents. 4. Except for EAPs, Professional Corps, or members covered under Healthcare Coverage. a collective bargaining agreement, the grantee must provide, or make available, healthcare insurance to those members serving a 1700-hour full-time term who are not otherwise covered by a healthcare policy at the time each begins his/her term of service. The grantee must also provide, or make available, healthcare insurance to members serving a 1700-hour full-time term who lose coverage during their term of service as a result of service or through no deliberate act of their own. The Corporation will not cover healthcare costs for dependent coverage. Less-than-full-time members who are serving in a full-time capacity for a sustained period of time (e.g. a full-time summer project) are eligible for health care benefits. Programs may provide health insurance to less-than-full-time members serving in a full- time capacity, but they are not required to do so. For purposes of this provision, a member is serving in a full-time capacity when his/her regular t involve performing service on a normal full-time schedule for a period of six weeks or more. A member may be serving in a full-time capacity without regard to whether his/her agreed term of service will result in a full-time Segal AmeriCorps Education Award. When required to provide healthcare insurance coverage, the gran Minimum Benefits. may obtain healthcare from any provider as long as the coverage provided by the grantee provides the following minimum benefits: a. Physician services for illness or injury b. Hospital room and board c. Emergency room d. X-ray and laboratory e. Prescription drugs f. Limited mental/nervous disorders g. Limited substance abuse coverage h. An annual deductible of no more than $250 charges per member i. No more than $1,000 total annual out-of-pocket per member j. A 20% co-pay or a comparable fixed fee with the exception of a 50% co-pay for mental and substance abuse care 13 Item # 14 Attachment number 4 Page 14 of 29 k. A maximum benefit of at least $50,000 per occurrence or cause 5. In general, the Corporation will provide for Administration of Childcare Payments. childcare payments, which will be administered through First Financial Associates. Requirements and eligibility criteria are in the AmeriCorps regulation 45 CFR §2522.250. Grantees that choose to provide childcare as a match source (as approved in their budget) may use First Financial for technical assistance. Grantees can contact First Financial at (800) 453-8151 with questions regarding childcare. The criteria for member eligibility are contained in 45 CFR Part 2522.250. Members are considered to be full- time participants for purposes of eligibility for childcare payments on the same basis as eligibility for healthcare coverage. Members who are excluded from healthcare coverage solely on the basis of serving in a Professional Corps, or because they are covered under a collective bargaining agreement are not excluded from receiving childcare benefits on that basis. Members serving in EAPs are not eligible for the childcare benefit. The Corporation will not cover childcare costs for family members or for members who have not served on a full-time, or who have ceased serving on a full-time basis. Programs may provide child care to less-than-full-time members serving in a full-time capacity, but they are not required to do so. Also see the Policy FAQs for more detailed information on administering childcare and healthcare. 6. . The grantee must notify the Notice to Childcare and Healthcare Providers Corporation’s designated agents in writing, immediately, when a member’s status changes that affect eligibility for childcare or healthcare. Examples of changes in status include: changes to a member's scheduled service so that he/she is no longer serving on a full-time basis; terminating or releasing a member from service; member for cause for a lengthy or indefinite time period. Program directors should contact First Financial Associates at (800) 453-8151 on childcar their health insurance provider about health insurance related changes. H. MEMBER RECORDS AND CONFIDENTIALITY 1.The grantee must ensure that records, including the position description, Recordkeeping. are maintained sufficient to establish that each member was elige and that the member successfully completed all requirements. A progr files electronically if the program can ensure that the validity and integrity of the record is not compromised. The Corporation will recognize electronically stored files where: The electronic storage procedures and system provide for the safe-keeping and security of the records, including: a. Sufficient prevention of unauthorized alterations or erasures of records; b. Effective security measures to ensure that only authorized persons have access to records; c. Adequate measures designed to prevent physical damage to records; and d. A system providing for back-up and recovery of records; and 14 Item # 14 Attachment number 4 Page 15 of 29 The electronic storage procedures and system provide for the easy retrieval of records in a timely fashion, including: a. Storage of the records in a physically accessible location; b. Clear and accurate labeling of all records; and c. Storage of the records in a usable, readable format. Where there is a requirement for a signature on a record, electronically stored records must include an image of the original signature; records without signatures, when required, are considered incomplete. 2.The grantee must obtain and maintain documentation as required b Verification. CFR§2522.200(c). The Corporation does not require programs to make and retain copies of the actual documents used to confirm age or citizenship eligibility requirements, such as a driver’s license, or birth certificate, as long as the grantee has a consistent practice of identifying the documents that were reviewed and maintaining a record of the review. Enrolling in the My AmeriCorps portal requires a member to certify his/her high school status. Such certification fulfills the grantee’s verification requirement to obtain and maintain documentation from the member relating to the member’s education. If the member has been determined to be incapable of obtaining a high school diploma or its equivalent, the grantee must retain a copy of the supporting independent evaluation. 3.The grantee must maintain the confidentiality of Confidential Member Information. information regarding individual members. The grantee must obtain the prior written consent of all members before using their names, photographs and other identifying information for publicity, promotional or other purposes. Grantees may release aggregate and other non-identifying information, and are required to release member information to the Corporation and its designated contractors. The grantee must permit a member who submits a written request for access to review records that pertain to the member and were created pursuant to this grant. I. BUDGET AND PROGRAMMATIC CHANGES 1.The grantee must first obtain the prior written approval of the Programmatic Changes. AmeriCorps Program Office before making the following changes: a. Changes in the scope, objectives or goals of the program, whether or not they involve budgetary changes; b. Substantial changes in the level of participant supervision; c. Entering into additional subgrants or contracts for AmeriCorps activities funded by the grant, but not identified or included in the approved application and grant budget. 2.. State Commissions are responsible for Program Changes for Formula Programs approving the above changes for state formula programs. 15 Item # 14 Attachment number 4 Page 16 of 29 3.The grantee must obtain the prior written approval of the Budgetary Changes. Corporation’s Office of Grants Management before deviating from the approved budget in any of the following ways: a. Specific Costs Requiring Prior Approval before Incurrenceunder OMB Circulars A- 21 (2 CFR Part 220), A-87 (2 CFR Part 225), or A-122 (2 CFR Part 230). For certain cost items, the cost circulars require approval of the awarding agency for the cost to be allowable. Examples of these costs are overtime pay, rearrangement and alteration costs, and pre-award costs. b. Purchases of Equipment over $5,000using grant funds, unless specified in the approved application and budget. c. Unless the Corporation share of the award is $100,000 or le and/or aggregate budget line items that amount to 10 per cent or more of the total budget must be approved in writing in advance by the Corporation includes both the Corporation and grantee shares. Grantees may transfer funds among approved direct cost categories when the cumulative amount of such transfers does not exceed 10 percent of the total budget. The Corporation’s Grants Officers Approvals of Programmatic and Budget Changes. 6. are the only officials who have the authority to alter or change the provisions or requirements of the grant. The Grants Officers will execute written amendments, and grantees should not assume approvals have been granted unless documentation from the Grants Office has been received. Programmatic changes also require final approval of the Corporation’s Office of Grants Management after written recommendation for approval is received from the Program Office. 7. . Grantees with Fixed Amount grants are not Exceptions for Fixed Amount Grants subject to the requirements in Section 3, Budgetary Changes. J. REPORTING REQUIREMENTS Reporting requirements in these Provisions apply only to the grantee. The grantee is responsible for timely submission of periodic financial and progress reports during the project period and a final financial report. 1.The grantee shall complete and submit progress reports in Grantee Progress Reports. eGrants to report on progress toward achievement of its approved performance targets. Due DateReporting Period Covered First Monday in May Start of grant through March 31 (Performance Measures Pilot participants only) First Monday in December Start of grant through September 30 (All grantees) 16 Item # 14 Attachment number 4 Page 17 of 29 A grantee must set its own submission deadlines for its respective subgrantees sufficient to enable the grantee to report on-time. 2.The grantee shall complete and submit financial reports in eGrants Financial Reports. (Financial Status Reports on menu tree) to report the status of all funds. The grantee must submit timely cumulative financial reports in accordance with Corporation guidelines according to the following schedule: Due DateReporting Period Covered April 30 Start of grant through March 31 October 31 April 1 – September 30 A grantee must set its own submission deadlines for its respective subgrantees sufficient to enable the grantee to report on-time. Cost reimbursement National Professional Corps grantees submit one financial report per year. All grantees including Fixed Amount grants must submit the Federal Financial Report (FFR) - Cash Transactions Report on a quarterly basis to the Department of Health and Human Services Payment Management System per the Electronic Funds Transfer Agreement. 3.The grantee shall report the amount and sources of Reporting Other Federal Funds. federal funds, other than those provided by the Corporation, used to carry out its programs. This includes other federal funds expended by subgrantees and operating sites. st This information shall be reported annually on the financial report due October 31. Fixed Amount grantees are not required to report this information. 4. Each grantee must submit required reports by the given dates. Requests for Extensions. Extensions of reporting deadlines will be granted only when 1) the report cannot be furnished in a timely manner for reasons legitimately beyond the control of the grantee, and 2) the Corporation receives a request explaining the need for an extension before the due date of the report. Extensions of deadlines for financial reports may only be granted by the Office of Grants Management, and extensions of deadlines for Progress Reports may only be granted by the AmeriCorps Program Office. 5.A grantee must submit, in lieu of the last semi-annual financial Final Financial Reports. report, a final financial report that is due within 90 days after the end of the grant. 6. Fixed Amount grantees are not required Financial Reportsfor Fixed Amount Grants. to submit the financial reports to the Corporation, including the final financial report. K. GRANT PERIOD AND INCREMENTAL FUNDING 17 Item # 14 Attachment number 4 Page 18 of 29 For the purpose of the grant, a project period is the complete length of time the grantee is proposed to be funded to complete approved activities under the grant. A project period may contain one or more budget periods. A budget period is a specific interval of time for which Federal funds are being provided to fund a grantee's approved activities and budget. Unless otherwise specified, the grant covers a three-year project period. In approving a multi- year project period, the Corporation generally makes an initial award for the first year of operation. Additional funding is contingent upon satisfactory performance, a grantee’s demonstrated capacity to manage a grant and comply with grant requirements, and availability of Congressional appropriations. The Corporation reserves the right to adjust the amount of a grant award, or elect not to continue funding, on these basesThe project period and the budget period . are noted on the award document. V. GENERAL PROVISIONS A.RESPONSIBILITIES UNDER GRANT ADMINISTRATION 1. The grantee has full fiscal and programmatic Accountability of the Grantee. responsibility for managing all aspects of the grant and grant-supported activities, subject to the oversight of the Corporation. The grantee is accountable to the Corporation for its operation of the AmeriCorps program and the use of Corporation grant funds. The grantee must expend grant funds in a judicious and reasonable manner, and it must record accurately the service activities and outcomes achieved under the grant. Although grantees are encouraged to seek the advice and opinion of the Corporation on special problems that may arise, such advice does not diminish the grantee’s responsibility for making sound judgments and does not mean that the responsibility for operating decisions has shifted to the Corporation. 2. A grantee may make subgrants in accordance with the requirements set forth Subawards. in 45 CFR Parts 2541 and 2543. The grantee must have a plan for and implement oversight and monitoring to ensure that each subgrantee and service site has agreed to comply and is complying with relevant grant requirements, including prohibited AmeriCorps member activities. 3. The grantee will notify the appropriate Corporation Program or Notice to Corporation. Grants Officer immediately of any developments or delays that have a significant impact on funded activities, any significant problems relating to the administrative or financial aspects of the grant, or any suspected misconduct or malfeasance related to the grant or grantee. The grantee will inform the Corporation official about the corrective action taken or contemplated by the grantee and any assistance needed to resolve the situation. B. FINANCIAL MANAGEMENT STANDARDS 1.The grantee must maintain financial management systems that include standard General. accounting practices, sufficient internal controls, a clear audit trail, and written cost allocation procedures, as necessary. Financial management systems must be capable of 18 Item # 14 Attachment number 4 Page 19 of 29 distinguishing expenditures attributable to this grant from expenditures not attributable to this grant. The systems must be able to identify costs by program year and by budget category, and to differentiate between direct and indirect costs, or administrative costs. For further details about the grantee’s financial management responsibilities, refer to OMB Circular A-102 and its implementing regulations (45 CFR§2541) or A-110 (2 CFR Part 215) and it’s implementing regulations (45 CFR§2543), as applicable. 2.To be allowable under an award, costs must be consistent Consistency of Treatment. with policies and procedures that apply uniformly to both federally financed and other activities of the organization. Furthermore, the costs must be accorded consistent treatment in both federally financed and other activities, as well as between activities, supported by different sources of federal funds. 3.Grantee organizations that expend $500,000or more in total federal awards in a Audits. fiscal year shall have a single or program-specific audit conducted for that year in accordance with the Single Audit Act, as amended, 31 U.S.C. 7501 Circular A-133. If the grantee expends federal awards under only one federal program, it may elect to have a program specific audit, if it is otherwise eligible. A grantee that does not expend $500,000in Federal awards is exempt from the single audit requirements of OMB Circular A-133 for that year. However, it must continue to conduct financial management reviews of its subgrantees, and records must be available for review and audit. A recipient of a Federal grant (pass-through entity) is required in accordance with paragraph 400(d) of OMB Circular A-133, to do the following with regard to its subrecipients: (1) identify the Federal award and funding source; (2) advise sub- recipients of all requirements imposed on them; (3) monitor subrecipient activities and compliance; (4) ensure subrecipients have A-133 audits when required; (5) issue decisions and ensure follow-up on audit findings in a timely manner; (6) where necessary, adjust its own records and financial statements based on audits; and (7) require subrecipients to permit access by the pass-through entity and auditors to records and financial statements, as necessary, for the pass-through entity to comply with A-133. 4.Payments for consultant services under this grant will not excee Consultant Services. $750.00 per day (exclusive of any indirect expenses, travel, supplies and so on) unless procured consistent with 45 CFR Part 2543.44. C. THE OFFICE OF INSPECTOR GENERAL The Corporation’s Office of Inspector General (OIG) conducts and supervises independent and objective audits, evaluations, and investigations of Corporation programs and operations. Based on the results of these audits, reviews, and investigations, the OIG recommends policies to promote economy and efficiency and to prevent and detect fraud, waste, and abuse in the Corporation’s programs and operations. 19 Item # 14 Attachment number 4 Page 20 of 29 The OIG conducts and supervises audits of Corporation grantees, as well as legislatively mandated audits and reviews. The legislatively mandated audits include the annual financial statement audit, and fulfilling the requirements of the Government Information Security Reform Act and its successor, the Federal Information Security Management Act. A risk-based approach, along with input received from Corporation management, is used to select grantees and grants for audit. The OIG hires audit firms to conduct some of its audits. The OIG audit staff is available to discuss its audit function, and can be reached at (202) 606-9390. The OIG is available to offer assistance to AmeriCorps grantees that become aware of suspected criminal activity in connection with the AmeriCorps program. Grantees should immediately contact OIG when they first suspect that a criminal violation has occurred. The OIG investigative staff is available to provide guidance and ensure that the appropriate law enforcement agency is notified, if required. The OIG may be reached by email at hotline@cncsig.gov or by telephone at (800) 452-8210. D. PROGRAM INCOME 1. Income, including fees for service earned as a direct result of the grant-funded General. program activities during the award period, must be retained by the grantee and used to finance the grant’s non-Corporation share. 2. . Program income earned in excess of the amount needed to Excess Program Income finance the grantee share must follow the appropriate requirements of 45 CFR §2541.250, 2 CFR Part 225, 2 CFR Part 215, or 2 CFR Part 220 and be deducted from total claimed costs. Grantees that earn excess income must specify the amount of the excess in the comment box on the financial report. 3. When using assistance under this grant, the grantee may not enter into Fees for Service. a contract for or accept fees for service performed by members when: a. The service benefits a for-profit entity, b. The service falls within the other prohibited activities set forth in these grant provisions, or c. The service violates the non-displacement Provisions of the grant provisions. 4.The grantee must notify its Full-Cost and Professional Corps Fixed Amount Grants. Grants Officer if it earns program income in excess of the amounts needed to cover all expenditures under the grant. The Grants Officer will determine excess program income. E. SAFETY The grantee must institute safeguards as necessary and appropria members. Members may not participate in projects that pose undue safety risks. 20 Item # 14 Attachment number 4 Page 21 of 29 F. NON-DISCRIMINATION PUBLIC NOTICE AND RECORDS COMPLIANCE 1.. The grantee must notify members, community Public Notice of Non-discrimination beneficiaries, applicants, program staff, and the public, including those with impaired vision or hearing, that it operates its program or activity subject to the non-discrimination requirements of the applicable statutes. The notice must summarize the requirements, note the availability of compliance information from the grantee and the Corporation, and briefly explain procedures for filing discrimination complaints with the Corporation. Sample language is: It is against the law for organizations that receive federal financial assistance from the Corporation for National and Community Service to discriminate on the basis of race, color, national origin, disability, sex, age, political affiliation, or, in most cases, religion. It is also unlawful to retaliate against any person who, or organization that, files a complaint about such discrimination. In addition to filing a complaint with local and state agencies that are responsible for resolving discrimination complaints, you may bring a complaint to the attention of the Corporation for National and Community Service. If you believe that you or others have been discriminated against, or if you wa more information, contact: (Name, address, phone number – both voice and TTY, and preferably toll free – FAX number and email address of the grantee) or Office of Civil Right and Inclusiveness Corporation for National and Community Service 1201 New York Avenue, NW Washington, DC 20525 1-800-833-3722 (TTY and reasonable accommodation line) (202) 565-3465 (FAX); eo@cns.gov (email) The grantee must include information on civil rights requirements, complaint procedures and the rights of beneficiaries in member service agreements, handbooks, manuals, pamphlets, and post in prominent locations, as appropriate. The grantee must also notify the public in recruitment material and application forms that it operates its program or activity subject to the nondiscrimination requirements. Sample language, in bold print, is “This program is available to all, without regard to race, color Where a disability, age, sex, political affiliation, or, in most instances, religion.” significant portion of the population eligible to be served needs services or information in a language other than English, the grantee shall take reasonable steps to provide written material of the type ordinarily available to the public in appropriate languages. 2.The grantee must keep records and make Records and Compliance Information. available to the Corporation timely, complete and accurate compliance information to allow the Corporation to determine if the grantee is complying with the civil rights statutes and implementing regulations. Where a grantee extends f assistance to subgrantees, the subgrantees must make available compliance information to the grantee so it can carry out its civil rights obligations. 21 Item # 14 Attachment number 4 Page 22 of 29 3.The grantee must cooperate with the Corporation so that the Obligation to Cooperate. Corporation can ensure compliance with the civil rights statutes and implementing regulations. The grantee shall permit access by the Corporation during normal business hours to its books, records, accounts, staff, members, facilities, and other sources of information as may be needed to determine compliance. G. GRANT PRODUCTS 1. To the extent practicable, the grantee agrees to make products Sharing Grant Products. produced under the grant available at the cost of reproduction to others in the field. 2.Publications created by members or grant-funded staff Acknowledgment of Support. must be consistent with the purposes of the grant. The AmeriCorps logo may be included on such documents. The grantee is responsible for assuring that acknowledgment and disclaimer appears in any external report or publication of material based upon work supported by this grant. “This material is based upon work supported by the Corporation for National and Community Service under AmeriCorps Grant No. ____. Opinions or points of view expressed in this document are those of the authors and do not necessarily reflect the official position of, or a position that is endorsed by, the Corporation or the AmeriCorps program.” H. SUSPENSION OR TERMINATION OF GRANT Regulations related to the Corporation’s authority to suspend or terminate this grant are contained in 45 CFR§2540.400. In addition,agrantee may suspend or terminate assistance to one of its subgrantees, provided that such action affords the su and hearing rights described in 45 CFR§2540.400. I. FIXED AMOUNT AWARDS Fixed Amount grants are not subject to the Federal Cost Principles. For Education Award Only programs, the fixed federal assistance amount of the grant is based on the approved and awarded number of full-time equivalent members (MSYs) specified in the a Professional Corps Fixed Amount grants the fixed federal assistance amount of the grant is based on the approved and awarded numbers of full-time members and their completion of their terms of service. For Education Award programs, the final award amount that the grantee may retain is dependent upon the grantee’s notifying the Corporation’s National Service of the members that it has selected (subject to the number of members allotted to the grantee as specified in the award). All such members must carry out activities to achieve the specific project objectives as approved by the Corporation. At closeout, the Corporation will calculate the final amount of the grant based on Trust documentation. The Corporation will recover any amounts drawn down by the grantee in excess of the final grant amount allowed based on member selection documentation in the Trust. 22 Item # 14 Attachment number 4 Page 23 of 29 For all other Fixed Amount grants, the grantee may draw funds from the HHS Payment Management System based on the number of members who complete a full term of service or if the member leaves before completing service, a pro-rated amount based on hours served. Full- cost and Professional Corps programs may draw up to 20% of the f months to cover start-up costs (recruitment and application, training, criminal history checks, etc.). Funds drawn after that should be based on the number of members on board at the time and the percentage of hours completed. Annually and at closeout, the Corporation will calculate the final amount of the grant for the year or entire project period (at closeout) based on an allowance of 20% for start-up costs + number of education awards earned + served. J. TRAFFICKING IN PERSONS This grant is subject to requirements of Section 106(g) of the Trafficking Victims Protection Act of 2000, as amended (22 U.S.C. 7104). 1. Provisions applicable to a recipient that is a private entity. a. You as the grantee and your employees may not: i. Engage in severe forms of trafficking in persons during the period of time that the grant is in effect; ii. Procure a commercial sex act during the period of time that the grant is in effect; or iii. Use forced labor in the performance of the grant. b. We as the federal awarding agency may unilaterally terminate this grant, without penalty, if it, i. Is determined you have violated a prohibition in paragraph a.i. of this grant term; or ii. Has an employee who is determined by the agency official authorized to terminate the grant to have violated a prohibition in paragraph a.1 of this grant term through conduct that is either: (a.) Associated with performance under this grant; or (b.) Imputed to you using the standards and due process for imputing the conduct of an individual to an organization that are provided in 2 CFR Part 180, “OMB guidelines to Agencies on Governmentwide Debarmen and Suspension (Non-procurement),” as implemented by our agency CFR Part 2200. 2. Provisions applicable to a grantee other than a private entity. We as the federal awarding agency may unilaterally terminate this grant, without penalty, if it – a. Is determined to have violated an applicable prohibition of paragraph a.i. of this grant term; or 23 Item # 14 Attachment number 4 Page 24 of 29 b. Has an employee who is determined by the agency official authorized to terminate the grant to have violated an applicable prohibition in paragraph a.i. of this grant term through conduct that is – i. Associated with performance under this grant; or ii. Imputed to you using the standards and due process for imput individual to an organization that are provided in 2 CFR Part 180, “OMB Guidelines to Agencies on Governmentwide Debarment and Suspension (Nonprocurement),” as implemented by our agency at 2 CFR Part 2200. 3. Provisions applicable to any grantee. a. You must inform us immediately of any information you receive from any source alleging a violation of a prohibition in paragraph a.i. of this grant term. b. Our right to terminate unilaterally that is described in paragraph 2.a. or b. of this section: i. Implements section 106(g) of the Trafficking Victims Protecti (TVPA), as amended (22 U.S.C. 7104(g)), and ii. Is in addition to all other remedies for noncompliance that are available to us under this grant. c. You must include the requirements of paragraph a.i. of this grant term in any sub-grant you make to a private entity. 4. Definitions. For purposes of this grant term: a. “Employee” means either: i. An individual employed by you or a subgrantee who is engaged in the performance of the project or program under this grant; or ii. Another person engaged in the performance of the project or program under this grant and not compensated by you including, but not limited to, a volunteer or individual whose service are contributed by a third part as an in-kind contribution toward cost sharing or matching requirements. b. “Forced labor” means labor obtained by any of the following methods: the recruitment, harboring, transportation, provision, or obtaining of a person for labor or services, through the use of force, fraud, or coercion for the purpose of subjection to involuntary servitude, peonage, debt bondage, or slavery. c. “Private entity”: i. Means any entity other than a State, local government, Indian tribe, or foreign public entity, as those terms are defined in 2 CFR Part 175.25. ii. Includes: (a.) A nonprofit organization, including any non-profit institution of higher education, hospital, or tribal organization other than one included in the definition of Indian tribe at 2 CFR Part 175.25(b). (b.) A for-profit organization. d. “Severe forms of trafficking in persons,” “commercial sex act,” and “coercion” have the meanings given at section 103 of the TVPA, as amended (22 U.S.C. 7102). 24 Item # 14 Attachment number 4 Page 25 of 29 K. CENTRAL CONTRACTOR REGISTRATION (CCR) and UNIVERSAL IDENTIFIER REQUIREMENTS 1. Requirement for Central Contractor Registration (CCR): Unless you are exempted from this requirement under 2 CFR 25.110, you as the recipient must maintain the currency of your information in the CCR until you submit the final financial report required under this award or receive the final payment, whichever is later. This requires that you review and update the information at least annually after the initial registration, and more frequently if required by changes in your information or another award term. 2. Requirement for Data Universal Numbering System (DUNS) Numbers. If you are authorized to make subawards under this award, you: a. Must notify potential subrecipients that no entity (see definition in paragraph 3. of this award term) may receive a subaward from you unless the entity has provided its DUNS number to you. b. May not make a subaward to an entity unless the entity has provided its DUNS number to you. 2. Definitions. For purposes of this award term: a. Central Contractor Registration (CCR) means the Federal repository into which an entity must provide information required for the conduct of business as a recipient. Additional information about registration procedures may be found at the CCR Internet site (currently at http://www.ccr.gov). b. Data Universal Numbering System (DUNS) number means the nine-digit number established and assigned by Dun and Bradstreet, Inc. (D&B) to uniquely identify business entities. A DUNS number may be obtained from D&B by telephone (currently 866-705-5711) or the Internet (currently at http://fedgov.dnb.com/webform). c. Entity, as it is used in this award term, means all of the following, as defined at 2 CFR part 25, subpart C: i. A Governmental organization, which is a State, local government, or Indian Tribe; ii. A foreign public entity; iii. A domestic or foreign nonprofit organization; iv. A domestic or foreign for-profit organization; and v. A Federal agency, but only as a subrecipient under an award or subaward to a non-Federal entity. d. Subaward: i. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the recipient award to an eligible subrecipient. ii. The term does not include your procurement of property carry out the project or program (for further explanation, see Sec. ----.210 of the attachment to OMB Circular A-133, ``Audits of States, Local Governments, and Non-Profit Organizations''). 25 Item # 14 Attachment number 4 Page 26 of 29 iii. A subaward may be provided through any legal agreement, i agreement that you consider a contract. e. Subrecipient means an entity that: i. Receives a subaward from you under this award; and ii. Is accountable to you for the use of the Federal funds provided by the subaward. L. TRANSPARENCY ACT AWARD TERM (for Grants and Cooperative Agreements of $25,000 or More) Reporting Subawards and Executive Compensation: 1. Reporting of first-tier subawards. a. Applicability. Unless you are exempt as provided in paragraph 4 of this award term, you must report each action that obligates $25,000 or more in Federal funds that does not include Recovery funds (as defined in section 1512(a)(2) of the American Recovery and Reinvestment Act of 2009, Pub. L. 111-5) for a subaward to an entity (see definitions in paragraph 5. of this award term). b. Where and when to report. i. You must report each obligating action described in paragraph 1.a. of this award term to http://www.fsrs.gov. ii. For subaward information, report no later than the end of the month following the month in which the obligation was made. (For example, if the obligation was made on November 7, 2010, the obligation must be reported by no later than December 31, 2010.) c. What to report. You must report the information about each obligating action that the submission instructions posted at http://www.fsrs.gov specify. 2. Reporting Total Compensation of Recipient Executives. a. Applicability and what to report. You must report total compensation for each of your five most highly compensated executives for the preceding completed fiscal year, if-- i. the total Federal funding authorized to date under this award is $25,000 or more; ii. in the preceding fiscal year, you received-- (a.) 80 percent or more of your annual gross revenues from Fed contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); a (b.) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); a iii. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.htm.) 26 Item # 14 Attachment number 4 Page 27 of 29 b. Where and when to report. You must report executtotal compensation described in paragraph 2.a. of this award term: i. As part of your registration profile at http://www.ccr.gov. ii. By the end of the month following the month in which this award is made, and annually thereafter. 3. Reporting of Total Compensation of Subrecipient Executi a. Applicability and what to report. Unless you are exempt as provided in paragraph 4. of this award term, for each first-tier subrecipient under this award, you shall report the names and total compensation of each of the subrecipient's five most highly compensated executives for the subrecipient's preceding completed fiscal year, if-- i. in the subrecipient's preceding fiscal year, the subrecipient received-- (a.) 80 percent or more of its annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); a (b.) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts), and Federal financial assistance subject to the Transparency Act (and subawards; and ii. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.htm.) b. Where and when to report. You must report subrecipient exec compensation described in paragraph 3.a. of this award term: i. To the recipient. ii. By the end of the month following the month during which you make the subaward. For example, if a subaward is obligated on any date during the month of October of a given year (i.e., between October 1 and 31), you required compensation information of the subrecipient by November 30 of that year. 4. Exemptions. If, in the previous tax year, you had gross income, from all sources, under $300,000, you are exempt from the requirements to report: a. Subawards, and b. The total compensation of the five most highly compensated executives of any subrecipient. 5. Definitions. For purposes of this award term: a. Entity means all of the following, as defined in 2 CFR part i. A Governmental organization, which is a State, local government, or Indian tribe; ii. A foreign public entity; iii. A domestic or foreign nonprofit organization; iv. A domestic or foreign for-profit organization; 27 Item # 14 Attachment number 4 Page 28 of 29 v. A Federal agency, but only as a subrecipient under an award or subaward to a non-Federal entity. b. Executive means officers, managing partners, or any other employees in management positions. c. Subaward: i. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the recipient award to an eligible subrecipient. ii. The term does not include your procurement of property and services needed to carry out the project or program (for further explanation, see Sec. ---- .210 of the attachment to OMB Circular A-133, ``Audits of States, Local Governments, and Non-Profit Organizations''). iii. A subaward may be provided through any legal agreement, in agreement that you or a subrecipient considers a contract. d. Subrecipient means an entity that: i. Receives a subaward from you (the recipient) under this award; and ii. Is accountable to you for the use of the Federal funds provided by the subaward. e. Total compensation means the cash and noncash dollar value earned by the executive during the recipient's or subrecipient's preceding fiscal year a following (for more information see 17 CFR 229.402(c)(2)): i. Salary and bonus. ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar amount recognized for financial statement reporting purposes with respect to the fiscal year in accordance with the Statement of Financial Accoun No. 123 (Revised 2004) (FAS 123R), Shared Based Payments. iii. Earnings for services under non-equity incentive plans. This does not include group life, health, hospitalization or medical reimbursement plans that do not discriminate in favor of executives, and are available generally to all salaried employees. iv. Change in pension value. This is the change in present value of defined benefit and actuarial pension plans. v. Above-market earnings on deferred compensation which is not tax-qualified. vi. Other compensation, if the aggregate value of all such other compensation (e.g. severance, termination payments, value of life insurance paid on behalf of the employee, perquisites or property) for the executive exceeds $10,000. 28 Item # 14 Attachment number 4 Page 29 of 29 Grant Program Civil Rights and Non-Harassment Policy The Corporation for National and Community Service (CNCS) has zero tolerance for the harassment of any individual or group of individuals for any reason. CNCS is committed to treating all persons with dignity and respect. CNCS prohibits all forms of discrimination based upon race, color, national origin, gender, age, religion, sexual orientation, disability, gender idal affiliation, marital or parental status, or military service. All programs ad financial assistance from CNCS, must be free from all forms of harassment. Whether in CNCS offices or campuses, in other service-related settings such as training sessions or service sites, or at service-re social events, such harassment is unacceptable. Any such harassment, if found, will result in immediate corrective action, up to and including removal or termination of any CNCS employee or volunteer. Recipients of Federal financial assistance, be they individuals, organizations, programs and/or projects are also subject to this zero tolerance policy. Where a violati to regulatory procedures, appropriate corrective action will be taken, up to aederal financial assistance from all Federal sources. Slurs and other verbal or physical conduct relating to an individual’s gender, race, ethnicity, religion, sexual orientation or any other basis constitute harassment when it has the purpose or effect of inter with service performance or creating an intimidating, hostile, or offensive service environment. Harassment includes, but is not limited to: explicit or implicit demands for sexual favors; pressure for dates; deliberate touching, leaning over, or cornering; offensive teasing, jokes, remarks, or questions; letters, phone calls, or distribution or display of offensive materials; offensive looks or gestures; gender, racial, ethnic, or religious baiting; physical assaults or other debasing or abusive comments or actions that intimidate. CNCS does not tolerate harassment by anyone including persons of the same or different races, sexes, religions, or ethnic origins; or from a CNCS employee or supervisor; a project, or site employee or supervisor; a non-employee (e.g., client); a co-worker or servic I expect supervisors and managers of CNCS programs and projects,leged harassment by employees, service participants, or other individu appropriate action. CNCS will not tolerate retaliation against a person who raises harassment concerns in good faith. Any CNCS employee who violates this policy will be line, up to and including termination, and any grantee that permits harassment in violation of this policy will be subject to a finding of non-compliance and administrative procedures tharmination of Federal financial assistance from CNCS and all other Federal agencies. Any person who believes that he or she has been discriminated against in violation of civil rights laws, regulations, or this policy, or in retaliation for opposition tor participation in discrimination complaint proceedings (e.g., as a complainant or project, may raise his or her concerns with our Office of Civil Rights and Inclusiveness (OCRI). Discrimination claims not brought to the attention of OCRI within 45 days of their occurrence may not be accepted in a formal complaint of discrimination. No one can be required to use a program, project or sponsor dispute resolution procedure before contacting OCRI. If another procedure is used, it does not affect the 45-day time limit. OCRI may be reached at (202) 606-) 606-3472 (TTY), eo@cns.gov, or through www.nationalservice.gov. 6/1/2011 Date Robert Velasco, II, Acting Chief Executive Signed copy available here. 29 Item # 14 Attachment number 5 Page 1 of 29 2011 AMERICORPS GRANT PROVISIONS Effective June 1, 2011 These Corporation for National & Community Service (Corporation)AmeriCorps Grant . By accepting funds under this grant, the grantee agrees Provisions are binding on the grantee to comply with, and include in all subgrants, the AmeriCorps Provisions, all applicable federal statutes, regulations and guidelines, and any amendments thereto. The grantee agrees to operate the funded program in accordance with the approved grant application and budget, supporting documents, and other representations made in support of the approved grant application. For the purposes of these Provisions, “AmeriCorps” refers to AmeriCorps State and National grantees only. The term grantee is used to connote either grantee or subgrantee, as appropriate, throughout these Provisions. TABLE OF CONTENTS I. Changes to the 2011 AmeriCorps Grant Provisions ........... II. Legislative and Regulatory Authority ........................................... III. Other Applicable Statutory and Administrative Provisions............................... A. States, Indian Tribes, U.S. Territories, and Local Governments .............................3 B. Nonprofit Organizations ........................................ C. Educational Institutions ....................................... D. Other Applicable Statutes and Regulations ...................... E. Exemptions for Fixed Amount Grants ........................ F. Order of Precedence ......................................... IV. AmeriCorps Special Provisions ............................. A. Definitions.................................................. B. Affiliation with the AmeriCorps National Service Network .................................. C. Member Recruitment, Selection, and Exit .................... D. Supervision and Support ..................................... E. Changes in Member Terms of Service or Program Slots ..................................... F. Release from Participation ................................. G. Living Allowances, Other In-Service Benefits, and Taxes ..... H. Member Records and Confidentiality .......................... I. Budget and Programmatic Changes ........................... J. Reporting Requirements .................................... K. Grant Period and Incremental Funding ....................... V. General Provisions ........................................ A. Responsibilities under Grant Administration.................. B. Financial Management Standards ............................ C. The Office of Inspector General ............................ D. Program Income .............................................. E. Safety ......................................................20 F. Non-Discrimination Public Notice and Records Compliance ...............................20 G. Grants Products ............................................ H. Suspension or Termination of Grant .......................... I. Fixed Amount Awards ....................................... J. Trafficking in Persons .................................... Item # 14 Attachment number 5 Page 2 of 29 K. Central Contractor Registration and Universal Identifier Requirements24 ………….. L. Transparency Act Award Term (for grants & cooperative agreements of $25,000 or more) .........................................................25 VI. Attachment Grant Program Civil Rights and Non-Harassment Policy ........... I. CHANGES TO THE 2011 AMERICORPS GRANT PROVISIONS 1. Section IV. B. 1 and 2. – Added additional information related to Identification of an AmeriCorps Program or Member and additional information related to The AmeriCorps Name and Logo. 2. Section IV. D. 1. – Added the grantee’s responsibility for ensuring position descriptions do not include prohibited activities. 3. Section IV. D. 2. – Added the Regulation’s citation for prohibited activities. 4. Section IV. D. 3. – Added the list of prohibited activities. 5. Section IV. D. 4. – Added a requirement for grantees to train members on prohibited activities and a reminder on the limitation of time spent in training. 6. Section IV. E. 4. – Added the state commissions’ ability to transfer slots among their competitive subgrantees. 7. Section IV. F. – Added language about compliance with regulation personal circumstances. 8. Section IV. J. 3. - Added the reporting of federal funds other than Corporation funds used to carry out the program. 9. Section IV. K. – Enhanced the language for continuation funding. 10. Section V. A. 2. – Added a section on subawards and grantees having a monitoring plan. 11. Section V. B. 4. - Increased the maximum daily consultant/ contractual daily rate from $617 to $750. 12. Section V. F. – Updated the TTY/Reasonable Accommodation phone n 13. Section V. K. - Added the Central Contractor Registration and Universal Identifier Requirements. 14. Section V. L. - Added the Transparency Act Award Term for grants and cooperative agreements of $25,000 or more. II. LEGISLATIVE AND REGULATORY AUTHORITY This grant is authorized by and subject to the National and Community Service Act of 1990, as amended by the Serve America Act, (42 U.S.C. 12501 ., at §4993)and the implementing et seq regulations at 45 CFR 2510 . Grantees must comply with the requirements of the Act and et seq its implementing regulations. III. OTHER APPLICABLE STATUTORY AND ADMINISTRATIVE PROVISIONS The following applicable federal cost principles, administrative requirements and audit requirements are incorporated by reference: 2 Item # 14 Attachment number 5 Page 3 of 29 A. STATES, INDIAN TRIBES, U.S. TERRITORIES, AND LOCAL GOVERNMENTS The following circulars and their implementing regulations apply to states, Indian tribes, U.S. territories, and local governments: 1. OMB Circular A-102, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments – 45 CFR Part 2541. 2. OMB Circular A-87, Cost Principles for State and Local Governments – 2 CFR Part 225. 3. OMB Circular A-133, Audits of States, Local Governments and Nonprofit Organizations. Fixed Amount grants are exempt from OMB Circular A-87, Cost Principles for State and Local Governments – 2 CFR Part 225. B. NONPROFIT ORGANIZATIONS The following circulars and their implementing regulations apply to nonprofit organizations: 1. OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations – 45 CFR Part 2543 or 2 CFR Part 215. 2. OMB Circular A-122, Cost Principles for Nonprofit Organizations – 2 CFR Part 230. 3. OMB Circular A-133, Audits of States, Local Governments and Non-Profit Organizations. Fixed Amount grants are exempt from OMB Circular A-122, Cost Principles for Nonprofit Organizations - 2 CFR Part 230. C. EDUCATIONAL INSTITUTIONS The following circulars and their implementing regulations apply to educational institutions: 1. OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations – 45 CFR Part 2543 or 2 CFR Part 215. 2. OMB Circular A-21, Cost Principles for Educational Institutions – 2 CFR Part 220. 3. OMB Circular A-133, Audits of States, Local Governments and Nonprofit Organizations. Fixed Amount grants are exempt from OMB Circular A-21, Cost Principles for Educational Institutions – 2 CFR Part 220. These documents can be found here: and here: http://www.access.gpo.gov/nara/cfr/waisidx_07/2cfrv1_07.html#215 http://ecfr.gpoaccess.gov/cgi/t/text/text- idx?sid=1289932cf6539210eb14f3d8d3052a8b&c=ecfr&tpl=/ecfrbrowse/Title02/2cfrv1_02.tpl#200 3 Item # 14 Attachment number 5 Page 4 of 29 D. OTHER APPLICABLE STATUTES AND REGULATIONS The grantee must comply with all other applicable statutes, executive orders, regulations, and policies governing the grant, including, but not limited to, those cited in these Grant Provisions, the Grant Assurances and Certifications, and those cited in 45 CFR Parts 2541 and 2543. E.EXEMPTIONS FOR FIXED AMOUNT GRANTS Fixed Amount grants are exempt from the Cost Principles. (See above for the exemptions.) Fixed Amount grants must comply with OMB Circular A-133 and the Uniform Administrative Requirements. Fixed Amount grants include Education Award progra and Full-Cost Fixed Amount grants. F.ORDER OF PRECEDENCE Any inconsistency in the Grant Award shall be resolved by giving precedence in the following order (a) Applicable Federal Statutes, (b) Corporation and other Federal regulations, (c) Special Provisions, (d) General Provisions, (e) Notice of Funding Opportunity, and (f) the approved Grant Application including all assurances, certifications, attachments, and pre-award negotiations. IV. AMERICORPS SPECIAL PROVISIONS A. DEFINITIONS For purposes of this grant the following definitions apply: 1. , for the purposes of this agreement, means the direct recipient of this grant (45 Grantee CFR Part 2542.510). The grantee is legally accountable to the Co grant funds and is bound by the provisions of the grant. The grantee is responsible for ensuring that subgrantees or other organizations carrying out activities under this award comply with all applicable Federal requirements, including these provisions, regulations and OMB circulars incorporated by reference. 2. refers to an organization receiving AmeriCorps grant funds or member Subgrantee positions from a grantee of the Corporation. See 45 CFR Part 254 3. means the organization that manages the AmeriCorps program and Operating site members into service locations. State subgrantees (programs) are operating sites. National grantees must identify at least one operating site to which they can assign service locations in the state where they are placing members. 4. meansthe organization where or with which a member actually Service Location provides his or her service in the community. Typical service locations are schools, food banks, health clinics, community parks, etc. The service location may be the same as the 4 Item # 14 Attachment number 5 Page 5 of 29 operating site, but only if the member actually serves at or with the operating site organization. A member may serve at multiple service locations, all of which must be listed in the portal, although the program must select only one for the member’s primary assignment. 5. means an individual: Member or participant a. Who has been selected by a grantee or subgrantee to serve in an approved national service position; b. Who is a U.S. citizen, U.S. national, or lawful permanent resident alien of the United States; c. Who is at least 17 years of age at the commencement of service unless the member is out of school and enrolled i. in a full-time, year-round youth corps or full-time summer progr the Act (42 U.S.C. 12572 (a) (2)), in which case he or she must be between the ages of 16 and 25, inclusive, or ii. in a program for economically disadvantaged youth as defined in the Act (42 U.S.C. 12572 (a)(9)), in which case he or she must be between the ages of 16 and 24, inclusive; and d. Who has a high school diploma or an equivalency certificate (or agrees to obtain a high school diploma or its equivalent before using an education award) and who has not dropped out of elementary or secondary school in order to begin a term of service as an AmeriCorps member (unless enrolled in an institution of higher education on an ability to benefit basis and is considered eligible for funds under section 484 of the Higher Education Act of 1965, 20 U.S.C. 1091), or who has been determined through an independent assessment conducted by the grantee to be incapable of obtaining a high school diploma or its equivalent. B. AFFILIATION WITH THE AMERICORPS NATIONAL SERVICE NETWORK 1. The grantee must identify the Identification as an AmeriCorps Program or Member. program as an AmeriCorps program and eligible members as AmeriCorps members. All partnership agreements/MOUs related to the AmeriCorps program must explicitly state that the program is an AmeriCorps program and AmeriCorps members are the resource being provided. 2. AmeriCorps is a registered service mark of the The AmeriCorps Name and Logo. Corporation for National and Community Service. The Corporation provides a camera- ready logo. All grantees and subgrantees on their organization’s website must clearly state that they are an AmeriCorps grantee and display the AmeriCorps logo with prominence. Grantees and subgrantees except for Education Award Programs (EAPs) must use the AmeriCorps name and logo on service gear and public materials such as stationery, application forms, recruitment brochures, on-line position posting or other recruitment strategies, orientation materials, member curriculum, signs, banners, press releases and publications related to their AmeriCorps program in accordance with 5 Item # 14 Attachment number 5 Page 6 of 29 Corporation requirements. EAPs are strongly encouraged to use the AmeriCorps name and logo on such materials. To establish the relationship between the program and AmeriCorps, the grantee should use the phrase “The AmeriCorps National Service Network” or “an AmeriCorps program or “a proud member of the AmeriCorps national service network.” Grantees are strongly encouraged to provide information or training to their AmeriCorps members about how their program is part of the national AmeriCorps program and the other programs of the Corporation for National and Community Service. Grantees are strongly encouraged to place signs that include the AmeriCorps name and logo at their service sites and may use the slogan “AmeriCorps Serving Here.” AmeriCorps members should AmeriCorps members during public speaking opportunities. The grantee may not alter the AmeriCorps logo, and must obtain the written permission of the Corporation before using the AmeriCorps name or logo on materials that will be sold, or permitting donors to use the AmeriCorps name or logo in promotional materials. The grantee may not use or display the AmeriCorps name or logo in connection with any activity prohibited in these grant provisions. C. MEMBER RECRUITMENT, SELECTION, AND EXIT Member recruitment and selection requirements are in the Corporation’s regulations at 45 CFR Part 2522.210. In addition, the grantee must ensure that the following procedures are followed: 1.. The grantee must notify the Notice to the Corporation’s National Service Trust Corporation’s National Service Trust within 30 days of a member’s selection for, completion of, suspension from, or release from, a term of service. Suspension of service is defined as an extended period during which the member is not accumulating service hours or receiving AmeriCorps benefits. The grantee also must notify the Trust, via the My AmeriCorps Portal, when a change in a member’s term of service is approved and changed (i.e. from full-time to less than full- time or vice versa). Failure to report such changes within 30 days may result in sanctions to the grantee, up to and including, suspension or termination. Grantees or subgrantees meet notification requirements when they use the appropriate electronic system to inform the Corporation within the approved time frames. Any questions regarding the Trust should be directed to the Trust Office (800) 942-2677. Any individual who makes a materially false statement Penalties for false information: or representation in connection with the approval or disbursement of an education award or other payment from the National Service Trust may be liable for the recovery of funds and subject to civil and criminal sanctions. 2. . Parental or legal guardian consent must be obtained for members Parental Consent under 18 years of age before beginning a term of service. Grantees may also include an 6 Item # 14 Attachment number 5 Page 7 of 29 informed consent form of their own design as part of the member service agreement materials. 3. . Programs and activities must be accessible to persons Reasonable Accommodation with disabilities, and the grantee must provide reasonable accommodation to the known mental or physical disabilities of otherwise qualified members, service recipients, applicants, and staff. All selections and project assignments must be made without regard to the need to provide reasonable accommodation. See the Policy FAQ entitled Reasonable Accommodation for more information. 4. So that CNCS can track where all members Assigning Members to Service Locations. are serving, the grantee is required to ensure that operating sites and all service locations are entered in the My AmeriCorps portal for all members within 30 days of members’ selection for a term of service. As AmeriCorps State and National programs enroll members for service they are required to include the name of the full address or zip-plus-four of the service locations where the a member is serving at multiple service locations, the program must select the one where the member serves a majority of his or her hours for the member’s assignment, however, all service locations must be listed in the portal. 5. The grantee is required to ensure that time and attendance recordkeeping Timekeeping. is conducted by the individual who supervises the AmeriCorps member. This time and attendance record is used to document member eligibility for in-ice benefits. Time and attendance records must be signed and dated both by the member and by an individual with oversight responsibilities for the member. If a professional corps program wants to follow the timekeeping practices of its profession and certify members have completed the minimum requir sick and vacation days, it must get advance approval from the Corporation. 6. The grantee must ensure that each member has Completion of Terms of Service. sufficient opportunity to complete the required number of hours of service to qualify for their education award. Members must be exited within 30 days of the end of their term of service. Should a program not be renewed, a member who was scheduled to continue in a term of service may either be placed in another program where fe may receive a pro-rated education award if the member has completed at least 15% of the service hour requirement. 7.. In order for a member to receive a post-service education award from the Member Exit National Service Trust, the grantee must certify to the National Service Trust that the member satisfactorily and successfully completed the term of service, and is eligible to receive the education benefit. The grantee (and any individual or entity acting on behalf of the grantee) is responsible for the accuracy of the information certified on the end-of- term certification. D. SUPERVISION AND SUPPORT 7 Item # 14 Attachment number 5 Page 8 of 29 1. The grantee must develop member positions that Planning for the Term of Service. provide for meaningful service activities and performance criteria that are appropriate to the skill level of members. The grantee is responsible for ensuring that the positions do not include or put the AmeriCorps member in a situation in which the member is at risk for engaging in any prohibited activity (see 45 CFR § 2520.65), violate the non-duplication and non-displacement requirements (see 45 CFR § 2540.100), or prohibited fundraising activity (see 45 CFR §§ 2520.40-45). The grantee must accurately and completely describe the activities to be performed by each member in a position description, to be provided to the Corporation on request. The grantee must ensure that each member has sufficient opportunity to complete the required number of hours to qualify for a post-service education award. In planning for the member’s term of service, the grantee must account for holidays and other time off, and must provide each member with sufficient opportunity to make up missed hours. 2.The grantee must require that each member signs a Member Service Agreements. service agreement that, at a minimum, includes the following: a. Member position description; b. The minimum number of service hours (as required by statute) and other requirements (as developed by the grantee) necessary to successfully complete the term of service and to be eligible for the education award; c. The amount of the education award being offered for successful completion of the terms of service in which the individual is enrolling; d. Standards of conduct, as developed by the grantee or subgrantee; e. List of prohibited activities, including those specified in the regulations at 45 CFR 2520.65 (see paragraph 3, below); f. Requirements under the Drug-Free Workplace Act (41 U.S.C. 701 .); et seq g. Suspension and termination rules; h. The specific circumstances under which a member may be released i. Grievance procedures; and j. Other requirements as established by the grantee. The grantee should ensure that the service agreement is signed before commencement of service so that members are fully aware of their rights and responsibilities. 3.While charging time to the AmeriCorps program, accumulating Prohibited Activities. service or training hours, or otherwise performing activities supported by the AmeriCorps program or the Corporation, staff and members may not engage in the following activities (see 45 CFR § 2520.65): a. Attempting to influence legislation; b. Organizing or engaging in protests, petitions, boycotts, or strikes; c. Assisting, promoting, or deterring union organizing; d. Impairing existing contracts for services or collective bargaining agreements; 8 Item # 14 Attachment number 5 Page 9 of 29 e. Engaging in partisan political activities, or other activities designed to influence the outcome of an election to any public office; f. Participating in, or endorsing, events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation, or elected officials; g. Engaging in religious instruction, conducting worship services, providing instruction as part of a program that includes mandatory religious instruction or worship, constructing or operating facilities devoted to religious instruction or worship, maintaining facilities primarily or inherently devoted to religious instruction or worship, or engaging in any form of religious proselytization; h. Providing a direct benefit to— i. A business organized for profit; ii. A labor union; iii. A partisan political organization; iv. A nonprofit organization that fails to comply with the restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 except that nothing in this section shall be construed to prevent participants from engaging in advocacy activities undertaken at their own initiative; and v. An organization engaged in the religious activities described in paragraph (g) of this section, unless Corporation assistance is not used to support those religious activities; i. Conducting a voter registration drive or using Corporation funds to conduct a voter registration drive; j. Providing abortion services or referrals for receipt of such services; and k. Such other activities as the Corporation may prohibit. AmeriCorps members may not engage in the above activities directly or indirectly by recruiting, training, or managing others for the primary purpose of engaging in one of the activities listed above. Individuals may exercise their rights as private citizens and may participate in the activities listed above on their initiative, on non-AmeriCorps time, and using non-Corporation funds. Individuals should not wear the AmeriCorps logo while doing so. 4. The grantee must provide members with adequate supervision by qualified Supervision. supervisors in accordance with the approved application. The grantee must conduct an orientation for members, including training on what activities are prohibited during AmeriCorps service hours, and comply with any pre-service orientation or training required by the Corporation. The grantee must ensure that it does not exceed the limitation on time spent in training and education set forth in 45 CFR § 2520.50. 5.The grantee must conduct and keep a record of at least a midterm Performance Reviews. and end-of-term written evaluation of each member’s performance for Full and Half- Time members and an end-of-term written evaluation for less than Half-time members. The end-of-term evaluation should focus on such factors as: a. Whether the member has completed the required number of hours; 9 Item # 14 Attachment number 5 Page 10 of 29 b. Whether the member has satisfactorily completed assignments; and c. Whether the member has met other performance criteria that were clearly communicated at the beginning of the term of service. 6.The grantee must report any member deaths or serious Member Death or Injury. injuries to the designated Corporation Program Officer immediately. E. CHANGES IN MEMBER TERMS OF SERVICE OR PROGRAM SLOTS 1. . Circumstances may arise within a program that Changes that Require CNCS Approval necessitate changing the type of unfilled AmeriCorps member posi grantee or subgrantee, or changing the term of service of a currently enrolled member. Note that once a member is exited with a partial education award, the remaining portion of that education award is not available for use. The following changes require written approval from the Corporation’s Office of Grants Management as well as written approval and concurrence from the State Commission or Parent Organization: a. A change in the number of member service year positions in the grant; and/or b. A change in the funding level of the grant. 2. Except for Full-cost and Professional Corps Changing Slot Types (unfilled positions). Fixed Amount grants, grantees or subgrantees may change the type of slots awarded to their program if: a. The change does not increase the total MSYs authorized in the Notice of Grant Award (e.g. one half-time position cannot be changed to one full-time position), b. The change does not increase the amount of the education award. All changes are subject to availability of funds in the Trust, will be Trust neutral, and will comply with all assumptions on which Trust prudence and continued solvency are predicted. Changes in slot type may be made by the grantee directly in the My AmeriCorps Portal. 3. Changes in terms of Changing a Term of Service (currently enrolled positions). service may not result in an increased number of MSYs for the program. With the exception of Education Award only grants, grantees with Fixed Amount grants may not convert members to less-than-full-time slots. a. . State Commissions and Parent Organizations may authorize or approve Full-time occasional changes of currently enrolled full-time members to less than full-time members. Impact on program quality should be factored into approval of requests. The Corporation will not cover health care or childcare costs for less than full-time members. It is not allowable to transfer currently enrolled full-time members to a less than full-time status simply to provide a less than full-time education award. b. . The Corporation discourages changing less than full-time Less than Full-time members to full-time because it is very difficult to manage, unless done very early in 10 Item # 14 Attachment number 5 Page 11 of 29 the member’s term of service. State Commissions and Parent Organizations may authorize or approve such changes so long as their current budget can accommodate such changes. Programs must keep in mind that a member’s minimum 1700 hours must be completed within 12 months of the member’s original start date. c. . Eligible AmeriCorps State and National programs that have fully Refilling Slots enrolled their awarded member slots are allowed to replace any member who terminates service before completing 30 percent of his/her term provided that the member who is terminated is not eligible for and does not receive a pro-rated education award. Programs may not refill the same slot more than once. As a fail-safe mechanism to ensure that resources are available in the National Service Trust to finance any member’s education award, the Corporation will suspend refilling if either: i. Total AmeriCorps enrollment reaches 97 percent of awarded slots; ii. The number of refills reaches five percent of awarded slots. Grantees whose awards have special grant conditions under 45 CFR 2543.14 or 2541.120 are not eligible to refill positions. In order to be qualified to refill, grantees will be evaluated on the basis of the outcomes of Inspector General audits, site visits, and oversight by CNCS program and grants officers. 4. State commissions are allowed Formula and State Competitive Grant Slot Transfers. to transfer slots among their state formula and competitive subgrantees in order to maximize enrollment and cost effectiveness without prior approva may not transfer slots between competitive and formula grantees, or vice-versa. State commissions may not transfer funds among their competitive subgr for refill are not allowed to be transferred. 5. . The grantee must immediately notify Notice to Childcare and Healthcare Providers the Corporation’s designated agents, in writing, when a member’s status changes that affect eligibility for childcare or healthcare. See Section IV.G. 6. F. RELEASE FROM PARTICIPATION Grantees may release members from participation for two reasons:rsonal circumstances; and (b) for cause. See 45 CFR §2522.230 for requirements. Whether the reason for the release amounts to circumstances beyond the member’s control is determined by the grantee, consistent with the criteria listed in 45 CFR § 2522.230(a). Failure to follow the requirements set forth in regulation (e.g., releasing an individual for compelling personal circumstances when the individual is leaving to go to school) is considered non-compliance with grant requirements and may result in disallowed costs and other In addition to the regulations, the following applies: A release for cause covers all : No Automatic Disqualification if Released for Cause circumstances in which a member does not successfully complete his/her term of service for reasons other than compelling personal circumstances. Therefore, it is possible for a member to 11 Item # 14 Attachment number 5 Page 12 of 29 receive a satisfactory performance review and be released for cause. For example, a member who is released for cause for a first term for personal reasons–e.g. he/she has decided to take a job offer–but who, otherwise, was performing well up until the time he/she decided to leave, would not be disqualified for a subsequent term as long as he/she received a satisfactory performance evaluation for the period he/she served. G. LIVING ALLOWANCES, OTHER IN-SERVICE BENEFITS, AND TAXES 1. A living allowance is not a wage. Grantees must not Living Allowance Distribution. pay a living allowance on an hourly basis. Grantees should pay the living allowance in regular increments, such as weekly or bi-weekly, paying an increased increment only on the basis of increased living expenses such as food, housing, or transportation. Payments should not fluctuate based on the number of hours served in a particular time period, and must cease when a member concludes a term of service. If a member serves all required hours and is permitted to conclude his or her term of service before the originally agreed upon end of term, the grantee may not provide a lump sum payment to the member. Similarly, if a member is selected afart date, the grantee must provide regular living allowance payments from the member’s start date and may not increase the member’s living allowance incremental payment or provide a lump sum to make up any missed payments. AmeriCorps EAPs may provide a living allowance or other in-service benefits to their members, but are not required to do so. Full-cost and other Fixed Amount grantees must provide the living allowance. 2. If a living allowance is paid, a member may waiveall or Waiving the Living Allowance. part of the payment of a living allowance if he or she believes his or her public assistance may be lost or decreased because of the living allowance. Even i her right to receive the living allowance, it is possible—depending on the specific public assistance program rules—that the amount of the living allowance that the member is eligible to receive will be deemed available. A member who has w allowance may revoke the waiver at any time and may begin receiv allowance prospective to the revocation date; the member may not receive any portion of the living allowance accrued during the waiver period. 3. Requirements related to member living allowances and benefits Taxes and Insurance. are in 45 CFR§§2522.240 and 2522.250.In addition, grantees must ensure that the following procedures are followed: a. The grantee is responsible for ensuring adequate Liability Insurance Coverage. general liability coverage for the organization, employees and members, including coverage of members engaged in on- and off-site project activities. b. Unless the grantee obtains a ruling FICA (Social Security and Medicare taxes). from the Social Security Administration or the Internal Revenue specifically exempts its AmeriCorps members from FICA requirements, the grantee 12 Item # 14 Attachment number 5 Page 13 of 29 must pay FICA for any member receiving a living allowance. The grantee also must withhold 7.65% from the member’s living allowance. c. The grantee must withhold Federal personal income taxes from Income Taxes. member living allowances, requiring each member to complete a W- beginning of the term of service and providing a W-2 form at the close of the tax year. The grantee must comply with any applicable state or local d. . Some states require worker’s compensation for Worker’s Compensation AmeriCorps members. Grantees must check with State Departments of Labor or state commissions to determine worker’s compensation requirements. If compensation is not required, grantees must obtain Occupational, Accidental, and Death and Dismemberment coverage for members to cover in-service injury or incidents. 4. Except for EAPs, Professional Corps, or members covered under Healthcare Coverage. a collective bargaining agreement, the grantee must provide, or make available, healthcare insurance to those members serving a 1700-hour full-time term who are not otherwise covered by a healthcare policy at the time each begins his/her term of service. The grantee must also provide, or make available, healthcare insurance to members serving a 1700-hour full-time term who lose coverage during their term of service as a result of service or through no deliberate act of their own. The Corporation will not cover healthcare costs for dependent coverage. Less-than-full-time members who are serving in a full-time capacity for a sustained period of time (e.g. a full-time summer project) are eligible for health care benefits. Programs may provide health insurance to less-than-full-time members serving in a full- time capacity, but they are not required to do so. For purposes of this provision, a member is serving in a full-time capacity when his/her regular t involve performing service on a normal full-time schedule for a period of six weeks or more. A member may be serving in a full-time capacity without regard to whether his/her agreed term of service will result in a full-time Segal AmeriCorps Education Award. When required to provide healthcare insurance coverage, the gran Minimum Benefits. may obtain healthcare from any provider as long as the coverage provided by the grantee provides the following minimum benefits: a. Physician services for illness or injury b. Hospital room and board c. Emergency room d. X-ray and laboratory e. Prescription drugs f. Limited mental/nervous disorders g. Limited substance abuse coverage h. An annual deductible of no more than $250 charges per member i. No more than $1,000 total annual out-of-pocket per member j. A 20% co-pay or a comparable fixed fee with the exception of a 50% co-pay for mental and substance abuse care 13 Item # 14 Attachment number 5 Page 14 of 29 k. A maximum benefit of at least $50,000 per occurrence or cause 5. In general, the Corporation will provide for Administration of Childcare Payments. childcare payments, which will be administered through First Financial Associates. Requirements and eligibility criteria are in the AmeriCorps regulation 45 CFR §2522.250. Grantees that choose to provide childcare as a match source (as approved in their budget) may use First Financial for technical assistance. Grantees can contact First Financial at (800) 453-8151 with questions regarding childcare. The criteria for member eligibility are contained in 45 CFR Part 2522.250. Members are considered to be full- time participants for purposes of eligibility for childcare payments on the same basis as eligibility for healthcare coverage. Members who are excluded from healthcare coverage solely on the basis of serving in a Professional Corps, or because they are covered under a collective bargaining agreement are not excluded from receiving childcare benefits on that basis. Members serving in EAPs are not eligible for the childcare benefit. The Corporation will not cover childcare costs for family members or for members who have not served on a full-time, or who have ceased serving on a full-time basis. Programs may provide child care to less-than-full-time members serving in a full-time capacity, but they are not required to do so. Also see the Policy FAQs for more detailed information on administering childcare and healthcare. 6. . The grantee must notify the Notice to Childcare and Healthcare Providers Corporation’s designated agents in writing, immediately, when a member’s status changes that affect eligibility for childcare or healthcare. Examples of changes in status include: changes to a member's scheduled service so that he/she is no longer serving on a full-time basis; terminating or releasing a member from service; member for cause for a lengthy or indefinite time period. Program directors should contact First Financial Associates at (800) 453-8151 on childcar their health insurance provider about health insurance related changes. H. MEMBER RECORDS AND CONFIDENTIALITY 1.The grantee must ensure that records, including the position description, Recordkeeping. are maintained sufficient to establish that each member was elige and that the member successfully completed all requirements. A progr files electronically if the program can ensure that the validity and integrity of the record is not compromised. The Corporation will recognize electronically stored files where: The electronic storage procedures and system provide for the safe-keeping and security of the records, including: a. Sufficient prevention of unauthorized alterations or erasures of records; b. Effective security measures to ensure that only authorized persons have access to records; c. Adequate measures designed to prevent physical damage to records; and d. A system providing for back-up and recovery of records; and 14 Item # 14 Attachment number 5 Page 15 of 29 The electronic storage procedures and system provide for the easy retrieval of records in a timely fashion, including: a. Storage of the records in a physically accessible location; b. Clear and accurate labeling of all records; and c. Storage of the records in a usable, readable format. Where there is a requirement for a signature on a record, electronically stored records must include an image of the original signature; records without signatures, when required, are considered incomplete. 2.The grantee must obtain and maintain documentation as required b Verification. CFR§2522.200(c). The Corporation does not require programs to make and retain copies of the actual documents used to confirm age or citizenship eligibility requirements, such as a driver’s license, or birth certificate, as long as the grantee has a consistent practice of identifying the documents that were reviewed and maintaining a record of the review. Enrolling in the My AmeriCorps portal requires a member to certify his/her high school status. Such certification fulfills the grantee’s verification requirement to obtain and maintain documentation from the member relating to the member’s education. If the member has been determined to be incapable of obtaining a high school diploma or its equivalent, the grantee must retain a copy of the supporting independent evaluation. 3.The grantee must maintain the confidentiality of Confidential Member Information. information regarding individual members. The grantee must obtain the prior written consent of all members before using their names, photographs and other identifying information for publicity, promotional or other purposes. Grantees may release aggregate and other non-identifying information, and are required to release member information to the Corporation and its designated contractors. The grantee must permit a member who submits a written request for access to review records that pertain to the member and were created pursuant to this grant. I. BUDGET AND PROGRAMMATIC CHANGES 1.The grantee must first obtain the prior written approval of the Programmatic Changes. AmeriCorps Program Office before making the following changes: a. Changes in the scope, objectives or goals of the program, whether or not they involve budgetary changes; b. Substantial changes in the level of participant supervision; c. Entering into additional subgrants or contracts for AmeriCorps activities funded by the grant, but not identified or included in the approved application and grant budget. 2.. State Commissions are responsible for Program Changes for Formula Programs approving the above changes for state formula programs. 15 Item # 14 Attachment number 5 Page 16 of 29 3.The grantee must obtain the prior written approval of the Budgetary Changes. Corporation’s Office of Grants Management before deviating from the approved budget in any of the following ways: a. Specific Costs Requiring Prior Approval before Incurrenceunder OMB Circulars A- 21 (2 CFR Part 220), A-87 (2 CFR Part 225), or A-122 (2 CFR Part 230). For certain cost items, the cost circulars require approval of the awarding agency for the cost to be allowable. Examples of these costs are overtime pay, rearrangement and alteration costs, and pre-award costs. b. Purchases of Equipment over $5,000using grant funds, unless specified in the approved application and budget. c. Unless the Corporation share of the award is $100,000 or le and/or aggregate budget line items that amount to 10 per cent or more of the total budget must be approved in writing in advance by the Corporation includes both the Corporation and grantee shares. Grantees may transfer funds among approved direct cost categories when the cumulative amount of such transfers does not exceed 10 percent of the total budget. The Corporation’s Grants Officers Approvals of Programmatic and Budget Changes. 6. are the only officials who have the authority to alter or change the provisions or requirements of the grant. The Grants Officers will execute written amendments, and grantees should not assume approvals have been granted unless documentation from the Grants Office has been received. Programmatic changes also require final approval of the Corporation’s Office of Grants Management after written recommendation for approval is received from the Program Office. 7. . Grantees with Fixed Amount grants are not Exceptions for Fixed Amount Grants subject to the requirements in Section 3, Budgetary Changes. J. REPORTING REQUIREMENTS Reporting requirements in these Provisions apply only to the grantee. The grantee is responsible for timely submission of periodic financial and progress reports during the project period and a final financial report. 1.The grantee shall complete and submit progress reports in Grantee Progress Reports. eGrants to report on progress toward achievement of its approved performance targets. Due DateReporting Period Covered First Monday in May Start of grant through March 31 (Performance Measures Pilot participants only) First Monday in December Start of grant through September 30 (All grantees) 16 Item # 14 Attachment number 5 Page 17 of 29 A grantee must set its own submission deadlines for its respective subgrantees sufficient to enable the grantee to report on-time. 2.The grantee shall complete and submit financial reports in eGrants Financial Reports. (Financial Status Reports on menu tree) to report the status of all funds. The grantee must submit timely cumulative financial reports in accordance with Corporation guidelines according to the following schedule: Due DateReporting Period Covered April 30 Start of grant through March 31 October 31 April 1 – September 30 A grantee must set its own submission deadlines for its respective subgrantees sufficient to enable the grantee to report on-time. Cost reimbursement National Professional Corps grantees submit one financial report per year. All grantees including Fixed Amount grants must submit the Federal Financial Report (FFR) - Cash Transactions Report on a quarterly basis to the Department of Health and Human Services Payment Management System per the Electronic Funds Transfer Agreement. 3.The grantee shall report the amount and sources of Reporting Other Federal Funds. federal funds, other than those provided by the Corporation, used to carry out its programs. This includes other federal funds expended by subgrantees and operating sites. st This information shall be reported annually on the financial report due October 31. Fixed Amount grantees are not required to report this information. 4. Each grantee must submit required reports by the given dates. Requests for Extensions. Extensions of reporting deadlines will be granted only when 1) the report cannot be furnished in a timely manner for reasons legitimately beyond the control of the grantee, and 2) the Corporation receives a request explaining the need for an extension before the due date of the report. Extensions of deadlines for financial reports may only be granted by the Office of Grants Management, and extensions of deadlines for Progress Reports may only be granted by the AmeriCorps Program Office. 5.A grantee must submit, in lieu of the last semi-annual financial Final Financial Reports. report, a final financial report that is due within 90 days after the end of the grant. 6. Fixed Amount grantees are not required Financial Reportsfor Fixed Amount Grants. to submit the financial reports to the Corporation, including the final financial report. K. GRANT PERIOD AND INCREMENTAL FUNDING 17 Item # 14 Attachment number 5 Page 18 of 29 For the purpose of the grant, a project period is the complete length of time the grantee is proposed to be funded to complete approved activities under the grant. A project period may contain one or more budget periods. A budget period is a specific interval of time for which Federal funds are being provided to fund a grantee's approved activities and budget. Unless otherwise specified, the grant covers a three-year project period. In approving a multi- year project period, the Corporation generally makes an initial award for the first year of operation. Additional funding is contingent upon satisfactory performance, a grantee’s demonstrated capacity to manage a grant and comply with grant requirements, and availability of Congressional appropriations. The Corporation reserves the right to adjust the amount of a grant award, or elect not to continue funding, on these basesThe project period and the budget period . are noted on the award document. V. GENERAL PROVISIONS A.RESPONSIBILITIES UNDER GRANT ADMINISTRATION 1. The grantee has full fiscal and programmatic Accountability of the Grantee. responsibility for managing all aspects of the grant and grant-supported activities, subject to the oversight of the Corporation. The grantee is accountable to the Corporation for its operation of the AmeriCorps program and the use of Corporation grant funds. The grantee must expend grant funds in a judicious and reasonable manner, and it must record accurately the service activities and outcomes achieved under the grant. Although grantees are encouraged to seek the advice and opinion of the Corporation on special problems that may arise, such advice does not diminish the grantee’s responsibility for making sound judgments and does not mean that the responsibility for operating decisions has shifted to the Corporation. 2. A grantee may make subgrants in accordance with the requirements set forth Subawards. in 45 CFR Parts 2541 and 2543. The grantee must have a plan for and implement oversight and monitoring to ensure that each subgrantee and service site has agreed to comply and is complying with relevant grant requirements, including prohibited AmeriCorps member activities. 3. The grantee will notify the appropriate Corporation Program or Notice to Corporation. Grants Officer immediately of any developments or delays that have a significant impact on funded activities, any significant problems relating to the administrative or financial aspects of the grant, or any suspected misconduct or malfeasance related to the grant or grantee. The grantee will inform the Corporation official about the corrective action taken or contemplated by the grantee and any assistance needed to resolve the situation. B. FINANCIAL MANAGEMENT STANDARDS 1.The grantee must maintain financial management systems that include standard General. accounting practices, sufficient internal controls, a clear audit trail, and written cost allocation procedures, as necessary. Financial management systems must be capable of 18 Item # 14 Attachment number 5 Page 19 of 29 distinguishing expenditures attributable to this grant from expenditures not attributable to this grant. The systems must be able to identify costs by program year and by budget category, and to differentiate between direct and indirect costs, or administrative costs. For further details about the grantee’s financial management responsibilities, refer to OMB Circular A-102 and its implementing regulations (45 CFR§2541) or A-110 (2 CFR Part 215) and it’s implementing regulations (45 CFR§2543), as applicable. 2.To be allowable under an award, costs must be consistent Consistency of Treatment. with policies and procedures that apply uniformly to both federally financed and other activities of the organization. Furthermore, the costs must be accorded consistent treatment in both federally financed and other activities, as well as between activities, supported by different sources of federal funds. 3.Grantee organizations that expend $500,000or more in total federal awards in a Audits. fiscal year shall have a single or program-specific audit conducted for that year in accordance with the Single Audit Act, as amended, 31 U.S.C. 7501 Circular A-133. If the grantee expends federal awards under only one federal program, it may elect to have a program specific audit, if it is otherwise eligible. A grantee that does not expend $500,000in Federal awards is exempt from the single audit requirements of OMB Circular A-133 for that year. However, it must continue to conduct financial management reviews of its subgrantees, and records must be available for review and audit. A recipient of a Federal grant (pass-through entity) is required in accordance with paragraph 400(d) of OMB Circular A-133, to do the following with regard to its subrecipients: (1) identify the Federal award and funding source; (2) advise sub- recipients of all requirements imposed on them; (3) monitor subrecipient activities and compliance; (4) ensure subrecipients have A-133 audits when required; (5) issue decisions and ensure follow-up on audit findings in a timely manner; (6) where necessary, adjust its own records and financial statements based on audits; and (7) require subrecipients to permit access by the pass-through entity and auditors to records and financial statements, as necessary, for the pass-through entity to comply with A-133. 4.Payments for consultant services under this grant will not excee Consultant Services. $750.00 per day (exclusive of any indirect expenses, travel, supplies and so on) unless procured consistent with 45 CFR Part 2543.44. C. THE OFFICE OF INSPECTOR GENERAL The Corporation’s Office of Inspector General (OIG) conducts and supervises independent and objective audits, evaluations, and investigations of Corporation programs and operations. Based on the results of these audits, reviews, and investigations, the OIG recommends policies to promote economy and efficiency and to prevent and detect fraud, waste, and abuse in the Corporation’s programs and operations. 19 Item # 14 Attachment number 5 Page 20 of 29 The OIG conducts and supervises audits of Corporation grantees, as well as legislatively mandated audits and reviews. The legislatively mandated audits include the annual financial statement audit, and fulfilling the requirements of the Government Information Security Reform Act and its successor, the Federal Information Security Management Act. A risk-based approach, along with input received from Corporation management, is used to select grantees and grants for audit. The OIG hires audit firms to conduct some of its audits. The OIG audit staff is available to discuss its audit function, and can be reached at (202) 606-9390. The OIG is available to offer assistance to AmeriCorps grantees that become aware of suspected criminal activity in connection with the AmeriCorps program. Grantees should immediately contact OIG when they first suspect that a criminal violation has occurred. The OIG investigative staff is available to provide guidance and ensure that the appropriate law enforcement agency is notified, if required. The OIG may be reached by email at hotline@cncsig.gov or by telephone at (800) 452-8210. D. PROGRAM INCOME 1. Income, including fees for service earned as a direct result of the grant-funded General. program activities during the award period, must be retained by the grantee and used to finance the grant’s non-Corporation share. 2. . Program income earned in excess of the amount needed to Excess Program Income finance the grantee share must follow the appropriate requirements of 45 CFR §2541.250, 2 CFR Part 225, 2 CFR Part 215, or 2 CFR Part 220 and be deducted from total claimed costs. Grantees that earn excess income must specify the amount of the excess in the comment box on the financial report. 3. When using assistance under this grant, the grantee may not enter into Fees for Service. a contract for or accept fees for service performed by members when: a. The service benefits a for-profit entity, b. The service falls within the other prohibited activities set forth in these grant provisions, or c. The service violates the non-displacement Provisions of the grant provisions. 4.The grantee must notify its Full-Cost and Professional Corps Fixed Amount Grants. Grants Officer if it earns program income in excess of the amounts needed to cover all expenditures under the grant. The Grants Officer will determine excess program income. E. SAFETY The grantee must institute safeguards as necessary and appropria members. Members may not participate in projects that pose undue safety risks. 20 Item # 14 Attachment number 5 Page 21 of 29 F. NON-DISCRIMINATION PUBLIC NOTICE AND RECORDS COMPLIANCE 1.. The grantee must notify members, community Public Notice of Non-discrimination beneficiaries, applicants, program staff, and the public, including those with impaired vision or hearing, that it operates its program or activity subject to the non-discrimination requirements of the applicable statutes. The notice must summarize the requirements, note the availability of compliance information from the grantee and the Corporation, and briefly explain procedures for filing discrimination complaints with the Corporation. Sample language is: It is against the law for organizations that receive federal financial assistance from the Corporation for National and Community Service to discriminate on the basis of race, color, national origin, disability, sex, age, political affiliation, or, in most cases, religion. It is also unlawful to retaliate against any person who, or organization that, files a complaint about such discrimination. In addition to filing a complaint with local and state agencies that are responsible for resolving discrimination complaints, you may bring a complaint to the attention of the Corporation for National and Community Service. If you believe that you or others have been discriminated against, or if you wa more information, contact: (Name, address, phone number – both voice and TTY, and preferably toll free – FAX number and email address of the grantee) or Office of Civil Right and Inclusiveness Corporation for National and Community Service 1201 New York Avenue, NW Washington, DC 20525 1-800-833-3722 (TTY and reasonable accommodation line) (202) 565-3465 (FAX); eo@cns.gov (email) The grantee must include information on civil rights requirements, complaint procedures and the rights of beneficiaries in member service agreements, handbooks, manuals, pamphlets, and post in prominent locations, as appropriate. The grantee must also notify the public in recruitment material and application forms that it operates its program or activity subject to the nondiscrimination requirements. Sample language, in bold print, is “This program is available to all, without regard to race, color Where a disability, age, sex, political affiliation, or, in most instances, religion.” significant portion of the population eligible to be served needs services or information in a language other than English, the grantee shall take reasonable steps to provide written material of the type ordinarily available to the public in appropriate languages. 2.The grantee must keep records and make Records and Compliance Information. available to the Corporation timely, complete and accurate compliance information to allow the Corporation to determine if the grantee is complying with the civil rights statutes and implementing regulations. Where a grantee extends f assistance to subgrantees, the subgrantees must make available compliance information to the grantee so it can carry out its civil rights obligations. 21 Item # 14 Attachment number 5 Page 22 of 29 3.The grantee must cooperate with the Corporation so that the Obligation to Cooperate. Corporation can ensure compliance with the civil rights statutes and implementing regulations. The grantee shall permit access by the Corporation during normal business hours to its books, records, accounts, staff, members, facilities, and other sources of information as may be needed to determine compliance. G. GRANT PRODUCTS 1. To the extent practicable, the grantee agrees to make products Sharing Grant Products. produced under the grant available at the cost of reproduction to others in the field. 2.Publications created by members or grant-funded staff Acknowledgment of Support. must be consistent with the purposes of the grant. The AmeriCorps logo may be included on such documents. The grantee is responsible for assuring that acknowledgment and disclaimer appears in any external report or publication of material based upon work supported by this grant. “This material is based upon work supported by the Corporation for National and Community Service under AmeriCorps Grant No. ____. Opinions or points of view expressed in this document are those of the authors and do not necessarily reflect the official position of, or a position that is endorsed by, the Corporation or the AmeriCorps program.” H. SUSPENSION OR TERMINATION OF GRANT Regulations related to the Corporation’s authority to suspend or terminate this grant are contained in 45 CFR§2540.400. In addition,agrantee may suspend or terminate assistance to one of its subgrantees, provided that such action affords the su and hearing rights described in 45 CFR§2540.400. I. FIXED AMOUNT AWARDS Fixed Amount grants are not subject to the Federal Cost Principles. For Education Award Only programs, the fixed federal assistance amount of the grant is based on the approved and awarded number of full-time equivalent members (MSYs) specified in the a Professional Corps Fixed Amount grants the fixed federal assistance amount of the grant is based on the approved and awarded numbers of full-time members and their completion of their terms of service. For Education Award programs, the final award amount that the grantee may retain is dependent upon the grantee’s notifying the Corporation’s National Service of the members that it has selected (subject to the number of members allotted to the grantee as specified in the award). All such members must carry out activities to achieve the specific project objectives as approved by the Corporation. At closeout, the Corporation will calculate the final amount of the grant based on Trust documentation. The Corporation will recover any amounts drawn down by the grantee in excess of the final grant amount allowed based on member selection documentation in the Trust. 22 Item # 14 Attachment number 5 Page 23 of 29 For all other Fixed Amount grants, the grantee may draw funds from the HHS Payment Management System based on the number of members who complete a full term of service or if the member leaves before completing service, a pro-rated amount based on hours served. Full- cost and Professional Corps programs may draw up to 20% of the f months to cover start-up costs (recruitment and application, training, criminal history checks, etc.). Funds drawn after that should be based on the number of members on board at the time and the percentage of hours completed. Annually and at closeout, the Corporation will calculate the final amount of the grant for the year or entire project period (at closeout) based on an allowance of 20% for start-up costs + number of education awards earned + served. J. TRAFFICKING IN PERSONS This grant is subject to requirements of Section 106(g) of the Trafficking Victims Protection Act of 2000, as amended (22 U.S.C. 7104). 1. Provisions applicable to a recipient that is a private entity. a. You as the grantee and your employees may not: i. Engage in severe forms of trafficking in persons during the period of time that the grant is in effect; ii. Procure a commercial sex act during the period of time that the grant is in effect; or iii. Use forced labor in the performance of the grant. b. We as the federal awarding agency may unilaterally terminate this grant, without penalty, if it, i. Is determined you have violated a prohibition in paragraph a.i. of this grant term; or ii. Has an employee who is determined by the agency official authorized to terminate the grant to have violated a prohibition in paragraph a.1 of this grant term through conduct that is either: (a.) Associated with performance under this grant; or (b.) Imputed to you using the standards and due process for imputing the conduct of an individual to an organization that are provided in 2 CFR Part 180, “OMB guidelines to Agencies on Governmentwide Debarmen and Suspension (Non-procurement),” as implemented by our agency CFR Part 2200. 2. Provisions applicable to a grantee other than a private entity. We as the federal awarding agency may unilaterally terminate this grant, without penalty, if it – a. Is determined to have violated an applicable prohibition of paragraph a.i. of this grant term; or 23 Item # 14 Attachment number 5 Page 24 of 29 b. Has an employee who is determined by the agency official authorized to terminate the grant to have violated an applicable prohibition in paragraph a.i. of this grant term through conduct that is – i. Associated with performance under this grant; or ii. Imputed to you using the standards and due process for imput individual to an organization that are provided in 2 CFR Part 180, “OMB Guidelines to Agencies on Governmentwide Debarment and Suspension (Nonprocurement),” as implemented by our agency at 2 CFR Part 2200. 3. Provisions applicable to any grantee. a. You must inform us immediately of any information you receive from any source alleging a violation of a prohibition in paragraph a.i. of this grant term. b. Our right to terminate unilaterally that is described in paragraph 2.a. or b. of this section: i. Implements section 106(g) of the Trafficking Victims Protecti (TVPA), as amended (22 U.S.C. 7104(g)), and ii. Is in addition to all other remedies for noncompliance that are available to us under this grant. c. You must include the requirements of paragraph a.i. of this grant term in any sub-grant you make to a private entity. 4. Definitions. For purposes of this grant term: a. “Employee” means either: i. An individual employed by you or a subgrantee who is engaged in the performance of the project or program under this grant; or ii. Another person engaged in the performance of the project or program under this grant and not compensated by you including, but not limited to, a volunteer or individual whose service are contributed by a third part as an in-kind contribution toward cost sharing or matching requirements. b. “Forced labor” means labor obtained by any of the following methods: the recruitment, harboring, transportation, provision, or obtaining of a person for labor or services, through the use of force, fraud, or coercion for the purpose of subjection to involuntary servitude, peonage, debt bondage, or slavery. c. “Private entity”: i. Means any entity other than a State, local government, Indian tribe, or foreign public entity, as those terms are defined in 2 CFR Part 175.25. ii. Includes: (a.) A nonprofit organization, including any non-profit institution of higher education, hospital, or tribal organization other than one included in the definition of Indian tribe at 2 CFR Part 175.25(b). (b.) A for-profit organization. d. “Severe forms of trafficking in persons,” “commercial sex act,” and “coercion” have the meanings given at section 103 of the TVPA, as amended (22 U.S.C. 7102). 24 Item # 14 Attachment number 5 Page 25 of 29 K. CENTRAL CONTRACTOR REGISTRATION (CCR) and UNIVERSAL IDENTIFIER REQUIREMENTS 1. Requirement for Central Contractor Registration (CCR): Unless you are exempted from this requirement under 2 CFR 25.110, you as the recipient must maintain the currency of your information in the CCR until you submit the final financial report required under this award or receive the final payment, whichever is later. This requires that you review and update the information at least annually after the initial registration, and more frequently if required by changes in your information or another award term. 2. Requirement for Data Universal Numbering System (DUNS) Numbers. If you are authorized to make subawards under this award, you: a. Must notify potential subrecipients that no entity (see definition in paragraph 3. of this award term) may receive a subaward from you unless the entity has provided its DUNS number to you. b. May not make a subaward to an entity unless the entity has provided its DUNS number to you. 2. Definitions. For purposes of this award term: a. Central Contractor Registration (CCR) means the Federal repository into which an entity must provide information required for the conduct of business as a recipient. Additional information about registration procedures may be found at the CCR Internet site (currently at http://www.ccr.gov). b. Data Universal Numbering System (DUNS) number means the nine-digit number established and assigned by Dun and Bradstreet, Inc. (D&B) to uniquely identify business entities. A DUNS number may be obtained from D&B by telephone (currently 866-705-5711) or the Internet (currently at http://fedgov.dnb.com/webform). c. Entity, as it is used in this award term, means all of the following, as defined at 2 CFR part 25, subpart C: i. A Governmental organization, which is a State, local government, or Indian Tribe; ii. A foreign public entity; iii. A domestic or foreign nonprofit organization; iv. A domestic or foreign for-profit organization; and v. A Federal agency, but only as a subrecipient under an award or subaward to a non-Federal entity. d. Subaward: i. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the recipient award to an eligible subrecipient. ii. The term does not include your procurement of property carry out the project or program (for further explanation, see Sec. ----.210 of the attachment to OMB Circular A-133, ``Audits of States, Local Governments, and Non-Profit Organizations''). 25 Item # 14 Attachment number 5 Page 26 of 29 iii. A subaward may be provided through any legal agreement, i agreement that you consider a contract. e. Subrecipient means an entity that: i. Receives a subaward from you under this award; and ii. Is accountable to you for the use of the Federal funds provided by the subaward. L. TRANSPARENCY ACT AWARD TERM (for Grants and Cooperative Agreements of $25,000 or More) Reporting Subawards and Executive Compensation: 1. Reporting of first-tier subawards. a. Applicability. Unless you are exempt as provided in paragraph 4 of this award term, you must report each action that obligates $25,000 or more in Federal funds that does not include Recovery funds (as defined in section 1512(a)(2) of the American Recovery and Reinvestment Act of 2009, Pub. L. 111-5) for a subaward to an entity (see definitions in paragraph 5. of this award term). b. Where and when to report. i. You must report each obligating action described in paragraph 1.a. of this award term to http://www.fsrs.gov. ii. For subaward information, report no later than the end of the month following the month in which the obligation was made. (For example, if the obligation was made on November 7, 2010, the obligation must be reported by no later than December 31, 2010.) c. What to report. You must report the information about each obligating action that the submission instructions posted at http://www.fsrs.gov specify. 2. Reporting Total Compensation of Recipient Executives. a. Applicability and what to report. You must report total compensation for each of your five most highly compensated executives for the preceding completed fiscal year, if-- i. the total Federal funding authorized to date under this award is $25,000 or more; ii. in the preceding fiscal year, you received-- (a.) 80 percent or more of your annual gross revenues from Fed contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); a (b.) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); a iii. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.htm.) 26 Item # 14 Attachment number 5 Page 27 of 29 b. Where and when to report. You must report executtotal compensation described in paragraph 2.a. of this award term: i. As part of your registration profile at http://www.ccr.gov. ii. By the end of the month following the month in which this award is made, and annually thereafter. 3. Reporting of Total Compensation of Subrecipient Executi a. Applicability and what to report. Unless you are exempt as provided in paragraph 4. of this award term, for each first-tier subrecipient under this award, you shall report the names and total compensation of each of the subrecipient's five most highly compensated executives for the subrecipient's preceding completed fiscal year, if-- i. in the subrecipient's preceding fiscal year, the subrecipient received-- (a.) 80 percent or more of its annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); a (b.) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts), and Federal financial assistance subject to the Transparency Act (and subawards; and ii. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.htm.) b. Where and when to report. You must report subrecipient exec compensation described in paragraph 3.a. of this award term: i. To the recipient. ii. By the end of the month following the month during which you make the subaward. For example, if a subaward is obligated on any date during the month of October of a given year (i.e., between October 1 and 31), you required compensation information of the subrecipient by November 30 of that year. 4. Exemptions. If, in the previous tax year, you had gross income, from all sources, under $300,000, you are exempt from the requirements to report: a. Subawards, and b. The total compensation of the five most highly compensated executives of any subrecipient. 5. Definitions. For purposes of this award term: a. Entity means all of the following, as defined in 2 CFR part i. A Governmental organization, which is a State, local government, or Indian tribe; ii. A foreign public entity; iii. A domestic or foreign nonprofit organization; iv. A domestic or foreign for-profit organization; 27 Item # 14 Attachment number 5 Page 28 of 29 v. A Federal agency, but only as a subrecipient under an award or subaward to a non-Federal entity. b. Executive means officers, managing partners, or any other employees in management positions. c. Subaward: i. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the recipient award to an eligible subrecipient. ii. The term does not include your procurement of property and services needed to carry out the project or program (for further explanation, see Sec. ---- .210 of the attachment to OMB Circular A-133, ``Audits of States, Local Governments, and Non-Profit Organizations''). iii. A subaward may be provided through any legal agreement, in agreement that you or a subrecipient considers a contract. d. Subrecipient means an entity that: i. Receives a subaward from you (the recipient) under this award; and ii. Is accountable to you for the use of the Federal funds provided by the subaward. e. Total compensation means the cash and noncash dollar value earned by the executive during the recipient's or subrecipient's preceding fiscal year a following (for more information see 17 CFR 229.402(c)(2)): i. Salary and bonus. ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar amount recognized for financial statement reporting purposes with respect to the fiscal year in accordance with the Statement of Financial Accoun No. 123 (Revised 2004) (FAS 123R), Shared Based Payments. iii. Earnings for services under non-equity incentive plans. This does not include group life, health, hospitalization or medical reimbursement plans that do not discriminate in favor of executives, and are available generally to all salaried employees. iv. Change in pension value. This is the change in present value of defined benefit and actuarial pension plans. v. Above-market earnings on deferred compensation which is not tax-qualified. vi. Other compensation, if the aggregate value of all such other compensation (e.g. severance, termination payments, value of life insurance paid on behalf of the employee, perquisites or property) for the executive exceeds $10,000. 28 Item # 14 Attachment number 5 Page 29 of 29 Grant Program Civil Rights and Non-Harassment Policy The Corporation for National and Community Service (CNCS) has zero tolerance for the harassment of any individual or group of individuals for any reason. CNCS is committed to treating all persons with dignity and respect. CNCS prohibits all forms of discrimination based upon race, color, national origin, gender, age, religion, sexual orientation, disability, gender idal affiliation, marital or parental status, or military service. All programs ad financial assistance from CNCS, must be free from all forms of harassment. Whether in CNCS offices or campuses, in other service-related settings such as training sessions or service sites, or at service-re social events, such harassment is unacceptable. Any such harassment, if found, will result in immediate corrective action, up to and including removal or termination of any CNCS employee or volunteer. Recipients of Federal financial assistance, be they individuals, organizations, programs and/or projects are also subject to this zero tolerance policy. Where a violati to regulatory procedures, appropriate corrective action will be taken, up to aederal financial assistance from all Federal sources. Slurs and other verbal or physical conduct relating to an individual’s gender, race, ethnicity, religion, sexual orientation or any other basis constitute harassment when it has the purpose or effect of inter with service performance or creating an intimidating, hostile, or offensive service environment. Harassment includes, but is not limited to: explicit or implicit demands for sexual favors; pressure for dates; deliberate touching, leaning over, or cornering; offensive teasing, jokes, remarks, or questions; letters, phone calls, or distribution or display of offensive materials; offensive looks or gestures; gender, racial, ethnic, or religious baiting; physical assaults or other debasing or abusive comments or actions that intimidate. CNCS does not tolerate harassment by anyone including persons of the same or different races, sexes, religions, or ethnic origins; or from a CNCS employee or supervisor; a project, or site employee or supervisor; a non-employee (e.g., client); a co-worker or servic I expect supervisors and managers of CNCS programs and projects,leged harassment by employees, service participants, or other individu appropriate action. CNCS will not tolerate retaliation against a person who raises harassment concerns in good faith. Any CNCS employee who violates this policy will be line, up to and including termination, and any grantee that permits harassment in violation of this policy will be subject to a finding of non-compliance and administrative procedures tharmination of Federal financial assistance from CNCS and all other Federal agencies. Any person who believes that he or she has been discriminated against in violation of civil rights laws, regulations, or this policy, or in retaliation for opposition tor participation in discrimination complaint proceedings (e.g., as a complainant or project, may raise his or her concerns with our Office of Civil Rights and Inclusiveness (OCRI). Discrimination claims not brought to the attention of OCRI within 45 days of their occurrence may not be accepted in a formal complaint of discrimination. No one can be required to use a program, project or sponsor dispute resolution procedure before contacting OCRI. If another procedure is used, it does not affect the 45-day time limit. OCRI may be reached at (202) 606-) 606-3472 (TTY), eo@cns.gov, or through www.nationalservice.gov. 6/1/2011 Date Robert Velasco, II, Acting Chief Executive Signed copy available here. 29 Item # 14 Attachment number 6 Page 1 of 2 Item # 14 Attachment number 6 Page 2 of 2 Item # 14 11/15/2011 Meeting Date: City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve revised Prisoner Transport Interlocal Agreement between the City of Clearwater and the Pinellas County Sheriff’s Office for the period January 1, 2012 through September 30, 2013, and authorize the appropriate officials to execute same. SUMMARY: On July 16, 2009, the City Council approved the Police Department‘s participation in a countywide project with the Pinellas County Sheriff’s Office (PCSO) to implement a Prisoner Transport System. Under the Prisoner Transport System, law enforcement officers in 7 cities contact PCSO when they have arrested one or more individuals who need to be transported to the county jail. PCSO will pick up the prisoner(s), transport at the time of arrest and book the person(s) into the jail, allowing the municipal police officer to go back into service immediately. The program was officially implemented on October 1, 2009 and has proven to be a huge success, saving police officer time and transportation costs to and from the jail. The Agreement revision now includes the Pinellas Safe Harbor as a destination drop-off point. Further, if Clearwater desires the services of the Sheriff’s Prisoner Transport Unit (PTU) for a specific/special event, the service will be provided as an off-duty detail and billed at the Sheriff’s current off-duty rate of $45.00 per hour. There is a three- hour minimum. The Sheriff will continue to invoice Clearwater on a monthly basis for all services rendered under this Agreement. The invoice cost will continue to be deducted from Clearwater’s balance from the Justice Assistance Grant funds. After the September billing, there was $441,659.69 remaining in the Police Department’s portion of this grant funding. Based on a fiscal year 2011 monthly average of $17,200, the remaining funding should last until the termination of this Agreement. Other Type: NoneNone Current Year Budget?:Budget Adjustment: Budget Adjustment Comments: Current Year Cost:Annual Operating Cost: Not to Exceed:Total Cost: to For Fiscal Year: 1) Legal 2) Clerk 3) Assistant City Manager 4) City Manager Review Approval: Cover Memo Item # 15 Attachment number 1 Page 1 of 11 Item # 15 Attachment number 1 Page 2 of 11 Item # 15 Attachment number 1 Page 3 of 11 Item # 15 Attachment number 1 Page 4 of 11 Item # 15 Attachment number 1 Page 5 of 11 Item # 15 Attachment number 1 Page 6 of 11 Item # 15 Attachment number 1 Page 7 of 11 Item # 15 Attachment number 1 Page 8 of 11 Item # 15 Attachment number 1 Page 9 of 11 Item # 15 Attachment number 1 Page 10 of 11 Item # 15 Attachment number 1 Page 11 of 11 Item # 15 11/15/2011 Meeting Date: City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve an agreement between Redflex Traffic Systems, Incorporated and the City of Clearwater to initiate a Red Light Camera Safety Program, incorporate one (1) additional full-time equivalent position within the Police Department, and authorize the appropriate officials to execute same. SUMMARY: In April 2011, the City of Clearwater issued request for proposal (RFP) 22-11, which sought proposals relating to th implementation of a Red Light Camera Safety Program. A committee, which comprised employees from the Police Department, Traffic Engineering, and the Legal Department, evaluated the submitted proposals; Redflex Traffic Systems, Incorporated received the highest ranking. As directed by the City Council, and through negotiations with Redflex Traffic Systems, Incorporated, the proposed agreement would initially result in a 6-month Red Light Camera Pilot Program. The 6-month pilot will commence from the point of full system operation and compliance with Florida State Statutes governing Red Light Camera Programs. If at the end of the pilot period the program is deemed successful (resulting in reductions of red light violations by at least 15 percent at the selected intersection approaches), the agreement will continue for an additional two and ½ years, resulting in a three year initial contract term. The agreement authorizes, upon agreement of the parties, two (2) optional 2-year extensions. Three intersection approaches were selected, based upon the rate of red light crashes occurring at each intersection, for participation in the pilot program. The targeted approaches are: eastbound Chestnut Street at South Fort Harrison Avenue, westbound State Road 60 (Gulf-to-Bay Boulevard) at Belcher Road, and eastbound State Road 60 (Gulf-to-Bay Boulevard) at Belcher Road. Under the terms of the agreement, the City of Clearwater would transfer to Redflex Traffic Systems, Incorporated monthly, the amount of $4,270.00 per intersection approach should 5 or fewer intersection approaches be utilized in the program. If more than 5 intersection approaches are implemented, a per month intersection approach fee of $4,100.00 would apply. In an effort to ensure negligible budgetary impact, should the derived revenues not exceed the per intersection approach fee during any given period, Redflex Traffic Systems, Incorporated agrees to allow the City of Clearwater to defer payment of the deficit amount. At the end of the contract term, should collections be insufficient to account for the balance due, Redflex Traffic Systems, Incorporated waives its right to collection of the deficit amount and the City of Clearwater may terminate the contract with cause. Overages in collections during any subsequent billing period would be applied to applicable monthly balance(s) in arrears. Should the contract be terminated without cause prior to the initial term expiration (three years), the City of Clearwater could be liable for the unamortized facility costs of each intersection approach (maximum potential liability of $27,000 per intersection approach). By way of example, should the City of Clearwater terminate the contract, without cause, one year after the installation of an operational approach, Redflex Traffic Systems, Cover Memo Incorporated would have the right to be reimbursed an amount not to exceed $18,000 per intersection approach, as Item # 16 33% of the facility costs would have already been amortized and depreciated. The Police Department is seeking approval for one additional Full Time Equivalent (FTE) to accommodate the review of prospective violations, citation issuance, and prosecution/courtroom presentation related to Red Light Camera violations. This single FTE would be divided between 2 part-time employees. During the pilot period, the Police Department would only anticipate utilizing 1 of these part-time employees and would seek the second part time employee at the point of full-scale program implementation. A First Quarter Budget Amendment will establish cost center 1139 in the Police Department operating budget to capture personal services expenditures related to this FTE and to reflect the offsetting revenue for this expense. The agreement additionally calls for the first $500.00 in collections (per intersection approach, per month) to be transferred to the City of Clearwater to offset employee costs associated with the review and prosecution of Red Light Camera violations. 1) Office of Management and Budget 2) Legal 3) Clerk 4) Assistant City Manager 5) City Manager 6) Clerk Review Approval: Cover Memo Item # 16 Attachment number 1 Page 1 of 36 Item # 16 Attachment number 1 Page 2 of 36 Item # 16 Attachment number 1 Page 3 of 36 Item # 16 Attachment number 1 Page 4 of 36 Item # 16 Attachment number 1 Page 5 of 36 Item # 16 Attachment number 1 Page 6 of 36 Item # 16 Attachment number 1 Page 7 of 36 Item # 16 Attachment number 1 Page 8 of 36 Item # 16 Attachment number 1 Page 9 of 36 Item # 16 Attachment number 1 Page 10 of 36 Item # 16 Attachment number 1 Page 11 of 36 Item # 16 Attachment number 1 Page 12 of 36 Item # 16 Attachment number 1 Page 13 of 36 Item # 16 Attachment number 1 Page 14 of 36 Item # 16 Attachment number 1 Page 15 of 36 Item # 16 Attachment number 1 Page 16 of 36 Item # 16 Attachment number 1 Page 17 of 36 Item # 16 Attachment number 1 Page 18 of 36 Item # 16 Attachment number 1 Page 19 of 36 Item # 16 Attachment number 1 Page 20 of 36 Item # 16 Attachment number 1 Page 21 of 36 Item # 16 Attachment number 1 Page 22 of 36 Item # 16 Attachment number 1 Page 23 of 36 Item # 16 Attachment number 1 Page 24 of 36 Item # 16 Attachment number 1 Page 25 of 36 Item # 16 Attachment number 1 Page 26 of 36 Item # 16 Attachment number 1 Page 27 of 36 Item # 16 Attachment number 1 Page 28 of 36 Item # 16 Attachment number 1 Page 29 of 36 Item # 16 Attachment number 1 Page 30 of 36 Item # 16 Attachment number 1 Page 31 of 36 Item # 16 Attachment number 1 Page 32 of 36 Item # 16 Attachment number 1 Page 33 of 36 Item # 16 Attachment number 1 Page 34 of 36 Item # 16 Attachment number 1 Page 35 of 36 Item # 16 Attachment number 1 Page 36 of 36 Item # 16 11/15/2011 Meeting Date: City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve Professional Services Agreement with Geosyntec Consultants for Engineering Design and Permitting Services in an amount not to exceed $300,000; establish a Stormwater Maintenance Street Sweeping Facility Capital Improvement Program project; and authorize the appropriate officials to execute same. SUMMARY: A Request for Qualifications (27-11) was advertised to identify an Engineering firm for the design and permitting of a Stormwater Maintenance Street Sweeping Facility at the City's Public Service Complex (Sherwood Yard). This facility will be for the collection and processing of soil, rocks, vegetative debris, asphalt, and similar materials normally associated with and actually from construction and routine maintenance of roads and stormwater facilities, when such materials are beneficially used or reused by the generator as part of a road way or stormwater maintenance project. Geosyntec Consultants of Tampa was selected as the result of the rating and ranking process. Stormwater Engineering and Stormwater Maintenance will work with Geosyntec to develop the scope of services and work order to upgrade this facility in accordance with Florida Department of Environmental Protection regulations. First quarter amendments will establish Capital Improvement Program project with transfers of Stormwater Utility Revenue in the amounts of $87,376.85 from 0315-96158, Transfer Yard Upgrade and $262,623.15 from 0315-96169, Stevenson Creek to 0315- 96180, Stormwater Maintenance Street Sweeping Facility to fund the agreement and miscellaneous expenses that may occur before construction begins for total funding in the amount of $350,000. Capital expenditure Type: NoYes Current Year Budget?:Budget Adjustment: Budget Adjustment Comments: See summary $350,000.00 Current Year Cost:Annual Operating Cost: $350,000.00$350,000.00 Not to Exceed:Total Cost: 2011 to 2012 For Fiscal Year: 1) Office of Management and Budget 2) Legal 3) Clerk 4) Assistant City Manager 5) City Manager 6) Clerk Review Approval: Cover Memo Item # 17 Attachment number 1 Page 1 of 1 Location Map 60 60 237.9 287.9 287.9 287.9 288 338 964.1 238 100 60(S) 190.02 50 83 33 100100 100 50 34 490(S) 5 50 1 2 100 630(S) 340 VAC 340(S) 146.2 VAC 45 11 12 659.7 600(S) VAC 85 106.2 45 60 289.7 100 60 285 126.2 270 60 453.4 550 153.5 TRACT A 207.8 1514 4 230.8 452.2 ^ 140 140 8060 120 60 60 100 249.3 SHERWOOD 1 153.8170 80 120 180 60 6 50 218130 55 60 120 55 31.2 317.3 31 5 STREET 50 180 120 VAC VAC 317.2 220(S) VAC APTS 10 314.1 9 CLEARWATER 55836 APTS AVENUE 12 283.9 230 11 237.8 100 CLEARWATER GOLF 6 CLEARWATER ² Sherwood Yard Location Map Prepared by: Engineering Department Geographic Technology Division Item # 17 100 S. Myrtle Ave, Clearwater, FL 33756 Ph: (727)562-4750, Fax: (727)526-4755 Map Gen By:Reviewed By:271A S-T-R:N.T.S. CRMEC Date:10/27/2011 Grid #:12-29-15 Scale: www.MyClearwater.com Map Document: (V:\GIS\Engineering\Location Maps\Sherwood Yard.mxd) Attachment number 2 Page 1 of 9 Item # 17 Attachment number 2 Page 2 of 9 Item # 17 Attachment number 2 Page 3 of 9 Item # 17 Attachment number 2 Page 4 of 9 Item # 17 Attachment number 2 Page 5 of 9 Item # 17 Attachment number 2 Page 6 of 9 Item # 17 Attachment number 2 Page 7 of 9 Item # 17 Attachment number 2 Page 8 of 9 Item # 17 Attachment number 2 Page 9 of 9 Item # 17 11/15/2011 Meeting Date: City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve Economic Development Strategic Plan Implementation Matrix and authorize $100,123 in general fund reserves to fund one (1) FTE and 50% of the Assistant Director of Economic Development and Housing position to implement the City of Clearwater Economic Development Strategic Plan in 2012-2013. SUMMARY: On August 1, 2011, TIP Strategies, Inc. presented recommendations for the City of Clearwater’s Economic Development Strategic Plan, a blueprint for positioning Clearwater for sustainable economic growth and prosperity in the future. As follow up to Council discussion, staff prepared an implementation matrix that outlines each of the action items in the plan, staff recommendation on priority, timeframe for accomplishing task, and staffing and funding needed for each item. The high-priority action items are identified as follows: Employment center overlay district Technology district in the CRA (Downtown/Cleveland Street District/East Gateway) Medical overlay district Business-friendly initiatives Formal incentives policy Business retention and expansion program Leverage tourism marketing for economic development In order to implement these high-priority items, staff is recommending restructuring the current job responsibilities of the Assistant Director of Economic Development and adding one (1) new FTE (Full-Time Equivalent) as recommended in TIP’s Strategic Plan Report as follows: 50% of the Assistant Director of Economic Development and Housing position will be devoted to Economic Development and Plan implementation. Currently, this position is funded 100% from the Housing Division (federal grants). Staff recommendation is for the position to be funded 50% from Housing and 50% from Economic Development. Estimated cost is $47,359 from General Fund Reserves. One (1) new FTE (Economic Development Specialist) is needed, per the TIP report and the Implementation Plan, to conduct research, generate and analyze data to support business retention and expansion program as well as other Plan implementation activities. Estimated cost is $52,764 from General Fund Reserves. 50% of the Downtown Manager’s time will be assigned to the implementation of a Technology District in the Downtown as well as the Software cluster development and other business recruitment activities. This position is currently funded 100% by CRA. This reallocation of time from retail to business recruitment, as well as a request for tax increment funding needed to establish a grant program development/incentives will be presented to the CRA Board for their approval. The remaining high-priority items identified in the matrix can be accomplished with existing staffing and funding in the Economic Development budget for Fiscal Year 2011-2012. Action items for Fiscal Year 2012-2013 will be presented as part of the Economic Development Budget in the coming fiscal year. In addition, Planning and Development Department action items are being addressed through implementation of the Business Task Force recommendations and existing staffing and resources in their Department budget. A first quarter budget amendment will transfer $100,123 from General Fund Reserves to the Economic Development budget. Cover Memo Other Type: Item # 18 NoYes Current Year Budget?:Budget Adjustment: Budget Adjustment Comments: Current Year Cost:Annual Operating Cost: $100,123 Not to Exceed:Total Cost: 2011 to 2012 For Fiscal Year: 1) Office of Management and Budget 2) Legal 3) Clerk 4) Assistant City Manager ED 5) City Manager 6) Clerk Review Approval: Cover Memo Item # 18 Attachment number 1 Page 1 of 1 Item # 18 Attachment number 2 Page 1 of 8 Item # 18 Attachment number 2 Page 2 of 8 Item # 18 Attachment number 2 Page 3 of 8 Item # 18 Attachment number 2 Page 4 of 8 Item # 18 Attachment number 2 Page 5 of 8 Item # 18 Attachment number 2 Page 6 of 8 Item # 18 Attachment number 2 Page 7 of 8 Item # 18 Attachment number 2 Page 8 of 8 Item # 18 11/15/2011 Meeting Date: City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve Work Order in the amount of $325,440 to Engineer of Record Cardno TBE to complete remediation activities at the former CarPro Site, as outlined in the Brownfields Site Assessment Report and Remedial Action Plan, for the property located on the southwest corner of Cleveland Street and South Evergreen, parcel 15-29-15-64890-003-0010, in the East Gateway District of the Community Redevelopment Agency (CRA) boundaries and authorize the appropriate officials to execute same. SUMMARY: On June 1, 2010, the Clearwater Community Redevelopment Agency (CRA) approved the purchase of the subject property (known as the Car Pro site) for environmental remediation, the removal of a non-conforming land use and the potential future redevelopment of the site. To date, a Phase I and Phase II environmental site assessment, Site Specific Quality Assurance Project Plan, a Community Relations Plan (CRP), an Analysis of Brownfields Cleanup Alternative (ABCA), and an approved Brownfields Site Rehabilitation Agreement (BRSA) have been completed and funded from federal Brownfields grants. These listed activities are in accordance with the Terms and Conditions of the current City of Clearwater Brownfields Grants and in accordance with Chapter 17-785 (Brownfields Cleanup Criteria Rule). The Work Order Scope of Services is designed to support the active remediation of contaminated groundwater using enhanced bio-remediation of dissolved chlorinated solvents. Active remediation monitoring will occur 30 days after injection is complete and will occur quarterly thereafter for a period of one year. Based on the schedule, the remediation and post-active remediation monitoring (PARM) program will be completed approximately 1.5 years after project initiation. The CRA will be using the Brownfields Revolving Cleanup Loan Fund Grant (BRCLF) to fund the remediation as approved by City Council Resolution 11-19 and Interlocal Agreement approved on September 1, 2011. Other Type: NoneNone Current Year Budget?:Budget Adjustment: Budget Adjustment Comments: $325,400.00 Current Year Cost:Annual Operating Cost: $325,400.00 Not to Exceed:Total Cost: 2011 to 2012 For Fiscal Year: Appropriation CodeAmountAppropriation Comment 0388-94869-530100-559-000-$325,400.00 0000 Cover Memo No Bid Required?:Bid Number: Other Item # 19 Other Bid / Contract:Bid Exceptions: 1) Office of Management and Budget 2) Legal 3) Clerk 4) Assistant City Manager ED 5) City Manager 6) Clerk Review Approval: Attachment number 1 Page 1 of 6 Item # 19 Attachment number 1 Page 2 of 6 Item # 19 Attachment number 1 Page 3 of 6 Item # 19 Attachment number 1 Page 4 of 6 Item # 19 Attachment number 1 Page 5 of 6 Item # 19 Attachment number 1 Page 6 of 6 Item # 19 11/15/2011 Meeting Date: City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Award a contract (Purchase Order) in the amount of $156,902.00 to Ten-8 Fire Equipment, Inc., 2904 59th Avenue Drive East, Bradenton, FL 34203, for one (1) Medtec Transport Ambulance, in accordance with Sec. 2.564(1)(d), Code of Ordinances – Other governmental bid, authorize lease purchase under the City’s Master Lease Purchase Agreement, and authorize the appropriate officials to execute same. SUMMARY: This ambulance will be purchased through the Florida Sheriff’s Association and Florida Association of Counties Contract 10-09-0907 in proposal dated October 18, 2011. The new vehicle, Rescue 46, will be located at the Clearwater Beach station and replace a unit purchased in 2005. The unit will be built to the same specifications as the last four units acquired and allow standardization of repair and maintenance activities. The unit it replaces will move to reserve status and replace a unit (G 2111) which will be retired. Due to the age, mileage and maintenance , costs of this vehicleit has been determined to have reached the end of its useful life as a front line rescue unit. , Clearwater Fire and Rescue performs emergency medical services (EMS) under a contract with the Pinellas County EMS Authority. The proposed purchase was included in the Fiscal Year 2012 contract with the Authority and the budget submitted to Pinellas County and the City will be reimbursed for the purchase. Lease purchase funding in the amount of $160,000 for the purchase of one ; vehicle was included in the six-year City’s Capital Improvement 2012 budget in project 316-91236, Rescue Vehicles. Funds for debt payments are included in the Fiscal Year 2012 department operating budget. Estimated annual operating costs of $41,910 in the department’s operating budget include debt costs and garage charges for operating and maintaining the vehicle. Garage charges on the new vehicle are expected to be less than the vehicle being retired. Purchase Type: YesNone Current Year Budget?:Budget Adjustment: Budget Adjustment Comments: 156,902.0041,910.00 Current Year Cost:Annual Operating Cost: 156,902.00156,902.00 Not to Exceed:Total Cost: 10/01/2011 to 09/30/2012 For Fiscal Year: Appropriation CodeAmountAppropriation Comment 0-316-91236-564000-526 156,902.00 No Bid Required?:Bid Number: Other Cover Memo 10-09-0907Government Other Bid / Contract:Bid Exceptions: Item # 20 Bid 1) Office of Management and Budget 2) Legal 3) Clerk 4) Assistant City Manager 5) City Manager 6) Clerk Review Approval: Attachment number 1 Page 1 of 1 Tuesday, October 18, 2011 Steve Strong, Division Chief Support Services Clearwater Fire Department 610 Franklin Street Clearwater, FL 33756 The undersigned is prepared to manufacture for you, upon an order placed by you, for final acceptance by Medtec Ambulance, at its home office in Bradenton, Florida, the apparatus and equipment herein named and for the following prices: Description Unit Price Total Price One (1) Medtec Ambulance Model AD-170 on a 2010 $156,902.00 $156,902.00 Ford 650, Per Florida Sheriff’s Bid #10-09-0907 See attached Specification Lettering Not Included Total Price $156,902.00 Said apparatus is to be shipped in accordance with the specifications hereto attached, delays due to strikes, war or international conflict, failures to obtain chassis, materials, or other causes beyond our control not preventing, within about 180 days after receipt of signed written order at our office at Bradenton, Florida, and receipt of chassis, to be delivered to you at Clearwater, Florida. The specifications herein contained shall form a part of the final contract, and are subject to changes desired by the purchaser, provided such alterations are interlined prior to the acceptance by the company of the order to purchase, and provided such alterations do not materially affect the cost of the construction of the apparatus. The proposal for emergency medical apparatus conforms to all Federal Department of Transportation (DOT) rules and regulations in effect at the time of bid, and all (KKK-A-1822F) Federal Specification for Star of Life Ambulance and (AMD) Ambulance Manufactures Division Guidelines for Automotive Emergency Medical Apparatus as published at the time of bid, except as modified by customer specifications. Any increased cost incurred by first party because of future changes in or said DOT, KKK or AMD standards will be passed along to the customer as an addition to the price set forth above. Unless accepted within 45 days from date, the right is reserved to withdraw this proposal. By_____________________________ Sales Representative Item # 20 Attachment number 2 Page 1 of 19 QUOTATIONTen-8 Fire Equipment Clearwater Fire Rescue Ten-8 Fire Equipment Steve StrongCindy Morgan 610 Franklin Street 2904 59th Ave Dr. E. Clearwater, Florida 33756Bradenton, FL 34203 800-228-8368 cmorgan@ten8fire.com Exp. Date: / / Quote No:10007-0002 10/17/2011 Page 1 PART NOSDESCRIPTIONQTY == AD/M170F 170" x 96",Type I - 10.004 04/22/10 ==1 * * * PRELIMINARY ADMIN/ COT INFORMATION * * *1 00-00-0001CUSTOMER ORDER TEAM PROJECT OWNER:1 00-00-0002SPECIAL NOTES TO MANUFACTURING1 01-00-0000VIN #1 01-02-0400SFactory Discount/Concession1 Florida sherrif's concession on file; * * * GENERAL VEHICLE DESIGN & REQUIREMENTS * * *1 10-02-08002011 Base Conversion, M170, Type I AD1 11-06-130072" Headroom (M170-Type I)- Module 170"L x 93.5"H x 96"W1 12-00-2700EXTERIOR "A" COMPARTMENTS - PASS. SIDE (72" HR) M170F1 LOCATION: Exterior compartments, passenger side. * * * CHASSIS MAKE & MODEL * * *1 12-08-20022010 Ford F650 Chassis Cab 2WD1 Medtec stock chassis 182 inch Wheelbase. 108"CA. 20,500# GVWR Front GAWR- 8500# Rear GAWR-12,000# Exhaust, Frame Mounted, Right Side Back of Cab Front License Plate Bracket Alternator, 270 Amp Leese-Neville Batteries, (3) Motorcraft, 900CCA 12-13-0212Rr Air Ride - OEM Hendrickson, F6501 Item # 20 Attachment number 2 Page 2 of 19 10/17/2011 Page 2 PART NOSDESCRIPTIONQTY Install low PSI light in front switch panel. Install dump cancel switch beside curbside rear entry door Dump automatically activated by the streetside rear entry door. 12-16-0101Exhaust - Passenger Side Front of Rear Axle1 * * * CHASSIS COMPONENTS * * *1 14-17-0210Anti Sway Bar Roadmaster Front F650 ILOS1 14-17-0211Anti Sway Bar Roadmaster Rear F650 w/o Chains1 14-24-0400Electric Throttle - Ford OEM Preset RPM1 14-26-0400Add Aux AC Compressor, F6501 INSTRUCTION: 14-28-0100Additional Condenser for Chassis, ProAir 1051 Additional Skirt Mounted Condenser installed. Mount under the side entry door against frame rail. 14-29-1000Additional Leveling Valve, Ford F-6501 An additional leveling valve added onto the Ford F-Series Chassis 14-30-0010Relocate Air Tank to Curbside under battery box (F650)1 Relocated the Air tank from the OEM streetside location to the curbside under the battery box * * * CHASSIS INTERIOR COMPONENTS * * *1 16-02-0800Driver's Compartment Appointments, Ford F1 16-02-2000Stereo - OEM AM/FM Radio1 Standard OEM location in dash 16-12-0400Bulkhead Cab Wall, OEM Wall To Match Dash1 16-14-0400Cab Sign, "No Smoking Oxygen Equipped" & "Fasten Seatbelts"1 Install on top of floor console at rearward edge toward bulkhead wall. 16-16-0600Cab Flooring, Ford, OEM Vinyl1 INSTRUCTION: Install rubber flooring in chassis cab. 16-21-0000Battery Switch - TST Commander 357 With Adj.Timer1 Battery switch will be set at 5 minutes unless otherwise specified 16-24-0200Summer Switch for Block Heater1 Install behind the driver's seat in cab * * * CHASSIS EXTERIOR ACCESSORIES * * *1 18-06-3300Wheel Simulators, Dicor - Stainless Steel F-6501 Medtec Number 1001690 18-12-0200Tire Fill Valve Extensions, Air-Gard, LS Series1 Item # 20 Attachment number 2 Page 3 of 19 10/17/2011 Page 3 PART NOSDESCRIPTIONQTY Install on the inside and outside rear tires MAC P/N: 1009283 * * * 12 VOLT ELECTRICAL SYSTEMS AND COMPONENTS * * *1 20-02-0700Standard Electrical System, Type I1 20-08-0600Install and Label Breakers Behind the Driver's Seat1 21-02-0000Portable Equipment Charging Circuits1 (1) 20 amp circuit breaker. Run power wires from under front console to: (1) Circuit (power & ground) to front console labeled on both ends: "Portable Equipment Charging Circuit". (1) Circuit (power & ground) to behind rear switch panel labeled on both ends: "Portable Equipment Charging Circuit". 22-02-0600Sequencer/Load Manager, Main Master Emergency Functions1 INSTRUCTION: Medtec sequencer and load manager. Standard shedding sequence. 22-04-2000Front Console, Center Cab Mount, F-650, .125 Smooth Alum.1 INSTRUCTION: >>>>SQUARE switchpanel << .125 smooth aluminum console. Install standard floor-mounted console. black spray coated all pieces. Install Rocker style switch panel in front console. 22-05-0100Front Switch Panel Assembly, Standard Electrical System1 Install in front center console 22-09-0010Digital Voltmeter/Ammeter, InPower DSP-DSC1, Standard1 Wire to batteries. (1) ammeter sensor. Install in front switch panel. 22-09-0200Hourmeter (Std.)1 Installed on the side of the front console 24-02-0600(2) Batteries, Total 1500 CCA (Ford E/F Series Diesel Std.)1 INSTRUCTION: Dual Battery 750 CCA 24-04-0600(1) Battery, Additional, 850 CCA1 INSTRUCTION: Install additional battery in P-2 battery drawer. 24-04-06POU3rd battery price over-ride1 3rd battery required on F650 chassis. Price over-ridden BRB 24-12-0400Outlets, (2) 12 Volt, Power Point Style (Std. Location)1 (1) in upper ALS cabinet (1) on 1st action area wall SEE PRINTS with covers installed Item # 20 Attachment number 2 Page 4 of 19 10/17/2011 Page 4 PART NOSDESCRIPTIONQTY 26-04-0800Inverter/Battery Charger, Vanner, Lifestar 20-1050CUL-DC1 (1) On/off switch in the rear switch panel. 26-04-5010 Inverter, Install in D2 Compartment1 26-10-1200Shoreline,20 Amp Kussmaul Super Auto-Eject, On Driver Side1 INSTRUCTION: (1) 125 volt 20 amp. (60Hz) Kussmaul Super Auto-eject Water-tight cover. >> RED << Ship loose mating plug. 26-16-2600Outlets, (3) Interior, 125 Volt AC1 LOCATION: (1) in ALS cabinet (1) in 1st action area (1) in 2nd action area SEE PRINTS 26-22-0500Spotlight, (1) Optronics "BlueEye 4000",Hand-Held, Hard Wire1 LOCATION: Wired through the front console. SHIP LOOSE HANGING HARDWARE. * * * AUDIO WARNING DEVICES * * *1 28-02-0800Siren With Remote Amp, Electronic, Whelen 295HFS21 Install remote amplifier in electrical cabinet. Install flush-mount control head in front console. 28-04-0100Switch, Siren/Horn, 2-Position, Front Switch Panel1 28-06-1600Speakers, Bumper Mounted, SA4305-97F-11 28-14-0200Backup Alarm, EC520 With Auto Reset Switch1 Install (1) momentary switch in front switch panel for auto reset. * * * VISUAL WARNING/FLASH REQUIREMENTS * * *1 30-00-0010Flasher, Halogen/LED/Super-LED, Whelen AFM5601 Install in electrical cabinet. 30-00-0011Flasher, Additional Whelen AFM560 for front lightbar1 Required for Whelen Edgebar lightbar installation. 30-00-001AFlash Pattern, Single Flash (Default)1 Single Flash. 75fps. Light will activate on and off once per flash. 30-03-1450Clearance Lts, (14) Whelen 0S LED W/ Chrome Bez. M Std1 Install (14) 0S Series LED marker lights with chrome plated flanges. (7) Red LED/Clear Lens on rear body upper extrusion and rear side body upper extrusion. (7) Amber/Clear Lens on front upper body extrusion and front side body upper extrusion. SEE PRINT 30-09-0200B/T/T Arrow - Whelen 600 LED, Backup Hal, M Std1 (2) 600 Series brake/tail red LEDs/Red Lenses Item # 20 Attachment number 2 Page 5 of 19 10/17/2011 Page 5 PART NOSDESCRIPTIONQTY (2) 600 Series turn amber LED/Amber Arrow Lenses (2) 600 Series Halogen/Clear Lenses (6) 600 Series chrome plated flanges Lights on rear of module box in standard location. SEE PRINT CHASSIS GRILLE LIGHTS1 30-12-0030Grille Lts. Installed on OEM Grille Upper Section1 Grille lights to be installed on the upper section of the chassis grille at the far left and far right sides. 30-16-4400Grille Lts., Whelen TIR6 Super-LED (Std.)1 (2) Red TIR6 Super-LEDs w/Red Lenses Install surface mount lights w/flanges on the far left and far right side of the front grille. INTERSECTION LIGHTS1 30-18-1500Intersection Lts, (2) Whelen 400 Super LED, Red Lens (STD)1 INSTRUCTION: Red LED/ Red Lends with flange 30-28-8060 Flange(s), Intersection Lts.,Whelen 400 Series Hal/LED2 INSTRUCTION: LIGHTBAR(S) - FRONT OF VEHICLE1 30-30-1800Frt. Lightbar, Whelen 86" 4500 Plus Super-LED ILOS1 Lightbar Configuration: (2) Red Corner Linear-LEDs (6) Red 400 series Linear-LEDs (1) White 400 series Linear-LED LED and Lens Configuration: R/R/R/R/C/R/R/R/R Install (1) switch in the front switch panel. FRONT MODULE BODY LIGHTS1 SIDE MODULE BODY WARNING LIGHTS1 32-16-1200Side Body Lts, 4 Whelen 900 Red Super-LED, (STD)1 (4) 900 Series red Super-LED, red lenses Install (2) on streetside and (2) on curbside SEE PRINTS 32-16-8020 Flange(s), Whelen 900 Series Super-LED EA.4 32-18-0600Side Body Turn Lts., Whelen 700 LED1 (2) 700 Series Red LED Turn/Tail lights with red lenses. Install (1) on each side of body at rear. Steady burn with DOT lights. Flash with turn signals. SEE PRINT Item # 20 Attachment number 2 Page 6 of 19 10/17/2011 Page 6 PART NOSDESCRIPTIONQTY 32-18-5000 Flange, Whelen 700 Series EA.2 SIDE SCENE LIGHTS1 32-22-1100Scene Lts, (4) Whelen 900 LED 8-32 degree, ILOS1 INSTRUCTION: (2) Streetside (2) Curbside (1) switch in front switch panel, for each side. 24 LED High Intensity Scene Light 32-22-4005 Flange(s),Scene Lts., Whelen 900 Series Super-LED EA.4 LOCATION: Recessed (2) Streetside (2) Curbside 32-24-0200Scenelight Activation - Standard1 Curbside scenelights will activate when the side entry door is opened. Curbside and streetside rearmost scenelights will activate when the vehicle transmission is placed in reverse. REAR MODULE BODY LIGHTS1 34-06-1800Rear Body Lts., Whelen 900 Super-LED R/A/R, (STD)1 (2) 900 Series Red Super-LED, red lenses located on the rear module body upper corners. (1) 900 Series Amber Super-LED, amber lens located on the rear module body upper center. (3) 900 Series flanges. 34-06-8020 Flange(s),Rear Body Lts., Whelen 900 Series LED3 LOCATION: Upper front of module INSTRUCTION: 34-08-0510Load Lts, (2) Upper, Whelen LED 900 Opti-Scene ILOS1 INSTRUCTION: With Flanges Above rear entry doors. Activate with rear entry doors and reverse. (1) On/off switch in the front switch panel. 34-08-8020 Flange(s),Rear Load Lts., Whelen 900 Series LED2 LOCATION: Upper front of module INSTRUCTION: VISUAL WARNING DEVICE COMPONENTS1 34-38-0200Warning Light Flash Requirements, "F-Spec" Flash Pattern1 ADDITIONAL VISUAL WARNING DEVICES1 Item # 20 Attachment number 2 Page 7 of 19 10/17/2011 Page 7 PART NOSDESCRIPTIONQTY 36-08-0600SOpticom, 3M, #3M-792, Mounted - Special _______1 With Filter, mount center front of module. INSTRUCTION: On/off switch in cab console. Only works when vehicle is placed in gear. 36-14-0400C-Channel Rubrail Lights, (6) Whelen Strip-Lite Red LED1 Red LED/RED LENS Mount (3) strip lights per module side in rubrails as per print. On with E master Center flashes alternate to front and rear. * * * BODY DESIGN AND CONSTRUCTION COMPONENTS * * *1 40-01-0000Medtec Ambulance, Florida Build1 40-01-0002M Series Ambulance1 40-02-1400Body Design & Construction, Alum, 170" L x 96"W1 40-02-890SSide Impact Beam (Std.)1 40-07-0200Compartment & Entry Doors With Door Liner1 40-07-0300Compartment Door, Inner Liner, ADP (Std.)1 Use .063 ADP inner door liner on all compartment doors. 40-08-1000Exterior Compartment Depth, 20.75"1 40-10-0010Protective Coating, Dolphin Noise Reduction1 Walls & Ceiling 40-10-0200Insulation, Reflectix (STD)1 Install on walls and ceiling. 40-10-1600Insulation, Severe Climate Package IATS1 In addition to the standard Reflectix and Dolphin noise reduction applications: Add spray foam to the subfloor Add 1.5" plank foam adhered to the Reflectix on the walls and ceiling. 40-12-0200Heat Shield, 18 Gauge Galvanized Steel1 Install below subfloor and to bottom of floor tubes 40-12-0300Vapor Barrier, Smooth Aluminum1 Install .063 smooth aluminum barrier between the floor and the floor tube structure. 40-12-1200Fender Insulator, Flash Patch Liner, Rear Wheelwells1 40-14-0200Cab Connection, Expanded Bellows1 INSTRUCTION: 40-18-0600Body Mounting, Isomount Technique, 3/4" x 6" Alum, 16-Bolt1 INSTRUCTION: 3/4" x 6" alum plates, sixteen (16) bolts. Bolts and paired rubber isolators with steel cap and collared mounting nut for each chassis mounting point. 40-20-6200EXTERIOR "B" COMPARTMENTS - DRIVER SIDE (72" HR)170F1 Item # 20 Attachment number 2 Page 8 of 19 10/17/2011 Page 8 PART NOSDESCRIPTIONQTY LOCATION: Exterior compartments, driver side. 40-26-0800D1, Exterior Compartment, 23" W x 84" H1 40-32-0200D1 Door, Solid, Vertically Hinged1 42-04-3000D2, Exterior Compartment, 49" W x 33" H1 42-08-0200D2, Doors, Double, Solid, Vertically Hinged1 42-10-2600D3, Exterior Compartment, 41 3/8" W x 9" H, Wheelwell (AD)1 42-12-0200D3, Door, Solid, Mounted to Tray, "For Drawer"1 42-16-4100SD4, Exterior Compartment, 37" W x 68" H (Inside/Outside)1 INSTRUCTION: 68" std height for this compartment. A notch in the upper left corner, to accommodate 2nd action area. Notch to be approximatly 7" from the left side and 27" from the top of the compartment. This compartment to have inside/outside access. 42-18-0200D4, Doors, Double Solid, Vertically Hinged1 44-04-7100P1, Exterior Compartment, 21" W x 66" H, ALS1 44-06-1000P1, Door, Solid, Vertically Hinged1 44-12-3600Side Entry Door, 32" W x 74" H With Fire Grade ADP Step1 NOTE: FIRE GRADE ADP DUAL SIDE ENTRY DOOR STEP on the F-450, F-650, C4500, Intl. 4300LP, and FL M2 and Dodge 4500 44-13-0100Dual Fire Grade ADP Step1 44-14-3000Door Panel, Side Entry, Three-Piece, Formica1 INSTRUCTION: Upper - Formica Center - Stainless Lower - Formica Formica color to match interior. 44-15-0000Stepwell Light, Whelen 4'' Round LED with Chrome Flange1 LED - 1040992 Flange - 1008524 44-16-1200Assist Handle, Side Entry, 1.25" O.D. x 45 Deg Brushed1 LOCATION: Interior of side entry door. 44-32-2800P5, Exterior Compartment, 21" W x 84" H1 INSTRUCTION: Compartment walls lined with smooth aluminum and rubber matted 44-34-0200P5, Door, Solid, Vertically Hinged1 * * REAR BODY PATIENT ENTRY DOORS * *1 48-12-1000Rear Entry Doors, 50" W x 63" H, Dual Handles1 INSTRUCTION: Driver side - non-locking. Passenger side - locking. 48-14-3000Door Panel, Rear Entry Doors, Three-Piece, Formica1 INSTRUCTION: Upper - Formica Center - Stainless Item # 20 Attachment number 2 Page 9 of 19 10/17/2011 Page 9 PART NOSDESCRIPTIONQTY Lower - Formica Formica color to match interior. 48-16-0800Assist Handle, Rear Entry, 1.25" x 45 Degree Brushed1 LOCATION: Interior of rear entry door. 1005636 1005637 * * WINDOWS * *1 49-02-0200Sliding Window, Side Entry Door, OEM Tinted Glass1 INSTRUCTION: (1) 20" W x 19" H 49-04-0200Fixed Window, Rear Entry Door, OEM Tinted Glass1 INSTRUCTION: (2) 20" W x 19" H * * * EXTERIOR COMPARTMENT COMPONENTS * * *1 50-00-0500Exterior Compartments, ADP With "Sweep Out" Design1 ADP construction with sweepout on floor except rubber lined backboard compartment will have smooth aluminum. 50-02-0200Exterior Compartments, Gas Charged Door Hold Opens1 LOCATION: On exterior compartment doors. gas charged hold open on side entry door. Open greater than 90 degrees were applicable. 50-02-0600Exterior Compartment and Entry Doors, Tri-Mark Handles1 INSTRUCTION: Tri-Mark paddle latches keyed alike. 50-03-0000Exterior O2 Vent - On O2 Compartment Door1 INSTRUCTION: (1) #1031 O/2 vent - exterior compt. door - of O/2 compt. (1) small black plastic vent - interior of compt. door on door liner. 50-04-0400Exterior Compartments, Lok-Tyle Floor & Shelves1 Anti fatigue, anti slip matting with yellow edge cap 50-06-0000Rear Door Grabbers, Cast Products "Grabber"1 INSTRUCTION: Bottom of rear entry doors. For openings up to 145 degrees. 50-06-0400Door Seals, Automotive Closed Cell Gasket1 LOCATION: Exterior compartments & entry doors 50-08-0200Exterior Compartment Lights, Litco w/flange1 INSTRUCTION: Item # 20 Attachment number 2 Page 10 of 19 10/17/2011 Page 10 PART NOSDESCRIPTIONQTY Activated by compartment doors. Includes ALS compt. NOTE TO FAB: Hole size to be 4.5" 50-10-0600D1, (1) O2 Tank Mount, Zico #QR-MV Bracket - "M" & Misc.1 Fits M and H tanks Clearwater uses Aluminum O2 bottles Quick-Release Gas Cylinder Multiversal Bracket, Model QR-M 50-14-0200D2 Adjustable ADP Shelf,1 50-16-1700D4, Shelf, Adjustable ADP1 Install below offset SEE PRINTS 50-18-2500P5, Backboard Divider, Full-Height - spray coated1 Spray coat both sides of divider. Install in compartment. 50-18-2920P5, (Qty) Vertical Backboard Dividers1 INSTRUCTION: additional in P5 50-24-0600Grab Rail, 16" - Left Of Side Entry Door1 Medtec Number 1000662 50-24-NOT1Grab Rail, Exterior, Service Points in Patient Compartment1 Two interior service points for the exterior grab handles. 50-32-0800Bumper, Rear With 7" Diamondback Flip-Up Step1 50-34-0600Bumper Pods, Cast Aluminum With Logo1 Bumper pods are to be even with the rear entry step end. Medtec Number 1031080 1031081 50-36-0800Rear Kick Plate, Stainless Steel, Hinge-to-Hinge1 Install a polished stainless steel rear tail panel trim plate attached with Torx head screws and part of the body build. The kick plate is to run from "hinge to hinge" below rear entry doors. Rear hinge cover must match the kick plate. 50-36-1600"ECK" Body Hardware Preparation1 50-38-0600Body Protection, Rear Mudflaps w/logo & "C" Channel Rub Rail1 "C" channel rub rails full-length to both sides of the body below the compartment doors. Mudflaps with logo 1000621 50-40-2400Standard Driver and Passenger Step Under Cab Door - F6501 Item # 20 Attachment number 2 Page 11 of 19 10/17/2011 Page 11 PART NOSDESCRIPTIONQTY INSTRUCTION: Fuel Fill on the driver's side Batteries located on the passenger side. FAB PARTS: Battery: SS- T00088J CS- T00096J TRAY - T00102D FUEL: SS-T00097J CS-T00089J 50-42-2800Rear Corner Guards, Stainless Steel, 16.5"1 Stainless Steel corner guards are to be securely fastened to the body 50-42-5120Front Stone Guard, Stainless Steel 21"1 Stainless Steel stoneguards are to be securely fastened to the body. 50-44-0210Fenderettes, Rear,Std - 19.00"1 Medtec Number 1030672 50-46-0800License Plate Holder #LP0002-1, Recessed On Driver's Side1 CAN NOT BE INSTALLED ON A 90" WIDE OR G-CUTAWAY MODULE. LOCATION: With (1) LED Light center mounted Rear drivers side, below turn signal. LED Medtec Part Number 1008542 50-50-0200Undercoating, Chassis & Body (Standard)1 * * * INTERIOR PATIENT COMPARTMENT COMPONENTS * * *1 52-05-0200Cabinet Glass - Smoked Acrylic 1/4" Plexiglas1 52-06-0200Stainless Steel Round Locking SouthCo Latches, Standard1 INSTRUCTION: All interior cabinet doors to have, stainless steel round locking SouthCo latches. unless otherwise specified in the order 52-11-0600Cabinet Construction, Std. Material With Formica 5" Radius1 5" radius corners on ALS and upper Streetside & Curbside cabinets 52-12-0010Cabinet Drawer and Door Faces, Overlay Style (Std.)1 52-18-1400Countertops, Corian Brand, 1st Action Area1 INSTRUCTION: Secure with velcro 52-18-1600Countertops, Corian Brand, 2nd Action Area1 INSTRUCTION: Secure with velcro 52-24-0200Countertop Color, Corian, 1st AA, Glacier White (White)1 Item # 20 Attachment number 2 Page 12 of 19 10/17/2011 Page 12 PART NOSDESCRIPTIONQTY 52-26-0200Countertop Color, Corian, 2nd AA, Glacier White (White)1 52-28-0600Dome Lights, (6) Incandescent + (2) 39" Fluorescents1 INSTRUCTION: (2) - 3 position switches in the rear switch panel (1) for each bank of dome lights. A three-minute time delay system activated by the patient entry doors. (2) Thinlite brand 39" fluorescent lights to be installed. (1) On/off switch in the rear switch panel, for both fluorescent lights. 52-32-0200Ceiling In Patient Compt, Pads Over Center Access1 INSTRUCTION: The ceiling to have access to antenna bases/leads. Covered by center ceiling pads. 52-36-0600LED Light, - Surface Mount In 1st Action Area1 1040244 (1) 3-position white/off/red switch installed on the rear switch panel. 52-54-2200Flooring, With 5" Roll-up1 NOTE TO PRODUCTION: COVE MOLDING IS TO BE INSTALLED WHEN ALTRO FLOORING HAS A ROLL UP. 52-54-5000Flooring, Cove Molding around ALS (Fed. Amb. Spec Std.)1 52-60-0400Rear Threshold, 6" Wide Stainless Steel With 2" Skid tape1 INSTRUCTION: 6" wide stainless steel threshold with 2" wide skid tape covering the threshold screw heads. Waterfall style rear threshold * * *INTERIOR COLOR SELECTION * * *1 53-02-1200Formica Color, Fog (#961) (Grey)1 53-03-0200 Matte Formica Finish1 53-06-0200Flooring Color, Mica #421, LonPlate II (Silver)1 53-33-0200Upholstery Color, Ash #MV101 (Gray)1 * * * STREETSIDE CABINETS - PATIENT COMPARTMENT * * *1 54-02-0100Sect 1 - Action Area Wall, Brushed Aluminum Laminate1 FORMICA "BRUSHED ALUMINUM" 54-02-3800Sect 1 - 1st Action Area With 3/4" Lip1 Item # 20 Attachment number 2 Page 13 of 19 10/17/2011 Page 13 PART NOSDESCRIPTIONQTY 54-12-0200Sect 1, Trintec Clock, 3.5'' Battery Operated, 1st AA Angled1 Mount a 3.5" battery operated Trintec clock on the angled area of the 1ST AA forward of the switch panel. 54-16-2000Sect 1, 1st Action Area Overhead Cabinet1 INSTRUCTION: Fixed center divider and (1) adjustable shelf on each side. 54-18-0200Sect 1, Sliding Acrylic Doors On Overhead Cabinet1 LOCATION: On the cabinet above 1st action area. 54-20-0200Sect 1, Handles, Full Length Aluminum1 LOCATION: On the cabinet above 1st action area. 54-26-4500Sect 1, Writing Drawer, Standard1 INSTRUCTION: Fab Part #1005643 Writing drawer below 1st action area. Round locking SouthCo latch to keep closed. 54-36-1600Sect 1, Cabinet Below 1st AA1 INSTRUCTION: (1) cabinet below the 1st action area full width. 54-38-0200Sect 1, Sliding Doors On Cabinet Below 1st AA1 54-40-0200Sect 1, Handles, Full Length Aluminum1 LOCATION: On the cabinet below 1st action area. 56-02-0400Sect 2, Sharps & Waste Compartment - Tilt Out1 INSTRUCTION: Rearward of the CPR seat with Round locking SS Southco latch & hold open. - Provide & install containers. -Medtec Part Numbers 1006480 8990 Container 1006473 8900 Container Flip down door bracket 1008662 56-04-0200Sect 2, Double Cabinet Above CPR Seat1 56-06-0200Sect 2, Flip-up Acrylic Doors On Cabinet1 Install gas struts 56-08-0200Sect 2, Handles, Chrome "C" With Mini-strut Holdopens1 LOCATION: Install southco grabber catches On cabinet above CPR seat. Item # 20 Attachment number 2 Page 14 of 19 10/17/2011 Page 14 PART NOSDESCRIPTIONQTY 56-26-0400Sect 2, 2nd Action Area With 3/4" Lip1 58-02-0800Sect 3, Rearward Overhead Cabinet1 INSTRUCTION: Fixed center divider and (1) adjustable shelf on each side. 58-04-0200Sect 3, Sliding Acrylic Doors, Rear Overhead Cabinet1 58-06-0200Sect 3, Handles, Full Length Aluminum1 LOCATION: On the upper rear streetside overhead cabinet. 58-08-1000Sect 3, Lower Rear Streetside Cabinet, (Inside/Outside)1 INSTRUCTION: Inside/outside access into D-4 compartment. Off set in D-4 for 2nd action area. 58-30-0200Sect 3, Acrylic Doors, Double Sliding1 LOCATION: Lower rear streetside main cabinet. 58-32-0200Sect 3, Handles, Full Length Aluminum1 LOCATION: Lower rear streetside main cabinet. 58-46-0400Sect 3, L/S Exhaust Fan, 6" W x 8" H, 240 cfm Air Flow1 INSTRUCTIONS: Install (1) standard exhaust fan - streetside rear. Install a fan speed switch in rear switch panel. * * * BULKHEAD COMPONENTS * * *1 60-02-0200B1, L/S, Oxygen Compt, Interior Access With 0/2 View Window1 INSTRUCTION: Hinged plexiglas door for O/2 view into D-1 compartment. 60-02-0800B1, L/S, Electrical Cabinet, Angled1 INSTRUCTION: An angled cabinet shall house the electrical components. 60-04-0200B1, Electrical Cabinet Door w/Round Locking SS Southco Latch1 INSTRUCTION: Door vented at the top and the bottom. 60-08-0200B1, Thermostat, Digital, Pro Air,1 LOCATION: If not specified will be installed on 1st action area wall. Forward upper corner. 60-11-0200B1/2, Cab/Body Pass-Through1 LOCATION: Pass-thru between cab and module. INSTRUCTION: Item # 20 Attachment number 2 Page 15 of 19 10/17/2011 Page 15 PART NOSDESCRIPTIONQTY There shall be a pass-through access window approx. 16"H x 17.5"W with a sliding plexiglass window, in formica covered wood frame. 60-12-0600B1/2, Heat/Cool Unit, Patient Compt, Pro-Air #9351 INSTRUCTION: Mounted on bulkhead. Double vent on bottom of HVAC cabinet. Reflectix Insulation in the HVAC cabinet. 60-12-7100B1/2, Air Filter, AC Filter on Return Vents1 63-44-0200B2, STANDARD - ALS Cabinet , 3-Section1 INSTRUCTION: Top: Formica covered Top hinged door , gas strut hold open. Locking round SouthCo latch left side. Center: Dual solid formica covered doors Round Locking SouthCo latches [1] adjustable shelf . Bottom: Dual solid formica covered doors Locking SouthCo round latches. Rubbermat on the bottom of each cabinet section and shelf. 63-70-0200B1/2, Health Center, Completely Open1 * * * PATIENT COMPARTMENT SEATING * * *1 64-01-1200Vacuumed Formed Upholstery M156/168/170/1721 INSTRUCTION: EVS Vacuum formed seats & backrests only. Armrests and all trim panels to be machine stitched using EVS Companion II material. 64-02-0200Att Seat - EVS1750 Safe*Line - LH Arm, 2-Pos Swivel Base1 INSTRUCTION: EVS vacuum formed high-back attendant seat. LH Armrest. EVS SB188 swivel base -- 1750 Safe Line series seat. 64-06-1600Sect 2, CPR Seat1 64-07-1000Sect 2, Fixed Backrest, CPR Seat (Std.)1 64-10-3600Sect 2/3, Squad Bench1 INSTRUCTION: (2) lids with storage under both sections. Gas strut hold opens and paddle latches. Interior floor of storage under squad bench rubber matted Item # 20 Attachment number 2 Page 16 of 19 10/17/2011 Page 16 PART NOSDESCRIPTIONQTY 64-14-0200Sect 2/3, Back Rests, (2) Above Squad Bench1 Certain backrests may need to be cut back to accommodate the proper operation of the armrest, gauges, plates, or cabinets. 64-16-0400Sect 2, Posts and Cups, Ferno Washington, (1) Set1 INSTRUCTION: (1) Complete Set Ferno Washington Posts & Cups Set-up for a FW #11 stretcher. Includes the addition of seatbelt buckles on the squad bench face! 64-18-2000Sect 2 - Cargo Net - Head of Squad Bench1 INSTRUCTION: Install a "5 strap" cargo net at the head end of the squad bench mounted from floor to ceiling and to vertical wall with 1/4" aluminum backer plates at each mounting point. DO NOT affix to the squad bench. 64-24-0200Front Seatbelt Buckles on Squad Bench Face1 Install Seatbelt buckles on the face of the Squad Bench. * * * CURBSIDE CABINETS - PATIENT COMPARTMENT * * *1 68-10-9900SSect 2/3, Squad Bench Cabinet, Special, __" H x __" W1 INSTRUCTION: Two section overhead cabinet see prints. 43" headroom (+/- 1/2") required below this cabinet. 68-12-0400Sect 2/3, Flip Up Acrylic Doors, (2) On Squad Overhead1 (1) One strut per flip up section use (1) 1033536 strut (1) 1006905 bracket (1) 1006904 bracket 68-14-0600Sect 2/3, Handles, (2) Chrome "C" With Gas Strut Hold-Opens1 LOCATION: with southco grabber catches On the squad overhead cabinet doors. * * * PATIENT COMPARTMENT EQUIPMENT/COMPONENTS * * *1 70-02-1000IV Holders, (4) Cast Products #2008-1, Ceiling Mounted1 LOCATION: (2) over cot (2) over squad bench 70-10-0200Cot Mount, Stryker #6377 Dual Position, Floor Mount1 INSTRUCTION: For Cot Model: MX PRO r3 (for positioning of cot mounts only) 70-14-0600Cot Mount Location, Side & Center1 70-17-0200No Cot Stop Required at This Time1 70-25-0000No Additional Patient Handling Options1 72-02-0100Rear Entry Assist Handles, (2) Black Molded (Standard)1 LOCATION: Item # 20 Attachment number 2 Page 17 of 19 10/17/2011 Page 17 PART NOSDESCRIPTIONQTY Inside rear module 1040301 72-02-1200Assist Rails, (1) 90" x 1.25", (1) 60" x 1.25" O.D, Brushed1 INSTRUCTION: (1) 90"x 1.25" - over cot. (1) 60" x 1.25 " - over squad bench. 72-10-0200Signs, "No Smoking Oxygen Equipped" & "Fasten Seatbelts"1 LOCATION: (1) on 1st action area wall. * * * MEDICAL OXYGEN & ENVIRONMENTAL SYSTEMS * * *1 74-02-0200Oxygen System, 3000 Liters Minimum1 74-02-0500Oxygen, (2) Outlets - 1st Action Area1 INSTRUCTION: (2) on the 1st action area wall SEE PRINTS 74-04-0800Oxygen Outlets, Ohio Style1 74-04-2400Oxygen Outlet, (1) Additional, Ceiling Mounted1 INSTRUCTION: (1) additional outlet ceiling mounted SEE PRINT 74-06-0600Flowmeter, (1) Oxygen, Gravity Type1 LOCATION: SHIPPED LOOSE 74-10-0600Regulator, Oxygen1 LOCATION: On O/2 hose in designated oxygen compartment. 74-20-0800Suction & Aspiration Systems, SSCOR/Vacuum Pump D21 INSTRUCTION: (1) SSCOR 23002 disposable canister, injection molded plastic bracket and wall-mount SSCOR 22000 vacuum gauge and outlet on 1st action area wall. Install the vacuum pump in the D-2 compartment, in a metal cage. (1) "on/off" switch in the rear switch panel, for Suction pump. SEE PRINTS Canister Bracket P/N 1031799 Panel Mount P/N 1000236 74-22-0200Sharps & Biohazard Racksack With Red Medical Bags1 Ship Loose * * * COMMUNICATION & LOOSE EQUIPMENT * * *1 76-02-0600Patient Code Signal System, With (3) Switches & Buzzer1 LOCATION: Cab console and rear switch panel. Item # 20 Attachment number 2 Page 18 of 19 10/17/2011 Page 18 PART NOSDESCRIPTIONQTY 76-06-0200Radio Antenna Pre-Wire, (2) Base, Power, Ground & Coax1 INSTRUCTION: Antenna/Radio (2) bases and coax. Power and ground wires. Run from: (1) Center front of module roof. (1) Center center of module roof. Run to: Both to behind passenger seat in cab. 78-02-0600(2) Fire Extinguishers, ABC 5 lb With Mounting Brackets1 LOCATION: SHIPPED LOOSE 78-08-0000Ship Loose Locking Sharps Disposal System1 78-08-1000DOT Triangles, Ship Loose (std.)1 * * * PAINT * * *GRAPHICS1 80-02-0600Chassis Repaint, Two-Tone, White Upper/Custom Lower1 CHASSIS - Paint - Pierce # 90 Red (FLNA3042) Paint below cab window RED, leave upper WHITE. Hood and cowl are RED INSIDE OF FENDERS SHOULD BE JOB RED. NO White to show through in contrasting paint area when chassis cab doors are closed,, paint into the door jambs following the paint break lines. 80-04-0200Body Surface Preparation with Corrosion Inhibitor1 80-04-0400Paint Preparation & Processes1 80-04-1200SBody Paint Color, Two-Tone, White Upper/____ Lower1 MODULE - Pierce #90 RED from Below the Drip Rail. The Drip Rail and the Roof to be left WHITE. 80-08-0400Paint Sample1 Red Pierce 90 _=FLNA 3042 = PPG#925498 Requested 10/05/2010 distributed 10/20/10 bb Approved 10/25/10 SC.Strong BRB 84-02-0100Entry Doors, Perimeter Safety Stripe, (Std.)1 Specify Reflective Color: RED 84-02-0202Entry Doors, Perimeter Safety Stripe, Red Reflective1 Install a red reflective perimeter safety stripe around each entry door. 84-05-0200No Vehicle Stripe Design Required At This Time1 84-07-0000Non Metallic or Pearl Paint Color1 88-04-0400Decals, "Ambulance" & "Star of Life" Pkgs, SHIPPED LOOSE1 The SOL decal package included with the ambulance does not automatically signify nor assume complete compliance with the KKK-A-1822F Specification. Item # 20 Attachment number 2 Page 19 of 19 10/17/2011 Page 19 PART NOSDESCRIPTIONQTY 88-04-0600Decals, (1) 32'' "Star of Life" Installed on Roof1 Color: Standard Vivid Blue Vinyl 9570-O 89-80-1131Pinstripe, 3/4" W -"C" Style Rubrail, Reflective1 INSTRUCTION: Install 3/4" wide white reflective stripe through the center of the "C" style rubrail. * * * DELIVERY / END USER DOCUMENTATION * * *1 90-02-0300Vehicle Operator's Manual, Hard Cover Binder - AD/M1 90-06-0600Operating Instructions, DVD1 90-06-0800Electrical Schematics CD1 90-07-0200Fuel, Fill1 92-02-0200Medtec Standard Warranty1 Item # 20 11/15/2011 Meeting Date: City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Authorize the negotiation of an interlocal agreement with the City of Dunedin concerning the use of the City of Clearwater Employee Health Center. SUMMARY: The City of Dunedin is interested in partnering with Clearwater in the use of the Employee Health Center (EHC). In order to accomplish this, an interlocal agreement, which will stipulate how the arrangement will work, must be negotiated. Clearwater would have the final say on any issues involving the Health Center. Dunedin would pay a portion of the startup costs Clearwater paid prior to the Clinic opening. They would also contribute to the operating cost of the clinic by paying Clearwater a percentage of the monthly Health Center operating expenses, based on the size of their employee population and for those items that the parties share in the use of the facility such as rent, utilities, maintenance, staff salaries, etc. The City will also want to determine whether, or not, to assess an additional fee (possibly on a per-member-per-month basis) in order to generate revenue from the enterprise. All other costs that can be reasonably identified as specific to each party, such as labs, radiological services, prescription medications, and health assessments would be paid as a pass through and would be billed directly to Dunedin and the City by Care ATC. In order to accommodate the additional patient population, the EHC hours will be extended by 15 hours per week. The EHC would open one hour earlier at 7:00 a.m., stay open through lunch and not close until 6:00 p.m. Additional staff will likely be necessary, and work schedules would be staggered to cover the total hours for the week. A breakdown of the estimated costs is as follows: Reimbursement for start up costs: up to $10,175 (one-half of our cost) Estimated operating expense reimbursement: $136,000, based on 17% (Dunedin’s employee population in relationship to Clearwater’s) of the $800,780 annual operating expenses the City budgeted for rent, utilities, maintenance, common medical supplies, shipping, and waste services in Fiscal Year 2012, plus staff salaries including the additional fifteen hours per week. A sliding scale could also be established for this cost in the event that Dunedin’s usage of the facility exceeds their percentage of the overall population. The pass through costs that would be paid directly to CARE ATC by Dunedin and the City on a fee per use basis would be Administration fees, Personal Health Assessments, lab and radiological services, flu shots, and prescription medications. This arrangement is advantageous to Clearwater in that it will help defray operating expenses and possibly generate additional revenue while expanding service hours with no adverse impact on our employees’ access to the facility. Cover Memo Item # 21 1) City Manager 2) Clerk Review Approval: Attachment number 1 Page 1 of 4 Item # 21 Attachment number 1 Page 2 of 4 Item # 21 Attachment number 1 Page 3 of 4 Item # 21 Attachment number 1 Page 4 of 4 Item # 21 Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Disband the Charter Review Committee. SUMMARY: The Charter Review Committee submitted a report with recommendations to the Council on October 3, 2011 and completed its review of the City Charter. Review Approval: Cover Memo Item # 22 Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Outdoor Display SUMMARY: Review Approval: Cover Memo Item # 23 Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Reschedule December 15, 2011 and June 21, 2012 City Council Meetings. SUMMARY: Review Approval: Cover Memo Item # 24 Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Post Office Closure on Clearwater Beach - Councilmember Gibson SUMMARY: Review Approval: Cover Memo Item # 25 Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Athletics Field at Jack Russell Memorial Stadium Parking Lot SUMMARY: Review Approval: Cover Memo Item # 26 Attachment number 1 Page 1 of 2 Item # 26 Attachment number 1 Page 2 of 2 Item # 26 Meeting Date: 11/15/2011 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Transportation Impact Fees-Councilmember Gibson - Hampton Inn motel vs. hotel MPO/TCC decision SUMMARY: Review Approval: Cover Memo Item # 27 Attachment number 1 Page 1 of 1 Item # 27