SUBCONTRACTED OUT OF SCHOOL TIME PROVIDERS 2013-2014AGREEMENT
Between
COORDINATED CHILD CARE OF PINELLAS, INC.
and
SUBCONTRACTED OUT OF SCHOOL TIME (OST) PROVIDERS
2013 -2014
I. PURPOSE
Coordinated Child Care of Pinellas, Inc., (CCC) hereinafter referred to as "CCC" and the City of
Clearwater Parks and Recreation Department located at The Lonq Center, 1501 N. Belcher Road,
Clearwater, Florida 33765, and hereinafter referred to as "Provider" enter into this mutual
Agreement, including all Attachments referred to herein, for the period commencing October 1,
2013 and extending through September 30, 2014.
II. SERVICES
Provider agrees to deliver Out of School Time (OST) services in conformance with those
requirements established by CCC and JWB.
Provider agrees to deliver services as outlined in the Provider Handbook, the currently approved
program methodology on file at CCC; and to comply with General Conditions in Attachment 1; and
to comply with the Manner and Scope of Services listed in Attachment 2; and to accomplish
objectives stated in Attachment 3 in accordance with recognized child welfare practices, as
determined by CCC; and to comply with any Special Conditions listed in Attachment 4; and to
comply with the reimbursement schedule listed in Attachment 5; and provide OST services at the
sites listed in Attachment 6, utilizing the agency structure as submitted in the Organizational Chart
in Attachment 7; and to provide services on all weekdays except those identified on the Holiday
Schedule as listed in Attachment 8; and provide services at a minimum of Level 4 a: outlined in the
OST Quality Matrix in Attachment 9 and the Program Methodology as in Attachment 10.
III. REIMBURSEMENT PROCESSES
A. Reimbursement for OST services will be based upon a proposed rate of $17.16 per youth per
day. Published rates must be supported by the actual rate charged to the general public; a copy
of the Provider's rate schedule must be submitted with this signed Agreement.
B. Provider is required to utilize the Electronic Funds Transfer (EFT) system for direct deposit for
reimbursement of all funds within the dates and manner prescribed by our Funders.
C. Provider agrees to return any disallowed funds pursuant to the terms of this Agreement that
were disbursed to the provider by CCC. Such funds are considered funds belonging to the
Funder and will be remitted to CCC on behalf of the Funder upon request in accordance with its
instructions.
D. Any additional fees must not be collected from OST scholarship youth with the exception of the
fees outlined in Attachment 1, Section 5 (Fees) of this Agreement.
E. Should a Provider increase the rates /fees charged to non - scholarship youth, the
parent/guardian must be given a minimum of thirty -days (30) notification during which time the
parent/guardian may choose to keep their child in OST programs or make other arrangements.
A new or updated published rate must be submitted to CCC at the time of parent notification.
1
IV. ELIGIBILITY
A. Payment will be made only for those services specified in this Agreement as authorized by CCC
for families who have been properly certified as eligible and authorized in advance for CCC
reimbursement. No payment can be made for those families who have been determined
ineligible. The Provider agrees to serve as a conduit for information between the families and
CCC as it is deemed in the best interest of the families.
B. Provider is responsible for complying with procedures and policies in the Provider Handbook
related to eligibility determination, annual redetermination of scholarship, termination of OST
scholarship, process for notification and for any changes regarding the above and the varying
policies and procedures related to eligibility per CCC requirements.
V. INDEMNIFICATION
The Provider understands and agrees that the Provider is not an employee of CCC and, as a result,
is not covered under CCC's workers' compensation policy, nor is the Provider entitled to any
employment - related benefits that may be offered to employees of CCC. As an independent
provider, the Provider is responsible for hiring their own employees and all the related legal
responsibilities. The Provider is liable for all tax liabilities and obligations related to their entity
including but not limited to employment and business related reporting and filing.
Each party to this Agreement will indemnify, defend, and hold harmless the other party and its
officers, trustees, funders, agents, employees, related companies and owners from and against any
and all demands, claims, damages to persons or property, losses and liabilities, including
reasonable attorneys' fees, arising out of or caused by the indemnifying party's negligence or willful
misconduct in connection with the provisions of this Agreement. This paragraph will not waive any
statutory limitations of liability available to either party, nor will it waive any defenses either party
may have with respect to any claim.
VI. INSURANCE, PUBLIC LIAIBILITY, BODILY INJURY, AND PROPERTY DAMAGE
The Provider will maintain adequate insurances throughout the term of this Agreement and will
assure that CCC has a current "Certificate of Insurance with a ten (10) day notice to CCC,"
throughout this contract year. Without adequate insurances, this Agreement will be canceled. Any
additional insurance information and /or requirements for OST will be addressed separately in
Attachment 4 (Special Conditions) as applicable.
Commercial General Liability for premises and operations of the Provider including Personal Injury
and Contractual for this Agreement, with CCC and JWB as an additional insured for the operations
of the Provider, with limits for Bodily Injury, Property Damage, Personal Injury, Employment
Practices Liability, and Sexual Molestation Insurance of not less than:
Each Occurrence $1,000,000
Personal Injury $1,000,000
General Aggregate $1,000,000
Products & Completed Operations $1,000,000
Fire Legal Liability $50,000
Employment Practice Liability $250,000
Sexual Molestation $1,000,000
Automobile, Liability Insurance for the Provider's operation, maintenance and use of owned, non -
owned, hired, and leased automobiles, with the interest of CCC and JWB included as an insured,
with limit of not less than:
Bodily Injury & Property $500,000 each accident
Damage Liability $500,000 each accident
The certificate will state that the insurance company will not cancel the insurance except on 10
day's prior written notice to CCC.
VII. TERMINATION
A. Termination at Will
This Agreement may be terminated by either party upon no Tess than thirty (30) days notice,
without cause; notice will be delivered by certified mail, return receipt requested, or in person
with proof of delivery.
B. Termination Because of Lack of Funds
In the event funds to finance this Agreement become unavailable, CCC may terminate or modify
this Agreement upon no less than twenty -four (24) hours notice in writing to the Provider. Said
notice will be delivered by certified mail, return receipt requested with proof of delivery, or in
person. CCC and /or JWB will be the sole and final authorities as to the availability of funds.
C. Termination for Breach
Unless the Provider's breach is waived by CCC, CCC may terminate the Agreement. A written
notice of termination will be provided upon no less than twenty -four (24) hours and delivered by
certified mail, return receipt requested with proof of delivery, or in person. Waiver of breach of
any provision of this Agreement will not be deemed to be a waiver of any other breach and will
not be construed to be a modification of the terms of the Agreement. The provisions herein do
not limit CCC's right to remedies at law or to damages.
If this Agreement is terminated for any reason, the obligation of CCC will be limited to payment
for services provided in accordance with the Agreement prior to the date of termination.
VIII. MODIFICATION
Modifications of provisions of this Agreement will only be valid when they have been reduced to
writing and duly signed. The parties agree to comply with modifications of this Agreement if Federal,
State, CCC and /or JWB revision of any applicable laws or regulations make changes in this
Agreement necessary. Emergency problems with availability of funding may result in temporary or
ongoing rate reductions after a minimum of twenty -four (24) hour written notice. CCC will be the
sole and final authority as to the availability of funds for this Agreement. The rate of payment may,
at CCC's discretion, be adjusted retroactively to reflect price level increases or other changes
approved by CCC.
IX. NOTICE AND CONTACT
The representative for CCC for this Agreement is Sharon Carie, Director of Youth and Development
Services, who can be contacted at Coordinated Child Care, 6500 102nd Avenue North, Pinellas
Park, Florida 33782, telephone 727- 547 -5781, email scarieCa)childcarepinellas.orq.
The representative of the Provider responsible for the administration of the program under this
Agreement is
Name and Title: f.ATt1-I LQ`r&ZA / feceeA -r,ON) 7!?06,2Amokimt> ce0217ttvArofZ
Address: 900 A) MA KTiJI LUTE -E( r_iN( Tip. At!£ C CEARwAT e Ct 337cS
Telephone and Fax: (7a -2)4„2- coal[. and bait yto�-Co�R�
Email: . .lak erz& ;f - , • -r
3
In the event that either party designates different representatives after execution of this Agreement,
notice of the name and address of the new representative will be rendered in writing to the other
party and said notification attached to originals of this Agreement.
X. TERMS AND CONDITIONS
This Agreement constitutes the only Agreement, and supersedes all prior Agreements and
understandings both written and oral, among the parties with respect to the subject matter hereof.
All Attachments hereto are a material part of this Agreement and are incorporated by reference.
This Agreement, including any Attachments hereto, may not be amended or modified, except in
writing and signed by all parties to this Agreement.
CCC reserves the right to waive requirements of the General Conditions, Manner and Scope of
Service, Special Conditions or any and all Attachments to this Agreement where warranted by
special circumstances.
XI. COMMITMENT OF INTENT
It is understood that by signing this Agreement, I acknowledge my awareness of the importance of
quality OST and education; and I affirm that I will provide a developmentally appropriate program
for all entrusted to my care.
IN WITNESS THEREOF, the parties have caused this four page Agreement including
accompanying Attachments to be executed by their undersigned officials as duly authorized.
Coordinated Child Care of Pinellas, Inc. Provider
A Florida Corporation
Authorized Authorized
Signature: Signature:
Print Name: Paul Runyon
Title: Executive Director
Date: ( % /a? -/,2
4
Print Name:
Title:
Date:
Countersigned:
Gteogei‘crAtkos
George N. Cretekos
Mayor
Approved as to form:
Laura Lipowski Mahony
Assistant City Attorney
CITY OF CLEARWATER, FLORIDA
By:
William B. Horne, II
City Manager
Attest:
1,04. fatAiL Ottit
Rosemarie Call
City Clerk
ATTACHMENT 1
GENERAL CONDITIONS OF THE AGREEMENT
1. Federal and State Laws and Other Applicable Regulations
To comply with the laws and regulations applicable to Civil Rights, Equal Employment
Opportunity, Americans with Disabilities Act, and the Pro - Children Act of 1994, Public Law
103 -227, and the Drug -Free Workplace Act, Section 440.101, Florida Statutes.
2. Pinellas County License Board Regulations
A. The Provider agrees to comply with licensing requirements as set forth by the Pinellas
County License Board (PCLB) at all times.
B. The Provider will notify CCC within 24 hours or the next business day of any changes in
the existing license or temporary permit, sanctions, fines levied or action taken due to
non - compliances.
C. If a written plan of action is required, the Provider agrees to submit a copy of this plan to
CCC at the same time it is submitted to the PCLB. Maintaining compliance with licensing
regulations is a prerequisite for an Agreement.
D. The Provider will comply with requirements regarding PCLB Health and Safety
Standards. Non - compliance in this area may result in termination of this Agreement.
E. The Provider will assure youth receiving OST scholarships are offered age appropriate
programming and supervision that meets basic health and safety rules as determined by
the PCLB, CCC and JWB.
F. The Provider will avail themselves of technical assistance and support services offered
by PCLB, CCC and JWB to resolve health and safety issues resulting in non -
compliance(s).
3. Funded Agency Staff Background Checks
All staff involved in a program funded by CCC and JWB are required to undergo and pass a
national Level II background check prior to beginning work. All Level II clearances must
remain current. This requirement applies to employees regardless of the funder supporting
the position and all volunteers who may interact with youth. The Provider's policy and
practice must provide for adequate protection.
4. Reporting of Incidents, Child Abuse and Special Situations
A. Provider agrees to inform CCC in a timely manner, not to exceed twenty -four (24) hours
or the next business day, of any circumstances or events, other than the requirements
listed in sections B, C and D below, which may reasonably be considered to jeopardize
its capability to continue to meet its obligations under the terms of this Agreement. This
includes the reporting of any critical incidents, including anything that may reflect
negatively or critically upon CCC. Critical incidents also include any occurrences that
result in law enforcement intervention and Department of Children & Families (DCF)
notification.
OST Provider Service Agreement Attachments Revised 8/28/13
5
B. The Provider shall notify CCC within twenty -four (24) hours of learning of any incident
resulting in the injury to a program participant. The Provider must submit a written report
within three (3) work days with full details and disposition of the incident.
C. Provider shall notify CCC immediately upon knowledge of any action or incident
involving agency staff or volunteers that could potentially jeopardize the terms of this
Agreement which includes misconduct, malfeasance during working hours, or any
conduct that results in the arrest of a staff member or volunteer after hours.
D. Provider must notify CCC within 5 business days of any change in key program staff and
major changes in programmatic operations.
E. As a mandated reporter, OST providers must immediately report any known or
suspected abuse or neglect to the Abuse Hotline (1- 800 - 962 -2873) via the Child Abuse
Registry. CCC's OST staff are also to be informed of these matters as soon as possible,
but must be reported within twenty -four (24) hours of learning of the suspected incident
and after notification to proper authorities.
5. Fees
A. CCC /JWB funds will not be used for expenditures also funded by other sources.
B. The Provider will only be able to collect additional fees from OST scholarship youth as
follows:
a. Yearly registration /administrative fees not to exceed fifty dollars ($50) annually.
b. Field trips are to be included as part of a quality OST program model. However,
occasional trips requiring additional fees may be allowed with prior approval from
CCC before charging parents.
c. Additional meals above that which is provided by the food program.
d. Transportation
e. Additional fees require prior approval by CCC.
C. The Provider agrees to obtain a signed provider /parent fee agreement for all families,
private as well as those receiving an OST scholarship.
a. The Provider agrees to make a copy of this Agreement available to CCC staff
upon request. These forms will be checked by CCC personnel when making site
visits.
6. Attendance
A. Provider is required to maintain daily participant attendance records in accordance with
CCC established attendance policies /guidelines and enter participant attendance into a
CCC designated database weekly and before the 5th of the following month. If the 5th of
the month is on a Saturday, the due date shall be the 4th. If the 5th of the month is a
Sunday, the due date shall be the 6th. Provider will retain daily attendance records as
supporting documentation /back -up in accordance with record retention policy.
B. Provider is responsible for maintaining a sign -in /sign -out sheet on all participants
attending their OST program. Provider will maintain these records on site as supporting
documents for attendance and will have them available to review upon request.
2013 -2014 OST Provider Service Agreement Attachments 8/28/13
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Provider will retain sign -in /sign -out records in accordance with record retention policy in
Section 8 (Retention of Records) of the General Conditions.
C. Provider is required to have an attendance policy for their OST program and provide
parents /guardians with a written copy of said policy.
D. Provider is required to adhere to all approved systems /policies and procedures related to
attendance tracking.
E. Provider agrees to abide by the Provider Holiday /Closure Schedule. Any changes to
said schedule must be approved by CCC with a minimum 10 day notice before closure.
OST Providers are authorized up to twelve (12) holidays (reimbursable) per fiscal year.
All providers are responsible for submitting their selected dates that their site(s) will be
closed for holidays and any additional planned days and dates (non - reimbursable)
between October 1 and September 30 of the current contract year.
7. Audit and Records
The Provider agrees to maintain records and documents as follows:
A. Record of payments received from CCC and attendance records of all youth who receive
scholarships through CCC; and to maintain the sign -in /sign -out sheets with the time of
drop -off and the time of pick -up recorded. This must be completed and signed daily by
parent/guardian or other authorized persons. Inaccurate, incomplete and /or problematic
attendance records may result in delay of payment.
B. Agreements, their Attachments and any Amendments thereto.
C. Submit to CCC a copy of an annual independent financial audit and management letter,
within 120 days after the end of their fiscal year. Providers whose audit results in a
disclaimer or indicate inadequate fiscal capability may be subject to cancellation of
Agreement.
D. To assure that these records will be subject at all reasonable times to inspection, review,
or audit by CCC or JWB personnel and other personnel duly authorized by CCC.
8. Retention of Records
Provider will retain all records and any other documents pertinent to this Agreement for a
period of five (5) years after termination of this Agreement or resolution of any unresolved
audit findings.
9. Monitoring and Reporting
A. Provider agrees to submit progress reports and other information as may be prescribed
by CCC /JWB /PCLB and to cooperate in site visits and other on -site monitoring including,
but not limited to, access to sites, staff and participant records, attendance logs and the
provision of related information.
B. Provider will furnish reports, as requested by CCC, including all reporting required for
monthly reimbursement and attendance monitoring as outlined in the Provider
Handbook.
2013 -2014 OST Provider Service Agreement Attachments 8/28/13
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C. Provider is responsible for entering all program and other required data into a CCC
designated database. Program staff will adhere to CCC database business rules and all
staff who have any responsibility (supervisory or direct) for data entry will be trained in
the CCC designated database within sixty (60) calendar days of hire. The Provider is
responsible for maintaining written policies and procedures for providing data to CCC in
a timely manner.
D. The Provider is responsible for reviewing User Access to ensure that all users are active
employees with access to appropriate data systems and modules. The Provider will
notify CCC within 48 hours when a staff person's access to the CCC designated
database must be inactivated. The Provider is responsible for implementing appropriate
procedures into their data policies to protect data and prevent accidental or malicious
disclosure of participant information.
E. To permit CCC and JWB to conduct unannounced monitoring of the program operated
by the Provider and furnish whatever information is necessary to facilitate this
monitoring.
10. Confidentiality of Client Information
The Provider will maintain in participant files a completed copy of a CCC /JWB approved
form for authorizing client consent to release information. As allowed by law and agency
policy, the Provider will add CCC and JWB to consent forms to facilitate data sharing and
advise CCC within 48 hours if a participant has withdrawn consent to share data.
The Provider will not use or disclose any information concerning a recipient or potential
recipient of services under this Agreement for any purpose except upon written consent of
the recipient or his responsible parent or guardian or as addressed in other sections of this
Agreement or as required by law.
11. Nutrition
All OST providers will assure that foods served by the provider are nutritious and
appropriate to the youth's age and needs.
12. Subcontracts
The Provider will not enter into subcontracts /agreements /assignments for any of the work
contemplated under this Agreement without obtaining prior written approval of CCC. All
subcontracts will be subject to the same conditions.
13. Electronic Communication
CCC's primary method for communicating to providers will be electronically
(email). Providers agree that they will maintain the capability to receive and send electronic
communications (email).
14. Printed Literature
The Provider will assure that all notices, informational pamphlets, press releases,
advertisements, descriptions of the sponsorship of the program, research reports, and
similar public notices prepared and released by the Provider will include the CCC /JWB logos
2013 -2014 OST Provider Service Agreement Attachments 8/28/13
8
or statement: "Supported in part by Coordinated Child Care of Pinellas, Inc. and the Juvenile
Welfare Board of Pinellas County."
15. Agency & Program Data Maintained in 2 -1 -1 Database
Provider agrees to maintain accurate and up -to -date agency and program data in the 2 -1 -1
Tampa Bay Cares database. The Provider will review and update (as necessary) this data
at least once annually. The Provider will list data for newly funded program(s) within thirty
(30) calendar days of the date that CCC funds the program. This requirement applies to all
programs accepting 2 -1 -1 referrals. (www.211tampabay.orq)
16. Links to CCC and JWB's Websites
Providers with an agency website will include links on their website to CCC's website
(www.childcarepinellas.org), JWB's website (www.jwbpinellas.orq) and JWB's About
Pinellas Kids website (www.aboutpinellaskids.orq).
17. Sanctions
Failure to comply with the requirements listed within this Agreement may result in sanctions
as published in policies developed and approved by CCC and /or JWB.
18. Grievances
The Provider has the right to appeal any decision rendered and agrees to abide by the
policies and procedures for grievance /dispute resolution as developed and approved by
CCC.
2013 -2014 OST Provider Service Agreement Attachments 8/28/13
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ATTACHMENT 2
MANNER AND SCOPE OF SERVICES
Manner of Service Provision
A. To provide quality OST programs in Pinellas County, Florida for children of families who meet
the eligibility and enrollment requirements of CCC, JWB, and other Funders and whose
parents /guardians have chosen their facility.
B. The OST services purchased by this Agreement will be provided at the location(s) shown on
page 1 or the approved OST locations for Administrative /Corporate entities. (See
Attachment 6 as applicable).
C. The Provider agrees that any additional sites or site deletions or changes must be approved
at least thirty (30) days in advance by CCC.
D. All OST Programs: To maintain availability of a minimum of (2 -3) hours of OST programming
five (5) days per week for 261 or 262 (leap year) days. Before and /or after school programs
have to meet a minimum of eight (8) hours per day requirement during summer and school
out days. Exception may be given to specified programs meeting the needs of specified
families. Any such exceptions must be provided in writing by CCC.
2. Provision of Services
A. Quality Assessment Services: CCC will visit and provide technical assistance support to the
OST provider to verify that the program meets the Quality Matrix required for funding by
JWB. CCC reserves the right to also confirm that the Provider is in compliance with licensing
requirements.
B. Assessment for Youth: The Provider agrees to administer /implement a JWB approved
assessment/process to youth receiving OST scholarships in accordance with policy and
requirements and in the manner and time frame as determined by JWB.
C. OST Quality Matrix: Provider is responsible for complying with policies, procedures and
guidelines as established by CCC /JWB related to the OST Quality Matrix (Attachment 9).
D. Evidence Based Developmentally Appropriate Curriculum: All providers who receive OST
funding are required to use an evidence based developmentally appropriate curriculum (See
Attachment 9 — OST Quality Matrix). OST Providers will be monitored to assure that
programs are offering evidence based developmentally appropriate curriculum.
E. Partnerships with Parents /Guardians: The Provider agrees to communicate with the
parent/guardian on a routine basis and agrees to work in partnership with the
parent/guardian /family in meeting the needs of the youth entrusted to the Provider's care.
The Provider agrees to work to strengthen family involvement with the OST program.
The Provider understands parents are permitted to visit their child unannounced and at any
time the child is participating in the OST program.
F. Enrichment Overlay System (EOS):
2013 -2014 OST Provider Service Agreement Attachments 8/28/13
10
1. Provider is responsible for complying with policies, procedures and guidelines as
established by CCC related to the Enrichment Overlay System.
2. Provider must comply with all policies and procedures as described in the "Memorandum
of Understanding" in the OST Provider Handbook.
3. Training and Technical Assistance
A. The Provider agrees that the Provider and any employee of the Provider will participate in
training as required. CCC will offer technical assistance and training to each OST Provider
based on their needs (See Attachment 9 — OST Quality Matrix).
B. Provider agrees to report verification of staff training hours for each employee involved in
OST.
Additional information must be retained at the provider site for each employee to verify each
training attended, the number of hours of each training, date of training, etc.
2013 -2014 OST Provider Service Agreement Attachments 8/28/13
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ATTACHMENT 3
PERFORMANCE MEASURES
FY 2013 -2014
Service Component:
Objective ID Objective Description Target Level %
Performance Measures will be developed and this Agreement will be
amended by December 31, 2013.
2013 -2014 OST Provider Service Agreement Attachments 8/28/13
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ATTACHMENT 4
SPECIAL OST CONDITIONS
The following conditions apply to all OST Out of School Time programs:
1. Coordinated Child Care (CCC) requires, as a condition of the CCC OST Rate
Agreement, that all approved OST providers will maintain participant's attendance
weekly in the CCC designated database.
2. CCC will implement, in accordance with the CCC developed and JWB approved
implementation plan, quality criteria to improve the quality of child care as approved
by the JWB Board May 12, 2011.
• Agency will assure that all Sites caring for JWB funded OST children will
meet the following quality standard criteria in accordance with the approved
plan and timeline. The OST component will:
i. Meet Licensing or licensing standards (if not required to be licensed);
ii. Utilize evidence -based curriculum (as approved by JWB research
department);
iii. Increase Staff Education in accordance with approved plan;
iv. Continue to work toward meeting NAA standards for ratios and group
size in accordance with approved plan; and
v. Continue to offer youth enrichment opportunities.
3. The CCC OST Provider Rate Agreement includes a requirement to maintain a
waiting list as follows:
• The Provider will enter and maintain data on waiting list in the JWB online
database management system.
The following special conditions apply to the City of Clearwater:
1. Agreement paragraph Vi. Is waived.
2. Attachment 1 paragraph 7 (Audit and Records), Item C (financial audit and
management letter) is waived.
3. Nothing herein shall be construed as a consent by the City of Clearwater, Florida to
be sued by third parties, or as a waiver or modification on the provisions of Section
768.28, Florida Statutes or the Doctrine of Sovereign Immunity.
2013 -2014 OST Provider Service Agreement Attachments 8/28/13
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ATTACHMENT 5
REIMBURSEMENT SCHEDULE
All attendance is due by the 5th of the month following the completed month with the
exception of the months when the 5th falls on a weekend. If the 5th of the month falls on a
Saturday, verified, accurate attendance is due on the 4th. If the 5th of the month falls on a
Sunday, the attendance is due on the 6th. Reimbursements will be made on or before the
25th of each month or as indicated below.
Reimbursement
Month
Accurate / Complete
Attendance Due By
Payment on or
before
October 2013
11/05/13
11/25/13
November 2013
12/05/13
12/26/13
December 2013
01/06/14
01/27/14
January 2014
02/05/14
02/25/14
February 2014
03/05/14
03/25/14
March 2014
04/04/14
04/25/14
April 2014
05/05/14
05/26/14
May 2014
06/05/14
06/25/14
June 2014
07/07/14
07/25/14
July 2014
08/05/14
08/25/14
August 2014
09/05/14
09/25/14
September 2014
10/06/14
10/24/14
2013 -2014 OST Provider Service Agreement Attachments 8/28/13
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ATTACHMENT 6
SITE LOCATIONS
OST Program
Name
Program Address
City, Zip
Site Director
Program
Main
Phone
Licensed
or
Exempt
Ross Norton
Recreation
Complex
1426 S. Martin
Luther King, Jr.
Avenue
Clearwater 33756
Karen Sowada
462 -6025
Licensed
North Greenwood
Recreation
Complex
900 N. Martin
Luther King, Jr.
Avenue
Clearwater 33755
Karen Sowada
462 -6276
* Exempt
* Pending verification of substantial compliance by PCLB.
*Please make all necessary changes, additions and deletions to the information above.
2013 -2014 OST Provider Service Agreement Attachments 8/28/13
15
ATTACHMENT 7
AGENCY ORGANIZATIONAL CHART
An organizational chart that is reflective of the agency and structure of OST programs is attached
following this cover sheet. Make changes as necessary to update the information CCC has on file.
(The remainder of this page was left blank intentionally.)
2013 -2014 OST Provider Service Agreement Attachments 8/28/13
16
Revised 08/20/13
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City of Clearwater
Coordinated Child Care Grant Program Organizational Chart 2014
Kathy LaTerza
Recreation
Program Coordinator
Karen Sowada
Supervisor II
Freda Dixon
Recreation Programmer
Marcia Terry
After school /Camp Counselor
TBD
After school /Camp
Counselor
18
Kevin Whitlow
Recreation Specialist
Sawang Phommaleuth
Recreation Leader
TBD Camp Counselor
Coordinated
Child Care YOUTH SERVICES CLOSURE SCHEDULE
yds of Pinellas,...
FY 2013 -2014
DIRECTIONS: Programs are authorized up to twelve (12) paid holidays per fiscal year.
Program Providers are responsible for submitting their selected holidays and other
closed dates for the upcoming fiscal year by a date determined by CCC.
Please type below the dates that your site will be closed between October 1, 2013 and
September 30, 2014 Please list them in fiscal year order, type of holiday, or observed
day (i.e. Veterans Day, In- Service, etc) and exact date (month, day, year) of closure.
Agency Name: City of Clearwater
Address: PO Box 4748, Clearwater, FL
Phone: 224 -7569
Contact Person: Kathy LaTerza
Please list any additional days that your site will be closed between October 1,
2013 and September 30, 2014. These days will be non - reimbursable.
Additional Closures
Date
Additional Closures
Date
NOTE: CCC must be notified in advance of any closures not identified
on the Youth Services Holiday /Closure form. Providers are required to
submit a request for the additional closure days with an alternative
plan to serve youth.
Selected
Holiday /Closure
Date
Selected Holiday /Closure
Date
1
Veterans Day
Nov 11
7
Presidents Day
Feb 17
2
Thanksgiving Day
Nov 28
8
Memorial Day
May 26
3
Day after Thanksgiving
Nov 29
9
Day after last day of school
June 5
4
Christmas
Dec 25
10
2 days after last day of school
June 6
5
New Years Day
Jan 1
11
Independence Day
July 4
6
MLK Day
Jan 20
12
Labor Day
Sept 1
Please list any additional days that your site will be closed between October 1,
2013 and September 30, 2014. These days will be non - reimbursable.
Additional Closures
Date
Additional Closures
Date
NOTE: CCC must be notified in advance of any closures not identified
on the Youth Services Holiday /Closure form. Providers are required to
submit a request for the additional closure days with an alternative
plan to serve youth.
ATTACHMENT 9
OST QUALITY MATRIX MINIMUM SERVICE LEVEL STANDARD FOR AGREEMENT COMPLIANCE
QUALITY CRITERIA
LEVEL FOUR
ENHANCED
INCREASE STAFF
EDUCATION
Staff Training
• Existing staff MODs complete; new staff to register within 90 days of hire
and complete within 15 mos.
• Middle School Brain Research Training and Special Needs Training
• Prepare annual training plan
• 75% of staff will have 10 hours of additional professional growth
trainings per year;
• 50% Staff have enrolled in SEDL, You 4 Youth, or approved equivalent.
Staff Education
Continued active participation in staff training
Staff Experience
75% of staff - one year minimum
Director Training
• Director's credential (SMIC at sites with multi -site director's)
• SEDL Virtual Academy for Afterschool (5 courses), You 4 Youth or
approved equivalent complete;
• Special Needs training
• Prepare annual professional development plan
Recommended - Record Keeping training complete
Recommended - Standards for Quality Afterschool Programs and Quality
Self- Assessment and Improvement for Afterschool Programs (DCF)
Director Education
All directors will have 20 hours of additional professional growth trainings
per year OR be enrolled in a degree seeking program at a post- secondary
school in a related field.
Director Experience
Minimum of 2 years in a related field; HS diploma or equivalent and
minimum 21 years of age
BENCHMARK
LICENSED
Legally Exempt
Training plans and certificates as applicable
Comply with all PCLB Substantial Compliance Elements
Licensed
Maintains current license in good standing.
BENCHMARK
Legally exempt
Submit corrective action plans for any non - compliances on PCLB
Substantial Compliance Reports
License seeking
Submit corrective action plans for any non - compliances on PCLB visits
CURRICULUM
Approved Evidence
Based Curriculum
Daily implementation of sequenced, focused, active and explicit
programming in the areas of:
Academic Enrichment, Personal Enrichment, Homework Assistance and
Monthly Family Involvement Activities using the CCC evidence based
curriculum matrix, SEDL best practices and Harvard Family Research
project studies
BENCHMARK
• Provide weekly written schedules with all required elements present to
CCC by the last day of the month for the following month (i.e. January's
weekly schedules are due to CCC by December 31th).
• Providers will be responsible for maintaining all deliverables on site.
• Deliverables to be submitted ma va from month to month.
RATIO/ GROUP
SIZE
Ratio & Group Size
Average ratio of 1:15 with group size of 15, includes any out of ratio staff
BENCHMARK
QUALITY
ASSESSMENT
Assessment
Group rosters; site visit confirmation
FAN standards plus additional quality elements related to the quality
criteria in this matrix including:
1. Critical views of staff education and training;
2. Evidence based curriculum;
3. Enrichment opportunities provided by the agency
2013 -2014 OST Provider Service Agreement Attachments 8/28/13
20
Program Portfolio
Complete Program Portfolios including
• Evidence of on -going staff professional development activities (can
include participation in networking or advocacy groups, attending
conferences, etc.);
• Participation in Lights on Afterschool
• Participation in Summer Learning Day
• Adult/Family Literacy and /or Parent Involvement Activities (monthly)
Site Visit
Compliance
Site visits will be conducted with a checklist of quality items directly related
to FAN and licensing standards.
Nutrition
Program must offer nutritious snacks and /or meals that meet USDA
guidelines for afterschool snacks and summer meal supplements.
1. After school (daily snack)
2. Summer days (daily, provide min. of 2 of the following: Breakfast,
Lunch, Snack)
BENCHMARK
ENRICHMENT
Opportunities
Offered by CCC
• Quality will be shown in on -going site specific FAN assessment and
continuously with portfolios, showcasing all elements of program and
documentation evidence of FAN standards.
• CCC to provide on -going technical assistance and guidance to reach
ualtt benchmarks
Enrichment overlay opportunities dependent upon availability.
Opportunities
Offered by Agency
• Evidence of agency generated enrichment opportunities provided by
external subject matter experts
• Evidence of club based /sequential learning culminating events as
internally led enrichment.
Note - Use of agency funded opportunities is highly encouraged.
2013 -2014 OST Provider Service Agreement Attachments 8/28/13
21
ATTACHMENT 10
A copy of the 2013 -2014 Program Methodology is attached following this cover sheet.
(The remainder of this page was left blank intentionally.)
2013 -2014 OST Provider Service Agreement Attachments 8/28/13
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Revised 08/20/13
FY 2013 -2014 OST PROGRAM METHODOLOGY
The Program Methodology is a key document because it explains the funded program. It should be research -based with
proven success. CCC staff review the methodology and either approve it as submitted or may request/negotiate changes
until both parties arrive at a mutually agreed -upon document.
The CCC designated database collects the data that corresponds to scholarships and objectives. Formal site visits are
conducted annually to monitor the consistency between the program, the approved methodology, data collection, and all
required quality elements in addition to routine quality site visits conducted by CCC staff.
Please provide a comprehensive narrative for each item and all questions below.
AGENCY NAME: City of Clearwater
PROGRAM NAME: Charting the Course for Youth
1. CAPABILITY STATEMENT
Provide a brief description of the Agency; its philosophy, mission, purpose, and goals, background, history,
accomplishments, impact and any specific qualifications to operate the program. Additionally, do you have any state or
national affiliations? Do you have a current and operating strategic plan?
City of Clearwater
The Mission of the City of Clearwater is to provide cost effective municipal services and infrastructure; and facilitate
development of the economy; to support a high quality of life and experience.
City of Clearwater vision
Clearwater will be a uniquely beautiful and vibrant community; that is socially and economically diverse; that invests for
the future; and that is a wonderful place to live, learn, work, visit, and play.
Government officials
The City of Clearwater has a Council /Manager form of government, and the City Manager serves as the Chief
Executive and Administrative Officer of the City. The Clearwater City Council is comprised of the Mayor and four
Council members, who are elected to serve four -year terms. The Council is responsible for setting policies and making
decisions on local government issues including tax rates, annexations, re- zonings, and large contract awards.
The Council strives to maintain Clearwater's reputation as an innovative leader in the delivery of municipal services
while developing programs, practices, policies and procedures that work within a conservative budget. The Council
strives to achieve a high level of citizen satisfaction.
Parks and Recreation Mission
To provide parks and recreation programs, services, facilities and beautification to benefit the residents and visitors of
the City of Clearwater.
Do you have any state or national affiliations? Do you have a current and operating strategic plan?
Our Department is a member of the National Recreation and Parks Association. Yes, the City of Clearwater has a strategic
vision: http: / /www.myclearwater.com /gov /city_manager /publications
2. PROGRAM DESCRIPTION
In ten to fifteen lines, provide a description of your program services.
a. Provide a mission statement defining the program's purpose and the population it is designed to serve (if
different from Agency mission).
b. What changes does the program propose to make in the participant's knowledge, attitude, behavior, and /or
development?
c. Why do you believe the services offered will create the desired change?
Program Mission Statement
To provide obesity prevention and academic enrichment focused programs to teens and pre -teens in Clearwater.
The City of Clearwater Parks and Recreation Department offers out of school programs for economically disadvantaged
youth in North Pinellas County at Ross Norton Recreation Complex, 1426 S. MLK Jr. Ave and North Greenwood Recreation
and Aquatic Complex, 900 N. MLK Jr Ave. The program will provide obesity prevention focused activities as well as meet
23
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JWB's Strategic Plan of encouraging school success. Well- trained staff are dedicated to the development of 9 -14 year olds.
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.
The Center for Disease Control has found that, "physical activity reduces risks of cardiovascular disease and diabetes
beyond that produced by weight reduction alone." Activity also helps to "maintain weight, reduce high blood pressure, and
reduce symptoms of depression and anxiety."
3. SERVICE AVAILABILITY AND ACCESS TO SERVICE
Describe all program sites and accessibility to the program's intended population. This includes:
a. What are the addresses, phone numbers and current contact positions of all the sites (include summer)?
b. What is the capacity of your sites: 1) officially as determined by the PCLB; 2) programmatically as determined
by the Agency during the school year? 3) programmatically during summer (if different)?
c. What are the days during the calendar year when program services are not available?
d. What are the days of the week and the hours of operation?
e. Are the sites accessible to public transportation?
f. Does your program provide transportation? If so, provide details (cost to family, when, where etc.)
g. Describe how your program provides a healthy snack.
h. Does your program comply with the Americans with Disabilities Act (ADA)?
Ross Norton Recreation Complex, 1426 S. Martin Luther King Jr. Ave, Clearwater, FL 33756, phone 462 -6025. The Contact
position is Recreation Programmer Freda Dixon. The PCLB capacity is 90 children. We serve 90 in the summer and up to
50 during the school year.
North Greenwood Recreation and Aquatic Complex 900 N. Martin Luther King Ave, Clearwater, FL 33755, phone 462 -6276.
The contact person is Recreation Specialist, Kevin Whitlow. We serve 50 in the program.
Programs are scheduled after school from 2:00 p.m. to 6:00 p.m. at R. Norton and 4:00 p.m. to 7:00 p.m. at N. Greenwood
Monday through Friday with special activities and field trips scheduled in the summer and other school's out days. Activities
are planned for times that the community youth are out of school. Programs are not available on holidays and most
weekends. The facilities are close to local school bus stops and are near public bus routes. Both are also within walking
distance from large subsidized housing complex. The program provides transportation to planned field trips and pick up
from selected schools. During summer camp we provide lunch and a snack on site through the school lunch program.
During the school year, we serve a snack provided by the local public school. As a public building, the facility does comply
with the American Disabilities Act. All parts of the building are accessible to those with disabilities including a ramp into the
facility swimming pools. The swimming pools and kitchen are permitted by the Pinellas County Department of Health.
4. FEES/WAITING LIST
Please list other sources of funding that may include other scholarship /grant sources, employer benefits and parent
paid fees.
a. Do you charge fees? If so, please attach a copy of your fee schedule and explain the criteria used to determine
which families are subject to fees.
b. Describe any transportation fees, if applicable, and how this is communicated to families.
c. Describe any field trip fees, if applicable, and how this is communicated to families.
d. Is there a waiting list? If so, how many youth are waiting at this time?
A $30 administrative fee is charged to all summer camp participants. Transportation and field trips are paid out of our
budget and no fees are passed along to families.
We do not have a waiting list at this time.
5. PROGRAM COMPONENTS AND ACTIVITIES
Please provide a detailed description of the program components offered by your agency using the following
questions as a guide. If any components are site specific, indicate that in the description.
a. What are the program's core components? Please describe; if there is a separate summer program, include it
as a component. Note: Program services must be available year- round.
b. What enrichment activities (not including CCC funded Enrichments) are offered?
c. Do all individuals served participate in all of the described components?
d. What is your staff -to- participant ratio by component?
Year -round activities will include programs such as: health /fitness /nutrition education, team sports, individual sports,
24
Revised 08/20/13
swimming, homework assistance, academic enrichment and field trips. The program's activities are planned to encompass
varied interests of the targeted age group. Time will be planned each school day to complete homework and other academic
activities. Program participants will play an active role in determining which activities are offered. Skateboard lessons,
swimming lessons, personal fitness training, table tennis, golf, and personal finance are all examples of personal
enrichment components that we have scheduled for this program. We will use the CCC approved evidence based
curriculum for academic enrichment. We will average one leader per 15 kids plus enrichment instructors when applicable.
6. QUALITY SERVICE DOCUMENTATION
Quality service documentation includes file systems and data collection essential to tracking quality initiatives.
Pinellas County License Board
a. Attach a copy of the PCLB certificates for each site (fully licensed and substantially compliant).
Participant Files
Participant files contain demographic, service, and other relevant information for all participants. Describe all
documentation and forms that will be in your program's participant files. Minimally, files should include the
following information (please identify the names of your agency's forms in place of the following categories):
a. Application or Face Sheet: includes all participants' identifying information.
b. Permission or authorization to participate form. If applicable, a self - release form.
c. JWB required consent forms (Consent for Disclosure and Use of Confidential Information and Statement
of Purpose for Collection of Confidential Data)
d. Required OST eligibility documentation (proof of residency, age & household income).
e. Any measurement tools utilized during program participation (grades, pre /post tests, surveys and any other
documentation related to the achievement of the performance measurements.)
A program registration application is used as the face sheet at both sites and a PCLB Child Enrollment Record is also
included at Ross Norton. We have a parent permission signature line on the application. We also have a parent
permission form for field trips. All required forms such as the JWB consent form, pre and post -tests or surveys required
by CCC will be in each file.
Copies of one of the following documents in each category are required in participant files:
Age:
Birth Certificate, Immunization Record, School Record, Passport
Residency:
Utility Bill, Lease Agreement, Pay Stub, School Record
Income:
Pay Stub, School Free /Reduced Lunch card, Current Tax Form, Attestation
Quality Portfolio: The Program Portfolio is a quality documentation requirement. Each program site is required to
keep a program portfolio that consists of all program elements to include activity schedules, internal and external
enrichment opportunities, evidence -based curriculum, family engagement activities, group activities/field trips (with
rosters), service- learning activities, etc. All program components should be documented in this Portfolio which
becomes a chronological view of each program that is to be kept on site and available upon request.
a. Describe the contents of your agency's site specific Quality Portfolios.
Our program portfolio includes program documents, schedules and rosters as required. Plans of academic and
personal enrichment; attendance rosters and sign in /out sheets; Quality Matrix benchmarks; staff training and
meetings; snack plans; and marketing documents are all examples of specific documents that will be included in the
portfolio.
Data Collection
Describe the process used to ensure attendance entered into the CCC designated database is accurate.
Files on each primary participant are kept on site. Record the case number in the case file. Files should include pertinent
information such as the teen's application, parent permission forms for field trips, pre and post- tests, and proofs of eligibility.
We take attendance every day using sign in and sign out sheets. Once data is input into the system, we check it against
hard copies.
7. QUALITY MATRIX REQUIREMENTS
OST programs are required to promote and enhance quality elements throughout the year. Referring to the OST
25
Revised 08/20/13
Quality Matrix as a guide, indicate the current level of your agency's programs and describe how each quality priority will
be addressed and /or accomplished in the coming fiscal year. Specifically, describe how the agency will address the
following funding priorities:
a. Increasing Staff Education
b. Maintaining a licensed program under the Pinellas County License Board standards
c. Evidence -Based Curriculum
d. Ratio and Group Size
e. Quality Assessment
f. Enrichment
As part of the funding requirements, Ross Norton Complex is a licensed School Age Center. North Greenwood has passed
the Substantial Compliance inspection. Our staff has completed or is enrolled in the PCLB 40 clock hour training program.
We will follow the evidenced based curriculum matrix provided in the Youth Services Department Provider Handbook.
Specifically, programs and activities will include academic enrichment, personal enrichment, homework, and youth council.
We will have an average ratio of 15 kids per staff member. The FAN quality assessment tool will be updated twice a year.
Enrichment programs include CCC funded overlays, visits from community leaders, and Department funded instructors.
8. ORGANIZATIONAL STRUCTURE AND ORGANIZATIONAL CHARTS
Were any changes made in your organizational structure since your last methodology submitted to CCC? If any new
positions were established, please list them here.
One Recreation Programmer at Ross Norton was converted to two part time Recreation Leaders.
A Recreation Specialist added to North Greenwood Center.
A Recreation Leader was added to North Greenwood Center.
Please attach:
a. The FY 2013 -2014 Table of Organization of the Agency
b. The FY 2013 -2014 Table of Organization of the Program
9. JOB DESCRIPTIONS AND BACKGROUND SCREENING
a. Please attach job descriptions of all positions assigned to this program (regardless of funding).
b. Are volunteers utilized in OST programs? If so, describe your written policy and files.
c. Are all employees Level II screened prior to employment? Yes _x_ No
All volunteers, regular service or occasional, must be registered in the City volunteer program and have completed an
application, Affidavit of Good Moral Character (if working directly with children) and a local background check form and
Level II background check before working with the program. Volunteers will be processed, approved and authorized by
the department volunteer coordinator.
10. CERTIFICATION THAT SERVICES ARE CONSISTENT WITH ACTUAL PROGRAM PRACTICE
City of Clearwater certifies that this methodology is consistent with the quality initiatives of the OST Quality Matrix
and that services described herein are consistent with actual program practice.
Kathy LaTerza
Print Name of Authorized Representative of the Agency
Signature of Authorized Representative of the Agency Date
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PINELLAS COUNTY LICENSE BOARD FOR
CHILDREN'S CENTERS AND FAMILY CHILD CARE HOMES
8751 Ulmerton Rd, FL 33771 (727) 507- 4857
CHILDREN'S CENTER
TEMPORARY PERMIT
clb
Number 524114725$9
This oerdfies that: Ross Norton Recreation Complex
Located at: 1426 S. Martin Luther King Jr. Avenue Clearwater 33788
Owned by: City of Clearwater
has been issued a Temporary Permit to operate a Children's Center in accordance with the authority granted in Chapter
61 -2681. Amended by Chapter 70-893 and Chapter 2007 -277, taws of Florida.
Category: School Age Center
Capacity: 90
A School Age
This Temporary Permit is effective on 8124113
notice during this period for failure to comply with
displayed conspicuously.
Funded by:
1
and expires on 4130114 , but may be terminated at any time without prior
at laws and rules. This Temporary Permit is not transferable and must be
Chairman, Pinellas County license Board
Revised 08/20/13
Class Title: RECREATION PROGRAMMER
CLASS DEFINITION, IN TERMS OF:
1. Duties that are Characteristic as to Type and Level:
Recreation work of more than ordinary difficulty and responsibility in the development of a major recreation program in a
specialized area /field or in the development of recreation programs and supervision of a municipal recreation or
community facility.
Employees within this classification have responsibility for the management of specific recreation programs and /or
facilities. Work requires considerable independent initiative and is performed under the supervision of a recreation
supervisor or manager. Employee may supervise subordinate workers: Recreation Leaders, Custodians, Seasonal Staff,
Contract Instructors, Community Service Workers and Volunteers. Employees in this classification can be full or part-time,
working a varied schedule in either case.
2. Typical Tasks or Assignments:
Plans, promotes, and supervises varied recreation, social and educational activities at an assigned recreation facility
and /or plans, organizes, schedules, coordinates and presents specialized recreation and education programs.
Supervises, trains and directs personnel in the operation of a facility and /or in the administration of recreation programs
and services. Instructs, participates and leads various segments of a recreation program. Stimulates interest and
participation in recreation programs and services through contacts and liaison with interested groups and individuals.
Maintains and administers all forms, reports and records necessary for the accountability and evaluation of programs and
services. Collects and accounts for special fees. Adheres to guidelines and enforces policies and procedures. Utilizes
computers to generate correspondence, reports and fliers. Assists in budget preparation and monitoring. Requisitions
supplies and materials. Arranges for and /or performs necessary maintenance. Performs related tasks as assigned.
3. Minimum Qualification Requirement:
a. As to knowledge, skills, abilities, and other attributes:
Knowledge of the principles, practices, and the philosophy of modern recreation with emphasis in the area of assignment.
Krowledge of first aid and safety.
Knowledge of property management and maintenance.
Knowledge of the methods and procedures of handling and maintaining records of cash received.
Ability to provide leadership in coordinating and promoting recreation and social activities.
Ability to establish and maintain effective working relationships with employees, participants, public and private groups,
and with the general public, and to deal with customer relations problems effectively, courteously, and tactfully.
Ability to generate clear and comprehensive reports.
Ability to utilize computers.
Ability to develop community participation and interest in recreation activities through an active public relations program,
including public speaking.
Possession of an appropriate State of Florida driver license based upon area of assignment.
NOTE: Special minimum qualification certification requirements, experience and /or skills may be set for specific positions.
b. As to schooling, training, and experience:
High School graduation, High School Equivalency Diploma, or G.E.D. Certificate. One (1) year of full - time experience in
organized recreation work. Some college courses in Recreation, Leisure Services, Education or a related field preferred.
Certification recognized by the National Recreation and Park Association is desirable. Any equivalent combination of
education, training, and experience.
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Rev. 4/04
CITY OF CLEARWATER 4762
Class Title: RECREATION LEADER I
CLASS DEFINITION, IN TERMS OF:
1. Duties that are Characteristic as to Type and Level:
Recreation staff work in monitoring a recreation facility or other municipal recreation activities or in coordinating and leading
various segments of municipal recreation programs and services.
Employees within this classification serve chiefly as leaders at assigned municipal recreation facilities or with an assigned
recreation program and work in accordance with established guidelines, policies, procedures and instructions. They provide
leadership in recreational and educational activities and programs under the direction of a recreation manager, supervisor or
programmer. Work assignments could vary daily with seasons and other needs. Employees in this classification may indirectly
supervise seasonal recreation workers, volunteers, community service and youth workers. Specific positions can be full or
part-time, working a varied schedule in either case. An employee hired in this classification serves from a minimum of six (6)
months up to a maximum of twenty-four (24) months in the Parks and Recreation Department's Recreation Leader apprentice
program, and upon demonstrating satisfactory work performance becomes eligible to be promoted to the Recreation Leader II
level.
2. Typical Tasks or Assignments:
Monitors a recreation facility and activities during assigned hours. Plans and conducts activities, organizes and supervises
programs, games, maintains order and discipline, and serves as coach or official. Issues equipment to participants and is
responsible for care and return. Provides customer service and information. Checks on injuries and accidents and provides
first aid. Performs routine custodial and maintenance work about the area in maintaining clean and safe facilities and in care
and maintenance of equipment. Creatively plans and promotes special activities as approved or assigned. Involvement in
various phases of a variety of municipal recreation activities including: environmental education, social, athletic, arts, special
events and other recreational programs and services. Prepares reports and maintains simple records. May receive cash from
customers for program registration or admission and is responsible for reporting and deposit of such funds. Serves as a
program and services information provider. Utilizes computers to generate correspondence, reports and fliers. Serves as
Person In Charge in the absence of the worksite higher authority. Performs related tasks as assigned.
3. Minimum Qualification Requirements:
a. As to knowledge, skills, abilities and other attributes:
Knowledge of recreational activities and rules and procedures of a variety of games, sports and educational activities.
Knowledge of first aid and safety.
Knowledge of customer service skills.
Knowledge of recreational, educational, park and sports equipment.
Ability to work with, instruct and supervise participants, especially children and teenagers, and to maintain order and discipline.
Ability to participate actively in recreational activities, games and sports.
Ability to gain the confidence of participants and to stimulate their interest to generate participation in organized activities.
Ability to supervise seasonal workers, community service workers, volunteers and youth.
Possession of an appropriate State of Florida driver license based upon area of assignment.
NOTE: Special minimum qualification certification requirements, experience and /or skills may be set for specific positions.
b. As to schooling, training, and experience:
High School Graduation, High School Equivalency Diploma, or G.E.D. Certificate. Experience in recreation,
sports, arts, social and/ or related activities preferred. Ability to successfully complete the City's Recreation Leader Job
Proficiency program within two (2) years of the date of hire. Any equivalent combination of education, training, and
experience
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Class Title: RECREATION PROGRAM COORDINATOR
1. Duties that are Characteristic as to Type and Level:
Technical, supervisory, and administrative work of a difficult and responsible nature in the development, organization and
management of a major section within the citywide recreation program.
Work of employees in this class is performed under the general direction of the Recreation Superintendent with a wide
latitude for independent judgment in developing and managing recreation programs, activities and facilities for the
community.
2. Typical Tasks or Assignments:
Plans, develops, organizes and manages seasonal and yearly leisure -time programs and activities for various interests
including sports, aquatics, youth programs, creative arts, camps, special events, instructional classes, social activities,
fitness /wellness, leagues, competitions, general recreation and others. Manages recreation facilities including recreation
centers, swimming pools, nature parks, tennis complexes, special facilities and others offering park and /or recreation
services. Recruits, schedules, supervises, instructs, trains and advances the knowledge and skills of recreation
employees in procedures and policies, delivery of services, as well as equipment use and maintenance. Evaluates
subordinates in performance of duties; gives advice, provides resources and facilitates work teams towards objectives
satisfaction. Recommends intervention programs or disciplinary action if subordinates fail to comply with rules of conduct,
policy or procedure. Schedules facilities, equipment and staff for activities. Recruits, trains and supervises contract
instructors, professionals, officials and volunteers for scheduled activities. Stimulates community interest in programs and
services through contacts with news media, special interest groups and agencies. Inspects facilities and equipment and
recommends repairs, improvements, renovations and additions. Monitors expenditures, revenue generation and prepares
budgets. Requisitions and controls use of equipment and materials. Develops objectives, action plans and long range
plans. Prepares computer generated correspondence and reports. Monitors and analyzes work measurement system
report and other generated reports. Manages special projects and service contracts. Works a varied schedule including
evenings, weekends and holidays. Performs related duties as assigned.
3. Minimum Qualification Requirements:
a. As to knowledge, skills, abilities and other attributes:
Considerable knowledge of the principles and practices of recreation.
Considerable knowledge of a variety of recreation programs, activities, events and services.
Knowledge of procedures for handling cash and maintaining records thereof.
Knowledge of and ability to use computers.
Knowledge and possession of effective communication skills.
Ability to develop community participation and interest in leisure -time activities through an active public relations and
marketing program.
Ability to plan, organize, manage and direct a broad scope or recreation programs and services.
Ability to direct subordinates and to facilitate work teams toward objective accomplishment.
Ability to maintain effective working relationships with participants, special interest groups, elected officials and other
employees.
Ability to prepare clear and accurate memorandums, correspondence and reports.
Possession of an appropriate State of Florida driver license based upon area of assignment.
b. As to schooling, training and experience:
Graduation from an accredited four (4) year college or university with a Bachelor's degree in Recreation, Leisure Services,
Education or related field. Three years (3) of full -time paid experience in organized recreation work at a significant
supervisory level, (supervision and evaluation of at least 4 employees). Professional certification recognized by the
National Recreation and Park Association is preferable. Any equivalent combination of education, training and experience.
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Class Title: RECREATION SUPERVISOR II
CLASS DEFINITION, IN TERMS OF:
1. Duties that are Characteristic as to Type and Level:
Recreation work of more than ordinary difficulty and responsibility in supervising a large multi -use recreation complex and
in assisting with the overall municipal recreation program.
Employees in this classification work under general direction with wide latitude for independent judgment in the supervision
of a recreation complex and staff, as well as developing and implementing comprehensive recreation programs and
services within departmental policy. Work is reviewed through conferences, reports, observation, and success of
programs /services.
2. Typical Tasks or Assignments:
Supervises, and ensures proper maintenance, operation and programming of a major multi -use recreation complex.
Oversees a large facility providing multiple amenities including a combination of aquatic activity centers, skateparks,
recreation and fitness centers, gymnasiums, arts centers, playgrounds, and picnic areas. Develops and administers a
varied curriculum encompassing a broad range of recreation program areas and revenue producing programs, activities,
and services including aquatics, athletics, day camps, arts, special events, and general recreation activities. Supervises
and coordinates a large and varied group of employees and work teams toward accomplishment of objectives by providing
information and resources, coordinating interaction, developing strategies and providing coaching. Interviews, selects,
trains, evaluates, and supervises full -time, part-time and seasonal staff members, officials and volunteers, and other
assigned workers. Facilitates the use of and selects contract instructors, service providers, and alternative laborers, and
negotiates contracts as needed. Receives cash from the public for program registration or admissions and is responsible
for proper accounting and banking procedures. Maintains and administers all forms, reports, and records necessary for
the accountability and evaluation of assigned programs and services. Stimulates interest and promotion of programs and
services through contact with interested groups, the general public, media and sponsors. Prepares and distributes media
information, publications and literature. Coordinates programs and activities with other departments, groups, private
and /or public entities. Prepares and monitors computer generated information and reports. Requisitions, inventories and
controls use of equipment and supplies. Prepares and submits budget information and monitors operating budget revenue
and expenses. Works a varied schedule including evenings, weekends and holidays. May oversee special projects.
Assists with all activities related to the municipal recreation delivery system. Performs related tasks as assigned.
3. Minimum Qualification Requirements:
a. As to knowledge, skills, abilities, and other attributes:
Considerable knowledge of the operation of large, complex, multi -use recreation facilities-including recreation centers,
aquatic activity centers, fitness centers and other activities.
Considerable knowledge of the principles, practices and philosophy of recreation.
Knowledge of general business and human resources principles and practices.
Ability to plan, develop, organize, coordinate and instruct a variety of recreational activities.
Ability to supervise a multiple use recreation complex and associated subordinates, officials, volunteers and other
assigned workers.
Ability to develop community participation and interest in recreation activities through an active public relations /marketing
program.
Ability to prepare and present clear and accurate correspondence and reports, and to maintain accurate records.
Ability to utilize a personal computer and related software including word processing, spreadsheets, and electronic mail.
Ability to establish and maintain effective working relationships with coworkers and other City employees, program
participants, community and neighborhood groups, special interest groups, and the general public.
Possession of valid first aid and CPR certifications.
Possession of an appropriate State of Florida driver's license based upon area of assignment.
b. As to schooling, training, and experience:
Graduation from an accredited four -year college or university with a Bachelor's degree in Recreation, Leisure Services,
Education, or a related field, and three (3) years of full -time paid experience in organized recreation work to include one (1)
year of supervisory experience. Appropriate certifications as required based on area of assignment. Any equivalent
combination of education, training and experience.
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Revised 08/20/13
Revised: 5/07
CITY OF CLEARWATER 4710
Class Title: RECREATION SPECIALIST
CLASS DEFINITION, IN TERMS OF:
1. Duties that are Characteristic as to Type and Level:
Recreation work of more than ordinary difficulty and responsibility administering a major functional area of recreation programming
and /or services; assisting in the supervision of a major recreation complex, and in assisting with the overall municipal recreation
program.
Current Vacancy will be responsible for developing and overseeing atheltic facility rentals & programs, activities, special events,
etc. Duties will also include managing volunteers and staff in the absence of the supervisor, which may include weekends and or
nights.
Employees in this classification work under general direction from a recreation supervisor and may require direction from a
recreation coordinator, with latitude for independent judgment in developing and implementing specified recreation programs and
services within departmental policy and are reviewed through conferences, reports, observation, and success of programs /services.
Employees may supervise subordinate workers: Recreation Programmers, Recreation Leaders, Custodians, Seasonal Staff, Contract
Instructors, Community Service Workers and Volunteers.
2. Typical Task or Assignments:
Administers and ensures proper operation of a specialized functional area of recreation programming and services. Develops and
implements a curriculum of recreation programs and revenue producing programs, activities, and services for activities associated with
respective area of responsibility. Facilitates work teams toward accomplishment of objectives by providing information, resources,
coordinating interaction, developing strategies and providing coaching. Interviews, selects, trains and evaluates staff members,
officials and referees, volunteers, and other assigned workers. Reviews and selects contract instructors and negotiates contracts as
needed. Receives cash from the public for program registration or admissions and is responsible for proper accounting and banking
procedures for assigned programs. Maintains and administers all forms, reports, and records necessary for the accountability and
evaluation of programs and services. Stimulates interest and promotion of programs and services through contact with interested
groups, the general public, media and sponsors. Prepares and distributes marketing information. Coordinates programs and activities
with other departments, groups, private and /or public entities. Prepares and monitors computer generated information and reports.
Requisitions, inventories, and maintains equipment and supplies. Prepares and submits budget information and monitors operating
budget revenue and expenses. Sets -up and breaks -down venues and areas for events and activities. Works a varied schedule
including evenings, weekends and holidays. May oversee special projects. Assists a Supervisor II in the supervision of a major
recreation complex. Assists with activities related to the overall municipal recreation delivery system. Performs related tasks as
assigned.
3. Minimum Qualification Requirements:
a. As to knowledge, skills, abilities, and other attributes:
Considerable knowledge of a specialized area of recreation based on area of assignment (e.g., municipal recreation, arts,
athletics, social, environmental, aquatics, facility scheduling or other activities).
Knowledge of the principles, practices and philosophy of recreation.
Knowledge of first aid and CPR.
Ability to plan, organize, coordinate and instruct a variety of recreational activities.
Ability to oversee a recreational program function and associated subordinates, officials, contractors, volunteers, instructors, and
other assigned workers.
Ability to develop community participation and interest in recreation activities through an active public relations /marketing
program.
Ability to prepare and present clear and accurate correspondence and reports, and to maintain accurate records.
Ability to utilize a personal computer and related software, including word processing, spreadsheets, and electronic mail.
Ability to establish and maintain effective working relationships with coworkers and other City employees, program participants,
community and neighborhood groups, special interest groups, and the general public.
Possession of valid first aid and CPR certifications.
Possession of an appropriate State of Florida driver's license based upon area of assignment.
b. As to schooling, training, and experience:
Graduation from an accredited four -year college or university with a Bachelor's degree in Recreation, Leisure Services, Education,
or a related field, and one (1) year of experience in organized recreation work. Appropriate certifications as required by area of
assignment. Any equivalent combination of education, training and experience.
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