AGREEMENT-PROVIDE EDUCATION ABOUT AIDS AND HIV
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AGREEMENT
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This Funds Agreement is made and entered into this 1'1 day of ~ I ~ ~1 between
the City of Clearwater, hereinafter referred to as the Qty, and AIDS S VICE'ASSOCIATION
OF PINELLAS, INC. hereinafter referred to as the Agency.
WHEREAS, it has been determined to be highly desirable and socially responsible to provide
education about AIDS and HIV to those who would not otherwise have such education; and
WHEREAS, the City desires to help those in need of education about AIDS and HIV by providing
funding for such services; and
WHEREAS, the Agency provides such services and operates in the City;
NOW, THEREFORE, the parties agree as follows:
ARTICLE I. TERM
The term of this agreement shall be for a period of 12 months commencing on the 1st day
of October, 1997, and continuing through the 30th day of September, 1998, (the
Termination Date), unless earlier terminated under the terms of this agreement.
ARTICLE n. RESPONSffiillTIES OF TIlE AGENCY
1. Services to be Provided. The Agency shall provide education about AIDS and HIV in
accordance with the proposal submitted by the Agency and approved by the City, which is
incorporated herein by reference.
2. Area to be Served. Services rendered through this agreement shall be provided within
the corporate limits of the City as it now exists and as its boundaries may be changed during
the term of this agreement.
3. Scheduled Reports of Agency Activities. The Agency shall furnish the City Human
Relations Department, Grants Coordinator, with an annual report of activities conducted
under the provisions of this agreement within sixty days of the end of the Agency's fiscal
year. Each report is to identify the number of clients served, the costs of such service, and
commentary on the viability, effectiveness, and trends affecting the program.
4. Use and Disposition of Funds Received. Funds received by the Agency from the City
shall be used to pay for AIDS and mv education. Funds existing and not used for this
purpose at the end of the term of this agreement term shall be deemed excess to the intended
purpose and shall be returned to the City.
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5. Creation, Use and Maintenance of FIDancial Records.
a. Creation of Records. Agency shall create, maintain and make accessible to
authorized City representatives such financial and accounting records, books,
documents, policies, practices, and procedures necessary to reflect fully the financial
activities of the Agency. Such records shall be available and accessible at all times
for inspection, review, or audit by authorized City personnel.
b. Use of Records. Agency shall produce such reports and analyses that may be
required by the City and other duly authorized agencies to document the proper and
prudent stewardship and use of the monies received through this agreement.
c. Maintenance of Records. All records created hereby are to be retained and
maintained for a period not less than five (5) years from the termination of this
agreement.
6. Non-discrimination. Notwithstanding any other provision of this agreement, during the
term of this agreement, the Agency for itself, agents and representatives, as part of the
consideration for this agreement, does covenant and agree that:
a. No Exclusion from Use. No person shall be excluded from participation in,
denied the benefits of, or otherwise be subjected to discrimination in the operation
of this program on the grounds of race, color, religion, sex, handicap, age, or
national origin.
b. No Exclusion from Hire. In the management, operation, or provision of the
program activities authorized and enabled by this agreement, no person shall be
excluded from participation in or denied the benefits of or otherwise be subject to
discrimination on the grounds of, or otherwise be subjected to discrimination on the
grounds of race, color, religion, sex, handicap,age, or national origin.
c. Inclusion in Subcontracts. The Agency agrees to include the requirement to
adhere to Title VI and Title VII of the Civil Rights Act of 1964 in all approved sub-
contracts.
d. Breach of Nondiscrimination Covenants. In the event of conclusive evidence
of a breach of any of the above non-discrimination covenants, the City shall have
the right to terminate this agreement.
7. Liability and Indemnification. The Agency shall act as an independent contractor and
agrees to assume all risks of providing the program activities and services herein agreed and
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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 ill. RESPONSmlL1TIES OF THE CITY
1. Grant of Funds. The City agrees to provide a total grant of $8,779.00 to fund the
program in accordance with this agreement.
2. Payments. The total amount requested will be paid by the City to the Agency within 30
days after execution of this agreement by the City and the Agency but no earlier than
October 1 of the budget year for which the funds are authorized.
ARTICLE IV. DISCLAIMER OF WARRANTIES
This Agreement constitutes the entire Agreement of the parties on the subject hereof and
may not be changed, modified or discharged except by written Amendment duly executed
by both parties. No representations or warranties by either party shall be binding unless
expressed herein or in a duly executed Amendment hereof.
ARTICLE V. TERMINATION
1. For Cause. Failure to adhere to any of the provisions of this agreement in material
respect shall constitute cause for termination. This agreement may be terminated with 30
day notice.
2. Disposition of Fund Monies. In the event of termination for any reason, monies made
available to the Agency but not expended in accordance with this agreement shall be
returned to the City.
ARTICLE VI. NOTICE
Any notice required or permitted to be given by the provisions of this agreement shall be
conclusively deemed to have been received by a party hereto on the date it is hand-delivered
to such party at the address indicated below (or at such other address as such party shall
specify to the other party in writing), or if sent by registered or certified mail (postage
prepaid), on the fifth (5th) business day after the day on which such notice is mailed and
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properly addressed.
1. If to Agency, addressed to: A (, P
1190 Glt'vcl""ei ~+.
c/e,,''''',dv/ F='- Jll$S
2. If to City, addressed to:
Grants Coordinator
Human Relations Department
P.O. Box 4748
Clearwater, FL 34618-4748
ARTICLE VU. EFFECTIVE DATE
The effective date of this agreement shall be as of the first day of October, 1997.
:+... IN WI1NFSS WHEREOF, the parties hereto have set their hands and seals this
/1 day o~~v..._ ,1997.
CITY OF CLEARWATER, FLORIDA
By: L
City Manager
Approved as to form and legal sufficiency:
Attest:
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John Carassas, Assistant City Attorney
Witnesses as to Agency:
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CITY OF CLEARWATER
AND
SOCIAL SERVICES GRANT
PROJECT APPLICATION FORM
Phone: (813) 562-4060 for assistance
Due: May 29. 1997
A. APPLICATION INFORMATION
Applicant:
(Sponsor/Developer)
AIDS Service Association of
pinellas. Inc.
Organization Name:
(If Different)
dba AIDS community Project of
Tampa Bay(ACP)
1180 Cleveland Street
Address:
City; state; zip
Clearwater. FL 34615
Telephone Number:
(813) 449-2437
Contact Person:
Kathleen L. Farrell. Ph.D.
Title:
Executive Director
Telephone Number:
(813) 449-2437
Period .for which
are being re
Signatur
Lou Bader
Board of Directors Chairperson
Fiscal year 1996-97
Date 5/26/97~
NOTE:
The City of Clearwater reserves the right to fund applicants at a
level lower than requested.
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B. ACTIVITY (Check One)
Adult Crime
Child Abuse
Elderly
Hunger
Juvenile Crime
Physical Illness
Parenting
Adolescents
Substance Abuse
Unsupervised
Children
Youth Development
Other
(Describe Below) X
HIV/AIDS Education/Education.
AIDS Service Association of Pinellas. Inc. dba AIDS Coalition pinellas (ACJ
was incorporated in 1987 for the purpose of providing support to persons
directly affected by AIDS and to provide education/prevention to the T~pa
Bay community about the Human Immunodeficiency Virus.' This support and
education/prevention takes many forms: provides and facilitates procu~emeJ
of adequate health. psycho social and community support services to HIV
positive individuals and their loved ones: provides a comprehensive prograJ
of community education about the prevention of HIV infection and the
promotion of healthy life styles: provides consultation. training and
. technical assistance to other groups and organizations providing services 1
persons experiencing HIV infection: promotes and supports a network of
community-based volunteers to carry out ACP programs.
The Tampa Bay area ranks eiQhteenth (18) in cumulative cases twenty (20)
leadinQ U. S. metropolitan areas. As of 5/12/97, there are 2,436 cases of
AIDS in Pinellas County whose population is 859,266 accordina to the 1990
census. As of November, 1996. ACP is servinq one thousand fourteen (1,014)
clients who are either HIV positive or who have full-blown AIDS. Of these
clients. 26 % are Clearwater residents, 23% are women, 45% are HIV+ as a
result of Qay or bisexual behavior, and 29% are non white. ACP brinQs to
this proposal the service and practical expertise of its capable and
dedicated staff and volunteers. ACP emphasizes consumer participation in
the services and education.
The best way to prevent the spread of this disease is throuQh education.
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AMOUNT OF FUNDING CURRENTLY REQUESTED:
(Not to exceed $10,000)
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D.
$8.779.45
SPECIFICALLY FOR WHAT WILL THIS MONEY
(Line item budget for this amount)
Travel expense
Red Cross AIDS 101/10 volunteer speakers
Continued training courses for staff
Resource library materials
Slide Projector
Slides
Posters (6 cases of 25/$18.75 each)
Brochures 17 cases of 500/$90.00 each)
Printing/mailing/flyers
Laminated reusable flip chart
Stand for flip chart
Latex gloves (for L demonstrations)
Red ribbon and pins
$5,400.00
350.00
300.00
590.00
382.95
100.00
112.50
630.00
450.00
189.00
50.00
150.00
75.00
$8,779.45
BE USED.
E. BRIEF DESCRIPTION OF PROJECT YOU WISH TO FUND UTILIZING THIS GRANT.
ACP seeks to continue providinQ quality education to the schools and the
community-at-large in the tradition of ACP's first HIV educator. Deborah
Shepherd. a resident of Clearwater who died at aQe thirty-four in 1993 from AIDS
related illness. Deborah openly shared her story of discoverina she was HIV+
after her infant son was diagnosed as HIV+ and died shortly thereafter. She
educated about the devastation of the disease and how to prevent it.
ACP is sanctioned by the pinellas County School Board to educate in the pinellas
County School System l23rd larQest school district in the united States) . The
feedback about ACP's education has been overwhelmingly positive. has encouraQed
many to aetmore information and become better educated. become volunteers and
sponsor projects for ACP. and slow the rate of new HIV infection in our
community. Two focus Qroups lone at Clearwater Hiah School and one at Brookwood
in st. PetersburQ) produced 2 brochures bv teens for teens; which were selected
by the Florida 'Department of Health and Rehabilitative Services for state-wide
distribution. This funding is critical for ACP's life savinQ education.
F. BRIEF DESCRIPTION OF YOUR OVERALL ORGANIZATION.
Dur~nQ the past ten (10) years. ACP has developed a reputation for providinQ high
quality services with under 10% administrative overhead. ACP's oaid and
volunteer staff are known throughout pinellas County for their dedication and
~~~~~::~~: i~~ :~:n~~eh~~r;~ ~~~~ ~;~~;c~n~nl~h:m~~~~~~~*~~s~: ~~~~e~i~~
Americorp*VISTA. Clearwater resident Deborah Shepherd was the first person with
AIDS to be an Americo~*VISTA in the U.S. and currently ACP is the largest
Americorp*VISTA AIDS oroject in the U.S.) and 300+ volunteers. 25% of the' staff
are infected or directly affected by AIDS. This orovides diversity. as well as a
unique perspective of service deliverv and education/prevention.
ACP has the following well-established programs: adolescent and asymptomatic
case manaQement lRyan White Title I arants): buddy program: client emerQency
financial assistance and client advocacy: education/prevention for schools.
churches. other social service organizations. community-at-larQe. and in the
workplace: food bank: information and referral hotline: newsletter: non-
stressful work environment for individuals who are HIV/AIDS: P.A.W.S. program
(Pets Are Wonderful Suo9ort): gediatric case managementlRyan White Title IV grant
through U.S.F.): supoort groups: Today's positive Families la JWB grant).
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NUMBER OF CLIENTS ~ERVED' BY YOUR PROGRAM.
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Over 15.000 citizens received direct education from ACP in 1996. In
the first five months of 1997. 9.743 citizens have benefitted from HIV
education/prevention programs presented by ACP.
H. PERCENTAGE OF THESE CLIENTS WHO ARE CITIZENS OF CLEARWATER.
31% of those ACP educates are citizens of Clearwater: 26% of those who
receive ACP services who are HIV/AIDS are citizens of Clearwater.
I. CURRENT OVERALL ORGANIZATION BUDGET (PLEASE ATTACH).
5482.204.67
J. IF THIS IS START UP OR MATCHING MONEY, SPECIFY THE DETAILS ie: WHICH
AGENCY OR ORGANIZATION WILL PROVIDE THE MATCH, THE REQUIREMENTS AND THE
AMOUNT OF THE MATCH.
and 0
526.090.00 (salary is paid directly to the employee with Ryan White Title IV
funds). three Americorp*VISTA volunteers who are assigned to this project @
516.000.00 X 3 = 548',000.00 (substance allowance is. paid directly to the
volunteers by Americorp*VISTA). and two teen peer educators @ 56.500.00
(paid by ACP with ~yan White Title IV funds). Office expenses include
utilities. telephone. insurance. and office equipment - 54.300.00 Total
ACP match for this program is: 584.890.00.
K. IF YOUR 'AGENCY A REGISTERED 501 (C) (3) NON-PROFIT AGENCY
IN THE PROCESS OF BECOMING ONE.
OR
AIDS Service Association of Pinellas. Inc. is a 501 (c) (3) agency:
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Federal ID # 59-2862537
L. DOES YOUR FACILITY HAVE OR IS IT IN THE PROCESS OF ACQUIRING THE
APPROPRIATE LICENSURE FOR THE DELIVERY OF THE SERVICES DESCRIBED IN THIS
APPLICATION.
ACP requires and sends all speakers to the American Red Cross for 101
Basic HIV/AIDS. ACP requires and sends all staff who are involved in
educations for American Red Cross certification in courses: 101 Basic
HIV/AIDS . 104' HIV/AIDS Instructors Course. and 510 HIV/AIDS Client Centered
Counseling. Testing. Partner Elicitation and Notification.
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AIDS COMMUNITY PROJECT OF TAMPA BAY
1997 REVISED BUDGET
Cash Receipts:
Amanda's College Promise
Contributions-Memorial
contributions-Public
Fund Raisers
Grants
Medicaid Waiver (through 5/2/97)
Newsletter
Thrift Shop (through 6/30/97)
Total Cash Receipts:
Cash Disbursements:
Accounting Consultant (through 3/8/97)
Administrative Costs
Adolescent Case Management
Adolescent Case Manager
Amanda's College Promise Expenses
Americorp*VISTA Supervisor
Americorp*VISTA Travel
Asymptomatic Case Manager
Asymptomatic Case Manager
Audit
Buddy Program Expenses
Building security (Maire)
Client Services Supervisor (60%)
Client Emergency Financial Assistance
Computers (2 new complete systems)
Conununity Relations (through 5/9/97)
Conferences/Dues
,Director of Development (through 5/2/97)
Education' Program Expenses
Executive Director (through 6/30/97)
Finqpce Manager -
Adolescent Case Mgt(20%)
Asymptomatic Case Mgt(20%)
Fund Raising Expense
Hope's Home Expenses
Hotline
Insurance - Medical
Insurance
Maintenance
Medicaid Case Mgrs. (through 5/2/97)
Newsletter
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$15,000.00
25,000.00
40,000.00
113,935.26
214,048.66
29,220.75
3,000.00
42.000.00
482,204.67
3,360.00
40,700.00
25,750.00
22,660.00
15,000.00
16,666.68
15,000.00
25,750.00
23,000.00
2,925.00
1,915.00
420.00
16,725.00
15,000.00
5,000.00
7,300.00
8,500.00
10,269.76
10,000.00
16,666.67
5,000.00
5,000.00
6,000.00
16,000.00
1,000.00
16,305.00
7,100.00
8,000.00
20,043.24
7,600.00
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Cash Disbursements (continued)
Office Equipment
Office Supplies
P.A.W.S. Program Expense
Payroll Taxes
Postage
Telephone local/long distance service
Telephone equipment (AT&T)
Today's Positive Families Expense
Travel
Thrift Shop Expenses (through 6/30/97)
utilities
Volunteer Recognition
Total Cash Disbursements
In Kind Contributions
Americorp*VISTAs 10 @ $16,000.00
Building rent
Educational Outreach Worker
(salary, fringe, and travel)
Pediatric Case Management
(salary, fringe, and travel)
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2,712.00
950.00
3,695.00
24,000.00
5,670.00
3,150.00
4,387.32
17,144.00
10,800.00
32,000.00
4,370.00
2,500.00
482,204.67
$160,000.00
19,500.00
26.090.00
32,645.00
$238,235.00
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Budget Narrative
Cash Receipts:
Fund raisers:
Red Ribbon Ball at $58,475.40; bars (includes condom boxes) at
$25,000.00; Art Takes Heart at $10,568.00; Legends of Women's Tennis
at $9,478.16; An Evening with Friends at $7,.500.00; Renaissance
Festival at $2,073.25; Publix Awareness Day at $1,884.35; Bon Secours
Maria Manor dinner at $865.00; Mardi Gras at $650.00
Grants:
Asymptomatic Case Management at $70,285; Adolescent Case
Management at 68,600.00; Ryan White Title IV for Pediatric Case
Management and teen peer education at $19,602.84; Juvenile Welfare
Board (Today's Positive Families) at $11,930.00; Social Action
Funding at $11,000.00; Elton John AIDS Foundation at $10,000.00;
Hope's Home $8,351.37; City of Clearwater 8,779.45; Pinellas County
Community Foundation at $5,500.00
Cash Disbursements:
Administrative Costs:
Finance Manager salary (55%) at $13,750.00; ,Client Services
Supervisor salary (40%) at $12,150.00; consultant fee ($50.00 per
hour) at $8,000.00; secretarial expense a~ $4,200.00; maintenance
expense (indoor and outdoor) at $2,600.00
Amanda's Col~ege Promise Expenses:
Five scholarships at $2,000.00 = $10,000.00; supplies, printing,
etc. at $2,750.00; 15% administration at $2,250.00
Americorp*VISTA Travel:
Travel for ten Americorp*VISTAs is figured at $.25 a mile with a
500 miles per month cap at $15,000.00
Audit:
The audit is contracted with the certified public accountant
firm of Hanson and Tottle, P.A. for 1996 at $3,800.00 (minus $625
paid by Asymptomatic Case Management Program; minus $250 paid by
Today's Positive Families grant) at $2,925.00; 1997 at $4,400.00 and
1998 at $5,000.00
Buddy Program Expenses:
Buddy training meals at $750.00 and rental of video equipment at
$250.00; postage at $150.00; printing at $150; copies at $100.00;
mileage at $75.00; office supplies at $60.00; calculator at $30.00
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Computers:
Yet to be purchased: two complete systems including printers _
one for volunteer coordination at $2,500.00 and one for the
Buddy/Client Advocacy/P.A.W.S. programs at $2,500.00
Conferences/Dues:
Conferences costs at $8.000.00. Dues (includes Business Guilds,
Pinellas County Coalition for the Homeless, Human Services Coalition,
etc.) at $500.00
Education:
Expenses include program supervision, postage, printing, and
supplies at $10,000.00
Hotline:
Hotline (designated line 447-2437 is costed under telephone
local and long distance service) is contracted through Helpline to
answer after hours hotline calls. It is invoiced and paid quarterly
at $250.00
Maintenance:
This is budgeted should any repairs become necessary to the
interior of the building including the air conditioning system (per
lease, the City of Clearwater is responsible for exterior
maintenance) at $8,000.00
Newsletter:
The bimonthly newsletter ,has a circul~tion of 2,000 at
$4,291.20. Postage to mail the newsletter at $3,308.80
Office Equipment:
Minolta copier service contract at $1,170.00; Canon copier (rent
and service contract)at $1,122.00; postage meter: $420
P.A.W.S.:
, Veterlnarian care at $1,500.00; mileage at $1,250.00; printing
at $500.00; education and training $200.00; postage at $100.00;
supplies at $85.00; copies at $60.00
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Today's Positive Families Expense:
Contractual services (project coordinator at $7.25 an hour and
babysitting at $5.25 an hour) at $7.900.00; Finance Manager (5%) at
$1,250 plus fringe at $206.00; annual audit at $250.00;
travel at $.25 a mile at $1,300.00; telephone at $240; postage at
$120; utilities at $308; supplies at $240; transportation at
$1,300.00; training at $1,030.00; program activities at $3,000.00
Travel:
Travel is computed at $.25 per mile with a 600 mile per month
cap at $10,800.00
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