AGREEMENT TO PROVIDE FUNDING TO PROVIDE FAMILY TRANSITIONAL HOUSING - GRACE HOUSEAGREEMENT
This Funds Agreement is made and entered into between the City of Clearwater, hereinafter
referred to as the City, and Religious Community Services, Inc. - Grace House hereinafter
referred to as the Agency.
WHEREAS, it has been determined to be highly desirable and socially responsible to provide
family transitional housing to those who would not otherwise have a means to fill this need; and
WHEREAS, the City desires to help those in need by providing funding for the above services;
and
WHEREAS, the Agency provides such services and operates in the City;
NOW, THERFORE, the parties agree as follows:
ARTICLE I. TERM
The term of this agreement shall be for a period of 12 months commencing on the 1st day of
October, 1999 and continuing through the 30th day of September, 2000 (the Termination Date)
unless earlier terminated under the terms of this agreement.
ARTICLE II. RESPONSIBILITIES OF THE AGENCY
1. Services to be Provided: The Agency shall provide the above stated service in
accordance with the proposal submitted by the Agency and approved by the City, which
is incorporated herein by reference.
Area to be Served: Services rendered through this agreement shall be provided within
the corporate limits of the City as it now exists and as its boundaries may changed
during he term of this agreement.
3. Scheduled Reports of Agency Activities: The Agency shall furnish the City Human
Relations Department, Grants Coordinator, with an annual report of activities conducted
under the provisions of this agreement within sixty days of the end of the Agency's fiscal
year. Each report is to identify the number of clients served, the costs of such service,
and commentary on the viability, effectiveness, and trends affecting the program.
4. Use and Disposition of Funds Received: Funds received by the Agency from the City
shall be used to pay for the above services as further described in the grant proposal
submitted by the Agency to the City. Funds existing and not used for this purpose at the
end of this agreement term shall be deemed excess to the intended purpose and shall be
returned to the City.
5. Creation, Use, and Maintenance of Financial Records:
s/
a) Creation of Records: Agency shall create and maintain financial and accounting
records, books, documents, policies, practices, procedures and any information
necessary to reflect fully the financial activities of the Agency. Such records shall
be available and accessible at all times for inspection, review, or audit by
authorized City representatives.
b) Use of Records: Agency shall produce such reports and analyses that may be
required by the City and other duly authorized agencies to document the proper
and prudent stewardship and use of the monies received through this agreement.
c) Maintenance of Records: All records created hereby are to be retained and
maintained for a period not less than five (5) years from the termination of this
agreement.
Non - discrimination: Notwithstanding any other provisions of this agreement during the
term of this agreement, the Agency for itself, agents and representatives, as part of the
consideration for this agreement, does covenant and agree that:
a) No Exclusion from Use: No person shall be excluded from participation in,
denied the benefits of, or otherwise be subjected to discrimination in the operation
of this program on the grounds of race, color, religion, sex, age, national origin, or
disability.
b) No Exclusion from Hire: In the management, operation, or provision of the
program activities authorized and enabled by this agreement, no person shall be
excluded from participation in or denied the benefits of or otherwise be subject to
discrimination on the grounds of or otherwise be subjected to discrimination on
the grounds of race, color, religion, sex, age, national origin, or disability.
c) Inclusion in Subcontracts: The Agency agrees to include the requirement to
adhere to Title VI and Title VII of the Civil Rights Act of 1964 in all approved
sub - contracts.
Breach of Nondiscrimination Covenants: In the event of conclusive evidenced
of a breach of any of the above non - discrimination covenants, the City shall have
the right to terminate this agreement.
7. Liability and Indemnification: The Agency shall act as an independent contractor and
agrees to assume all risks of providing the program activities and services herein agreed
and all liability therefore, and shall defend, indemnify, and hold harmless the City, its
officers, agents, and employees from and against any and all claims of loss, liability, and
damages of whatever nature, to persons and property, including, without limiting the
generality of the foregoing, death of any person and loss of the use of any property,
except claims arising from the negligence or willful misconduct of the City or City's
agents or employees. This includes, but is not limited to matters arising out of or claimed
to have been caused by or in any manner related to the Agency's activities or those of any
approved or unapproved invitee, contractor, subcontractor, or other person approved,
authorized, or permitted by the Agency in or about its premises whether or not based on
negligence
ARTICLE III. RESPONSIBILITIES OF THE CITY
1. Grant of Funds: The City agrees to provide a total grant of $3,734.00 to fund the
program in accordance with this agreement and subject to City Commission budget
approval.
2. Payments: The total amount requested will be paid by the City to the Agency within 30
days after execution of this agreement by the City and the Agency but no earlier than
October 1 of the budget year for which the funds are authorized.
ARTICLE IV. DISCLAIMER OF WARRANTIES
This Agreement constitutes the entire Agreement of the parties on the subject hereof and may not
be changed, modified, or discharged except by written Amendment duly executed by both
parties. No representations or warranties by either party shall be binding unless expressed herein
or in a duly executed Amendment hereof.
ARTICLE V. TERMINATION
1. For Cause: Failure to adhere to any of the provisions of this agreement as determined by
the City shall constitute cause for termination. This agreement may by terminated with 5
days notice without any further obligation by City.
2. Disposition of Fund Monies: In the event of termination for any reason, monies made
available to the Agency but not expended in accordance with this agreement shall be
returned to the City.
ARTICLE VI. NOTICE
Any notice required or permitted to be given by the provisions of this agreement shall be
conclusively deemed to have been received by a party hereto on the date it is hand - delivered to
such party at the address indicated below (or at such other address as such party shall specify to
the other party in writing), or if sent by registered or certified mail (postage prepaid), on the fifth
(5th) business day after the day on which such notice is mailed and properly addressed.
1. If to City, addressed to Grants Coordinator, Human Relations Department, P.O Box 4748,
Clearwater, FL 33758
2. If to Agency, addressed to
I SSa S . MA/ (He CLv2
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ARTICLE VII. EFFECTIVE DATE
The effective date of this agreement shall be as of the first day of October, 1999.
ARTICLE VIII. CONTINGENCY
This agreement is contingent upon inclusion by the City Commission of funding for the Social
Services Grants Program in the City of Clearwater Fiscal Year 1999/2000 Operating Budget.
.IN WITNESS WHEREOF, the parties hereto have set their hands and seals this
day of a cL , 1999.
Countersigned:
Brian . Aung Mayor- Conunissi. er
Approved as to form:
John Carassas, Assistant City Attorney
Witnesses as to Agency:
City of Clearwater, Florida
CITY OF CLEARWATER, FLORIDA
By:
chael Roberto, City Manager
CITY OF C1EARWATER
SOCIAL SERVICES GRANT
PROJECT APPLICATION FORM
Phone: (727) 562-4060 for assistance
A. Application Information
Applicant:
(Sponsor/Developer)
Organization Nanie:
of different)
Address:
City, State, Zip
Telephone Number:
Contact Person:
Title:
Telephone Number:
Period for which funds
are being requested:
S mature
Date
NOTE:
Due: June 7, 1999
Grace House
Religious Community Services
1552 South Myrtle Avenue
Clearwater. FL 33756
(727) 446 -5964
Becky Argentine -Mills
Program Director
Same as above
10/1/99 — 09/30 /00
�. /7LQ -cam
Board of Directors Chairperson
The City of Clearwater reserves the right to fund applicants at a level lower than requested.
J .. t _ 0 \9 'ii M- -
I i JUN 2-1999 L c
1
•
B. Activity (Check One)
Adult Crime
Child Abuse
Elderly
Hunger
Juvenile Crime
Physical Illness
Parenting
Adolescents
Substances Abuse
Unsupervised
Children
Youth Development
Other
(Describe Below)
X
Homeless families with children.
NOTE: The RCS Grace House program helps to arrest or prevent many of the social
problems listed above in our client families by improving their ability to cope
with difficult parenting issues and by showini them how to become and
remain self-sufficient.
c
( :. AMOUNT OF' F IUNI)ING CURRENTLY REQUESTED:
(Not to exceed $10,0)0)
$6,200.0+)
D. SPECIFICALLY FOR WIIAT WILL TIIIS MONEY BE USED.
(Line item budget for this amount)
Maintenance and repair expenses. Maintenance and repair expenses including pest control,
maintenance and repair of appliances (stoves and refrigerators), lawn maintenance, replacement
of smoke and carbon monoxide detectors, general maintenance and upkeep of apartments,
grounds, office etc., including supplies necessary. Projected cost of expenses: $6 (X).00.
E. BRIEF DESCRIPTION OF PROJECT YOU WISH TO FUND IJTIL1ZiNG THIS
GRANT.
(See_program description below). Maintenance and repair expenses.
F. BRIEF DESCRIPTION OF YOUR OVERALL ORGANIZATION
RCS Grace House is the first step in upper Pinellas County's continuum of services to the
homeless. Grace House is an 8 -week program that has provided services to homeless families with
children since 1972. The program provides almost everything the families need during their stay --
no -cost shelter and utilities, food, personal and dental hygiene items, baby items, toiletries,
cleaning supplies, bus passes, etc. By providing for their immediate needs of shelter, essential
support services and supplies this program allows families to accumulate enmities for their move
intopermanent housing, thus allowing them to quickly and easily return to self - sufficiency.
4
G. NUI\II3P;R OF CLIENTS SERVED 13Y THIS PROGRAM.
480 or more adults and children per year
H. PERCENTAGE OF THESE CLIENTS WHO ARE CITIZENS OF CLEARWATER.
50 °,o
I. CURRENT OVERALL ORGANIZATION BUDGET (PLEASE ATTACH).
See ATTACHMENT 1
J. IF TINS IS START UP OR MATCHING MONEY, SPECIFY TIIE DETAILS
i.e..
WHICH AGENCY OR ORGANIZATION WILL PROVIDE TILE MATCH, THE
REQUIREMENTS AND THE AmOUNT OF THE MATCH.
$4.411 is needed for local match of Emersencv Shelter Grant from Department of Children and
Families with a 1:1 ratio dollar for dollar). Maintenance and repair monies will be used as local
match.
K. IS YOUR AGENCY A REGISTERED 501 (C) (3) NON - PROFIT AGENCY OR IN TIIE
PROCESS OF BECOMING ONE.
Yes, registered.
L. DOES YOUR FACILITY IIAVE OR IS 11' IN THE PROCESS OF ACQUIRING TIIE
APPROPRIATE LICENSURE FOR THE DELIVERY OF THE SERVICES DESCRIBED
IN TIIIS APPLICATION.
Has been appropriately licensed and delivering the described services since 1967.
M. HAS YOUR ORGANIZATION RECEIVED OR IS IT EXPECTING TO RECEIVE
I (JNI)ING (WIIE'I'TIER CASII OR IN -KIND CONTRIBUTIONS) FROM TILE CITY OF
CLEARWATER DURING THE FISCAL YEAR FROl11 OCTOBER 1, 1999 THROUGH
S EI'TENII3ER 30, 2000?
YES X NO
IF YES, PLEASE EXPLAIN:
RCS Grace House has submitted an application for funding from the City
of Clearwater Housing Division Consolidated Plan Funding Program.
6
ATTACHMENT 1
Grace House Budget, FY 98 -99
ITEM
INCOME
Salaries
FICA
Medicare
Worker's Comp.
Retirement
Unemployment Tax
Health Insurance
Dental Insurance
Life Insurance
TOTAL PAYROLL
Advertising
Casual Labor
Casualty Insurance
Child Care
Conference
Education
Equip. Rent (Copy Mach.)
Food
Licenses and Taxes
Maintenance and Repair
Miscellaneous
Motor Vehicles
Office Supplies
Operating Supplies
Pest Control
Postage
Printing
Professional Fees
RCS G &A Allocation
Telephone
Tools and Equipment
Travel
Utilities
TOTAL OPERATING EXPENSES
Capital Expense
TOTAL CAPITAL EXPENSES
TOTAL EXPENSES
7
TOTAL
5238,347.00
91,558.50
5,676.20
1,328.80
1,959.95
2,348.99
370.70
7,174.10
972.16
415.60
S11i 805:00
250.00
200.00
15,775.00
13,377.00
400.00
500.00
756.0(1
6,000.00
100.00
18,200.00
800.00
500.00
1,500.(x)
2,000.(X )
840.00
500.00
250.00
2,625.00
26,000.00
6,000.E H)
1,500.0
500.00
20,411.00
• $118,984.00
7,558.00
$7,558.00
$238,347.00