R96-149RESOLUTION NO. R96-/4/--~
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF BOYNTON BEACH, FLORIDA, AUTHORIZING AND
DIRECTING THE MAYOR AND CITY CLERK TO EXECUTE
AN AGREEMENT BETWEEN THE CITY OF BOYNTON
BEACH AND CHILDREN'S SERVICES COUNCIL FOR THE
1996-1997 LATCHKEY AFTERSCHOOL PROGRAM; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the latchkey Afterschool Program is designed to provide afterschool
care for children attending Rolling Green or Poinciana Elementary School, as well as
elementary school children living in that vicinity; and
WHEREAS, the Latchkey Afterschool Program is needed and well received by the
community and has been in place for the past seven years; and
WHEREAS, the City Commission of the City of Boynton Beach, Florida, upon
recommendation of staff, deems it to be in the best interests of the residents and citizens
of the City of Boynton Beach to authorize the Mayor and City clerk to execute an
Agreement between the City of Boynton Beach and Children's Services Council for the
1995-96 Latchkey Afterschool Program.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF BOYNTON BEACH, FLORIDA THAT:
Section 1. The City Commission hereby authorizes and directs staff to apply for
the 1996-97 Latchkey Afterschool Program Grant through the Children's Services
Council of Palm Beach.
Section 2. This Resolution shall take effect immediately upon passage.
PASSED AND ADOPTED this ~ day of October, 1996.
ATTEST:
CITY OF BOYNTON BEACH, FLORIDA
V~"ce May_(;~ / / ~ ~
Con'missioner
Co,~r~issioner
/
Cit~Clerk
Authsig. Doc
LatchkeyPrograr~
9/25/96
Contract No. 96-102
1996-97 GOVERNMENTAL UNIT AGREEMENT
Page 1
AGREEMENT
THIS AGREEMENT, entered into as of this 1st day of October,
1996, by and between the Children's Services Council of Palm Beach
County, a political subdivision of the State of Florida
(hereinafter referred to as "Council") and City of Boynton Beach
(hereinafter referred to as "Provider"), for the period from
October 1, 1996 ("Effective Date"), to September 30, 1997. The
Council, at its option, may extend the term of this Agreement for
one additional one-year period without reviewing the program
hereunder funded as part.o.f a competitive RFP process. The
renewal option set forth in this paragraph, however, does not
guarantee the Provider that the Council will exercise its renewal
option hereunder. Renewal will be determined by the Council, in
its sole discretion; this determination will be based in part upon
review of the program evaluation and fiscal monitoring of the
program.
W I T N E S S E T H : In consideration of the mutual
agreements hereafter contained, the parties, intending to be
legally bound, hereby agree as follows:
THIS AGREEMENT has been entered into pursuant to the 'Council's
1996-97 Application/RFP process and Provider's response thereto
and any addendums accepted by the Council. Those portions of
Exhibits A, B, C and D contained herein that differ from the
original proposal or application shall be deemed to be addendums
thereto and shall control over any inconsistenz provision of the
original proposal.
The Council agrees to reimburse to the Provider sums up to
$88,250 for provision of services described in the attached
Exhibit "A" (consisting of the Program Evaluation Model)
attached hereto and made a part hereof; composite Exhibit "B"
(consisting of the CSC Budget Forms A and B submitted by
Provider) attached hereto and made a part hereof; and Exhibit
C (consisting of the Program Data Form) attached hereto and
made a part hereof. It xs expressly understood and agreed, by
and between the parties, that the services to be rendered
hereunder by the Provider shall be provided in compliance with
all terms and conditions set forth in Exhibit "A", "B" and
"C" and with the Conditions of Award attached hereto and made
a part hereof as EXhibit "D", as well as the terms and
conditions of this document.
The Provider agrees to comply with all applicable federal,
state and local laws.
o
The Provider agrees to comply with the following requirements:
To maintain books, records and documents in accordance
with normally accepted accounting procedures and
practices, which sufficiently and properly reflect all
expenditures of funds provided by the'Council under the
Agreement.
b. To assure that these records shall be available, upon
reasonable notice, to inspection, review or audit by the
I~GOVAI .DOC
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Contract No. 96-102
1996-97 GOVE~AL UNIT AGREEMENT
Page 2
Council and personnel duly authorized by the Council
make such in~peCtion, review or audit.
To submit, upon completion of the period of this
Agreement, a GAO Standard Financia~ and Compliance Audit
("the Audit"), c lete with man
of
of 1
audi
letter, within 120
that
~tion
, the
the
of this
be
year
do
To maintain and file with the Council such progress,
fiscgl, inventory:, and Other reports as the CoUncil may
require during the terms of the Agreement.
e o
To include these aforementioned audit and recordkeeping
requirements in all approved subcontracts and assignments.
To acknowledge, to the extent feasible and appropriate,
Council funding of the program identified in Exhibit "A"
in publications, bulletins, public relations~activity, and
stationery of Provider.
The Provider agrees:
a o
To retain all financial records, supporting documents,
statistical records and any other documents pertinent to
this Agreement for a period of five (5) years following
termination of this Agreement or, if an audit has been
initiated and audit findings have not been resolved au The
end of the five year period, the records shall be retained
until resolution of all audit findings. Provider further
agrees that all records, pa~ers, letters, or other
documents made or received in conjunction with this
Agreement and the provision of services hereunder shall be
subject to public access pursuant to the provisions of
Chapter 119, Florida Statutes. The provisions of this
paragraph shall survive termination of this Agreement.
bo
Persons duly authorized by the Council shall have full
access to and the right to examine any of said materials
during said period.
do
To permit access by persons duly authorized by the
Council, upon reasonable notice, to the program(s) funded
by the Council hereunder for purposes of monitoring said
program(s).
To report to the Council during the term of this Agreement
any threatened or pending litigation brought against the
Provider, including a description of the nature of the
claims involved, and, upon request, to furnish informatior~
regarding the status of such litigation and copies of
pleading filed therein.
102GOVAI .DOC
09/12/96 8:23 am
Contract No. 96-102
1996-97 GOVE~AL UNIT AGREEMENT
Page 3
e o
To accurately report to the Council, in a format deemed
acceptable by the Council, all revenues received by or for
the program funded pursuant to this Agreement, regardless
of source. Revenues include, but are not limited to,
Medicaid or insurance reimbursement, donations, grants,
and program income; i.e., fees paid for services. In the
event the Provider fails to properly report all program
revenues and the Council subsequently learns that such
income was not properly disclosed, the Council reserves
the right to re~uc~ the amount to be paid to the Provider
by the Council b~.~he amount not disclosed (or, if payment
has already been made, to recover said amount), or to
terminate this Agreement.
That those capital items which are to be acquired by the
Provider and reimbursed by the Council, shall be subject
to the requirements (i) that said items may not be
mortgaged, pledged, or hypotheCated without the prior
written approval of the Council; (ii) that upon
termination or earlier cancellation of this Agreement au
the Council's request, unless there is specific
notification that this requirement is waived by the
Council, the isaid item(s) shall be (a) returned (with
title being transferred) to the Council or the Council's
designee, or (b) reimbursed to CSC at book value
(determined by CSC); (iii) that said item(s) shall be
maintained in operable condition; and (iv) that said
item(s) will be insured in case of loss or theft.
Provider agrees that, as between the parties to this
Agreement, it is solely responsible for operation and
management of the program(s) funded hereunder and that the
Council has not and will not be involved in any way in such
operation and management. To the extent permitted by law, the
Provider agrees to indemnify and hold harmless the Council
from liability on account of any injuries, damages, omissions,
commissions, actions, causes of actions, claims, suits,
judgments and damages accruxng, including court costs and
attorneys' fees, as a result of services performed or not
performed, or any negligent act by the Provider or arising
from funding granted or not granted by the Council or any
action arising out of the operation of this Agreement.
This contract may not be assigned or subcontracted to any
other party by the Provider without the prior written approval
of the Council.
The Children's Services Council acknowledges that the Provider
is self-insured and accepts the levels of self insurance
provided by the Provider.
o
The Provider shall not use or disclose any information
concerning a client under the Agreement for any purpose not in
conformity with federal and state laws and regulations except
on written consent of the client,'or his responsible parent or
guardian when authorized by law.
102GOVA I.DOC
09/12/96 8:23 am
Contract No. 96-102
1996-97 GOVERNMENTAL UNIT AGREEMENT
Page 4
a. The Provider agrees to establish an
and controls acceptak
records, so that
Provider,s records, or
>f the
intain procedure~-
for safeguardinq
in the
rs carrying ou[ .........
asprovide
bo
It shall
al
assure
or other
to take
promptly such
~ect the privacy
and in order to
of any medical
client.
o
10.
The Provider shal
program data, inc
essential by the
The Provider shall
effectiveness of
on the number of
information as ti
be made as requesue
Agreement and ina
e
· ement and
data as deemed
ports of.the
atistics and data
reports and
reports shall
this
1.
11.
12.
The Provider is
hereunder as an I]
employee, agent,
Council. The Proviz
responsibili!
services
Provider
responsible for wit
federal social secu~
insurance and maint~
amounts required by
The services provided by the
on a non-exClusiVe
ies required
~t as an
or joint venturer with the
r's
fede
here
~nt. The
!es, be
itaxes, paying
' nployment
· on coverage in
state law.
no ]
party ;o.
~r are provided
~cifically
Dr similar
:s to any person
13.
Payments for services rendered pursuant to this Agreement
shall be made to the Provider monthly on a reimbursement
basis. Provider shall submit an lnvozce to the Council by
the 10th day of each. month following the month in which the
services were provided. The invoice will include
documentation ~efleCting all expenditures made by the
Provider under this Agreement,. in whatever form reasonably
required by Council. Subject to the availability of funds,
the Council will provide reimbursement to the PrOvider within
45 days after receipt of the invoice. Provider shall submit
a final invoice to ~he Council no later than October 31, 1993~-
(with appropriate documentation). The Council will not
reimburse Provider for any expenditures made by Provider
under this Agreement that are submitted after October 31,
102GOVAI .DOC
09112/96 8:23 am
Contract No. 96-102
1996-97 GOVERNMENTAL UNIT AGREEMENT
Page 5
1997.
14.
The Provider agrees to return to the Council any overpayments
made through inadvertence or miscalculation or because
payment is disallowed as not having been properly earned
under this Agreement. Such funds shall be refunded in full
by Provider to the Council as follows:
so
Within twenty (20) days from the date of written
notification by the Council to the Provider of
overpayment or ~sallowance; or
Within thirty (30) days following the end of this
Agreement.
15.
C o
The Council shall have the right to deduct from any
subsequent payment request submitted by the Provider, the
amount of any overpayments or disallowed funds.
The Council may, for reasonable cause, suspend the payment of
funds pending corrective action by the Provider or pending a
decision by the Council to terminate this Agreement. The
Council may, for reasonable cause, prohibit the P~ovider from
incurring additional obligation of any funds received from
the Council, pending corrective action by the Provider or a
decision to terminate this Agreement. Said suspension of
payment of funds or obligation thereof may apply to all or
part of the Provider's operations.
16.
17.
In the event funds to finance this Agreement become
unavailable to the Council, the Council may terminate this
Agreement upon no less than five (5) days written notice to
the Provider. The Council shall be the final authority as to
the availability of funds.
The Council may terminate this Agreement for any breach by
the Provider. If the Council intends to terminate this
Agreement, notice shall be provided in writing to the
Provider no less than twenty-four '(24) hours prior to the
effective date of the termination. The Council's failure to
terminate or suspend a Provider for past breaches of this
Agreement shall not be construed as a waiver-of its rzght to
demand strict compliance with the terms of the Agreement or
to terminate for said breaches or similar breaches, and shall
not be construed to be a modification of the terms of the
Agreement. The ProVider may terminate this contract with or
without cause provided that Provider shall give sixty (60)
days notice in writing to Council. The Council shall
reimburse the Provider for all monies expended up to and
including the effective date of the termination.
102GOVAI .DOC
09/12/96 8:23 am
Contract No. 96-102
1996-97 GOVERNMENTAL UNIT AGREEMENT
Page 6
18. Notices: Ail notices required hereunder shall be in writing
and shall be addressed uo the following representative of th
part parties: .........
For the Council:
Gaetana D. EbbOle, ExecutiVe Director
Children's S ~i
3111 South D 3
West Palm Beach, FL
For the Provider:
Gerald Taylor, Mayor
City of Boynton Beach
Latchkey After School Program
100 E. Boynton Beach Boulevard
P. O. Box 310
Boynton Beach, FL 33435
19.
CSC may assess a penalty amounting to the lesser of
one percent of the current month's CSC request for
reimbursement or $100 for each month that a program i~' out of
compliance with the timely submission of fiscal and ~.
programmatic data as required by Sections 3c, 9, 10, and 13
of this Agreement. This penalty may also apply if the
program does not provide CSC with current copies of the -~
following documents:
A. Certificates of Insurance
B. Licenses to Operate Agency/Program
C. Sales Tax Exemption Certificate
Other items identified in the Conditions of Award
20.
Notwithstanding anything herein to the contrary, the parties
agree that the dollar amount set forth in paragraph 1 above
may be reduced in the event that the Council determines that
the Provider will not spend the entire amount allocated by
September 30th fiscal year end. The determination may.be
made-(a) during the course of reviewing a budget revision
submitted by the Provider pursuant to the Council's
procedures or (b) based upon the Council's monitoring of
Provider's program and its expenditure history. Before any
such reduction becomeS final, the ProVider will be notified
in writing of the proposed action and shall have the
opportunity to address the Council's Board regarding the
roposed reduction. The decision of the. Council's Board on
hie issue shall be final.
21.
This Agreement, which includes the attached Exhibits A, B, C
& D, contains all the terms and conditions agreed upon by the
parties. No other agreements, oral or otherwise, regarding
the subject matter of this Agreement shall be deemed to exist
or to bind any of the parties hereto. With the possible ~
exception of an adjustment pursuant to paragraph 19 above,
this Agreement shall not be modified unless in writing and
signed by both parties hereto.
102GOVA 1. DOC
09l!2/96 8:23 am
Contract No. 96-102
1996-97 GOVERNMENTAL UNIT AGREEMENT
Page 7
IN WITNESS THEREOF, the parties have caused this Agreement
be executed by their undersigned duly authorized officers.
City of Boynton Beach
Latchkey After School Program
By: Date:
Print Name
Print Title
Children's Services Council of Palm Beach County
By: Date:
Gaetana D. Ebbole
Executive Director
APPROVED AS TO FORM &
LEGAL SUFFICIENCY
By:
Thomas A. Sheehan, III
Attorney for Children's Services Council
of Palm Beach County
102GOVAI .DOC
09/12/96 8:23 am
Contract No. 96 J2
1996 -97 GOVERNMENTAL UNIT AGREEMENT
Page 1
AGREEMENT
THIS AGREEMENT, entered into as of this 1st day of October,
1996, by and between the Children's Services Council of Palm Beach
County, a political subdivision of the State of Florida
(hereinafter referred to as "Council ") and City of Boynton Beach
(hereinafter referred to as "Provider "), for the period from
October 1, 1996 ( " Effective Date "), to September 30, 1997. The
Council, at its option, may extend the term of this Agreement for
one additional one -year period without reviewing the program
hereunder funded as part of a competitive RFP process. The
renewal option set forth in this paragraph, however, does not
guarantee the Provider that the Council will exercise its renewal
option hereunder. Renewal will be determined by the Council, in
its sole discretion; this determination will be based in part upon
review of the program evaluation and fiscal monitoring of the
program.
W I T N E S S E T H: In consideration of the mutual
agreements hereafter contained, the parties, intending to be
legally bound, hereby agree as follows:
THIS AGREEMENT has been entered into pursuant to the Council's
1996 -97 Application /RFP process and Provider's response thereto
and any addendums accepted by the Council. Those portions of
Exhibits A, B, C and D contained herein that differ from the
original proposal or application shall be deemed to be addendums
thereto and shall control over any inconsistent provision of the
original proposal.
1. The Council agrees to reimburse to the Provider sums up to
$88,250 for provision of services described in the attached
Exhibit "A" (consisting of the Program Evaluation Model)
attached hereto and made a part hereof; composite Exhibit "B"
(consisting of the CSC Budget Forms A and B submitted by
Provider) attached hereto and made a part hereof; and Exhibit
C (consisting of the Program Data Form) attached hereto and
made a part hereof. It is expressly understood and agreed, by
and between the parties, that the services to be rendered
hereunder by the Provider shall be provided in compliance with
all terms and conditions set forth in Exhibit "A ", "B ", and
"C" and with the Conditions of Award attached hereto and made
a part hereof as Exhibit "D ", as well as the terms and
conditions of this document.
2. The Provider agrees to comply with all applicable federal,
state and local laws.
3. The Provider agrees to comply with the following requirements:
a. To maintain books, records and documents in accordance
with normally accepted accounting procedures and
practices, which sufficiently and properly reflect all
expenditures of funds provided by the Council under the
Agreement.
b. To assure that these records shall be available, upon
reasonable notice, to inspection, review or audit by the
102GOVA1 DOC
09/12/96 8 23 am
Contract No. 96 -�02
1996 -97 GOVERNMENTAL UNIT AGREEMENT
Page 2
Council and personnel duly authorized by the Council to
make such inspection, review or audit.
c. To submit, upon completion of the period of this
Agreement, a GAO Standard Financial and Compliance Audit
( "the Audit "), complete with management letter, within 120
days of the Provider's fiscal year end. In the event that
Provider's fiscal year end occurs prior to the completion
of the term of this Agreement, Provider will supply the
audit and accompanying management letter for each of the
Provider's fiscal years occurring during the term of this
Agreement, each such audit and management letter to be
provided within 120 days of the Provider's fiscal year
end.
d. To maintain and file with the Council such progress,
fiscal, inventory, and other reports as the Council may
require during the terms of the Agreement.
e. To include these aforementioned audit and - recordkeeping
requirements in all approved subcontracts and assignments.
f. To acknowledge, to the extent feasible and appropriate,
Council funding of the program identified in Exhibit "A"
in publications, bulletins, public relations activity, and
stationery of Provider.
4. The Provider agrees:
a. To retain all financial records, supporting documents,
statistical records and any other documents pertinent to
this Agreement for a period of five (5) years following
termination of this Agreement or, if an audit has been
initiated and audit findings have not been resolved at the
end of the five year period, the records shall be retained
until resolution of all audit findings. Provider further
agrees that all records, papers, letters, or other
documents made or received in conjunction with this
Agreement and the provision of services hereunder shall be
subject to public access pursuant to the provisions of
Chapter 119, Florida Statutes. The provisions of this
paragraph shall survive termination of this Agreement.
b. Persons duly authorized by the Council shall have full
access to and the right to examine any of said materials
during said period.
c. To permit access by persons duly authorized by the
Council, upon reasonable notice, to the program(s) funded
by the Council hereunder for purposes of monitoring said
program(s).
d. To report to the Council during the term of this Agreement
any threatened or pending litigation brought against the
Provider, including a description of the nature of the
claims involved, and, upon request, to furnish information
regarding the status of such litigation and copies of
pleading filed therein.
102GOVAI.DOC
09/12/96 8 23 am
Contract No. 96 i2
1996 -97 GOVERNMENTAL UNIT AGREEMENT
Page 3
e. To accurately report to the Council, in a format deemed
acceptable by the Council, all revenues received by or for
the program funded pursuant to this Agreement, regardless
of source. Revenues include, but are not limited to,
Medicaid or insurance reimbursement, donations, grants,
and program income; i.e., fees paid for services. In the
event the Provider fails to properly report all program
revenues and the Council subsequently learns that such
income was not properly disclosed, the Council reserves
the right to reduce the amount to be paid to the Provider
by the Council by the amount not disclosed (or, if payment
has already been made, to recover said amount), or to
terminate this Agreement.
f. That those capital items which are to be acquired by the
Provider and reimbursed by the Council, shall be subject
to the requirements (i) that said items may not be
mortgaged, pledged, or hypothecated without the prior
written approval of the Council; (ii) that upon
termination or earlier cancellation of thfg Agreement at
the Council's request, unless there is specific
notification that this requirement is waived by the
Council, the said item(s) shall be (a) returned (with
title being transferred) to the Council or the Council's
designee, or (b) reimbursed to CSC at book value
(determined by CSC); (iii) that said item(s) shall be
maintained in operable condition; and (iv) that said
item(s) will be insured in case of loss or theft.
5. Provider agrees that, as between the parties to this
Agreement, it is solely responsible for operation and
management of the program(s) funded hereunder and that the
Council has not and will not be involved in any way in such
operation and management. To the extent permitted by law, the
Provider agrees to indemnify and hold harmless the Council
from liability on account of any injuries, damages, omissions,
commissions, actions, causes of actions, claims, suits,
judgments and damages accruing, including court costs and
attorneys' fees, as a result of services performed or not
performed, or any negligent act by the Provider or arising
from funding granted or not granted by the Council or any
action arising out of the operation of this Agreement.
6. This contract may not be assigned or subcontracted to any
other party by the Provider without the prior written approval
of the Council.
7. The Children's Services Council acknowledges that the Provider
is self - insured and accepts the levels of self insurance
provided by the Provider.
8. The Provider shall not use or disclose any information
concerning a client under the Agreement for any purpose not in
conformity with federal and state laws and regulations except
on written consent of the client, or his responsible parent or
guardian when authorized by law.
102GOVAI.DOC
09/12/96 8:23 am
Contract No. 96 32
1996 -97 GOVERNMENTAL UNIT AGREEMENT
Page 4
a. The Provider agrees to establish and maintain procedures
and controls acceptable to the Council for safeguarding
records, so that no information contained in the
Provider's records, or obtained from others carrying out
the terms of the Agreement, shall be used by or disclosed
by the Provider, its agents, officers or employees except
as provided by law.
b. It shall be the responsibility of the Provider to take
all reasonable steps necessary to implement promptly such
procedures and controls in order to protect the privacy
of a client receiving services hereunder and in order to
assure the maintenance of confidentiality of any medical
or other information pertaining to any such client.
9. The Provider shall submit to the Council management and
program data, including client identifiable data as deemed
essential by the Council.
10. The Provider shall furnish the Council with reports of the
effectiveness of the program and include statistics and data
on the number of persons served and such other reports and
information as the Council may require. Said reports shall
be made as requested from the Effective Date of this
Agreement and in a format provided by the Council.
11. The Provider is performing the services and duties required
hereunder as an independent contractor and not as an
employee, agent, partner of, or joint venturer with the
Council. The Provider shall assume sole and exclusive
responsibility for the payment of wages to all employees for
services performed by them under this Agreement. The
Provider shall, with respect to said employees, be
responsible for withholding federal income taxes, paying
federal social security taxes, maintaining unemployment
insurance and maintaining worker's compensation coverage in
amounts required by applicable federal and state law.
12. The services provided by the Provider hereunder are provided
on a non - exclusive basis, and the Council specifically
reserves the right to contract with others for similar
services. This Agreement shall give no rights to any person
or entity who is not a party hereto.
13. Payments for services rendered pursuant to this Agreement
shall be made to the Provider monthly on a reimbursement
basis. Provider shall submit an invoice to the Council by
the 10th day of each month following the month in which the
services were provided. The invoice will include
documentation reflecting all expenditures made by the
Provider under this Agreement, in whatever form reasonably
required by Council. Subject to the availability of funds,
the Council will provide reimbursement to the Provider within
45 days after receipt of the invoice. Provider shall submit
a final invoice to the Council no later than October 31, 1997
(with appropriate documentation). The Council will not
reimburse Provider for any expenditures made by Provider
under this Agreement that are submitted after October 31,
102GOVA1 DOC
09/12/96 8 23 am
Contract No. 96-_J2
1996 - GOVERNMENTAL UNIT AGREEMENT
Page 5
1997.
14. The Provider agrees to return to the Council any overpayments
made through inadvertence or miscalculation or because
payment is disallowed as not having been properly earned
under this Agreement. Such funds shall be refunded in full
by Provider to the Council as follows:
a. Within twenty (20) days from the date of written
notification by the Council to the Provider of
overpayment or disallowance; or
b. Within thirty (30) days following the end of this
Agreement.
c. The Council shall have the right to deduct from any
subsequent payment request submitted by the Provider, the
amount of any overpayments or disallowed funds.
15. The Council may, for reasonable cause, suspend the payment of
funds pending corrective action by the Provider or pending a
decision by the Council to terminate this Agreement. The
Council may, for reasonable cause, prohibit the Provider from
incurring additional obligation of any funds received from
the Council, pending corrective action by the Provider or a
decision to terminate this Agreement. Said suspension of
payment of funds or obligation thereof may apply to all or
part of the Provider's operations.
16. In the event funds to finance this Agreement become
unavailable to the Council, the Council may terminate this
Agreement upon no less than five (5) days written notice to
the Provider. The Council shall be the final authority as to
the availability of funds.
17. The Council may terminate this Agreement for any breach by
the Provider. If the Council intends to terminate this
Agreement, notice shall be provided in writing to the
Provider no less than twenty -four (24) hours prior to the
effective date of the termination. The Council's failure to
terminate or suspend a Provider for past breaches of this
Agreement shall not be construed as a waiver of its right to
demand strict compliance with the terms of the Agreement or
to terminate for said breaches or similar breaches, and shall
not be construed to be a modification of the terms of the
Agreement. The Provider may terminate this contract with or
without cause provided that Provider shall give sixty (60)
days notice in writing to Council. The Council shall
reimburse the Provider for all monies expended up to and
including the effective date of the termination.
102GOVAI DOC
09/12/96 8 23 am
Contract No. 96 -_02
1996 -97 GOVERNMENTAL UNIT AGREEMENT
Page 6
18. Notices: All notices required hereunder shall be in writing
and shall be addressed to the following representative of the
part parties:
For the Council:
Gaetana D. Ebbole, Executive Director
Children's Services Council of Palm Beach County
3111 South Dixie Highway, Suite 243
West Palm Beach, FL 33405
For the Provider:
Gerald Taylor, Mayor
City of Boynton Beach
Latchkey After School Program
100 E. Boynton Beach Boulevard
P. O. Box 310
Boynton Beach, FL 33435
19. CSC may assess a penalty amounting to the lesser of
one percent of the current month's CSC request for
reimbursement or $100 for each month that a program is out of
compliance with the timely submission of fiscal and
programmatic data as required by Sections 3c, 9, 10, and 13
of this Agreement. This penalty may also apply if the
program does not provide CSC with current copies of the
following documents:
A. Certificates of Insurance
B. Licenses to Operate Agency /Program
C. Sales Tax Exemption Certificate
D. Other items identified in the Conditions of Award
20. Notwithstanding anything herein to the contrary, the parties
agree that the dollar amount set forth in paragraph 1 above
may be reduced in the event that the Council determines that
the Provider will not spend the entire amount allocated by
September 30th fiscal year end. The determination may be
made (a) during the course of reviewing a budget revision
submitted by the Provider pursuant to the Council's
procedures or (b) based upon the Council's monitoring of
Provider's program and its expenditure history. Before any
such reduction becomes final, the Provider will be notified
in writing of the proposed action and shall have the
opportunity to address the Council's Board regarding the
proposed reduction. The decision of the Council's Board on
this issue shall be final.
21. This Agreement, which includes the attached Exhibits A, B, C
& D, contains all the terms and conditions agreed upon by the
parties. No other agreements, oral or otherwise, regarding
the subject matter of this Agreement shall be deemed to exist
or to bind any of the parties hereto. With the possible
exception of an adjustment pursuant to paragraph 19 above,
this Agreement shall not be modified unless in writing and
signed by both parties hereto.
102GOVA1 DOC
09/12/96 823 am
Contract No. 96- 2
1996 -97 GOVERNMENTAL UNIT AGREEMENT
Page 7
IN WITNESS THEREOF, the parties have caused this Agreement to
be executed by their undersigned duly authorized officers.
City of Boynton Beach
Latchkey After School Program
By: �� - /J- "4 Date: d - 1
(:;i
Print Name AP p�
4� r. ;1M �
t
Print Title kJ
I Y A ? RNEY
Childr= s Services Counc 1 of Palm Beach County
j/W / . `� Date : (G
Ga ana D. Ebbole
Executive Director
APPROVED AS TO FORM &
LEGAL SUFFICIENCY
By.
Thomas A. Sheehan, III
Attorney for Children's Services Council
of Palm Beach County
102GOVA1 DOC
09/12/96 8 23 am
EXHIBIT A
1. Program Evaluation Model
CHILDREN S SERVICES COUNCIL OF PALM BEACH CutINTY
Agency Name: City of Boynton Beach Recreation & Park Dept. Goal: To provide quality structured
Program Name: Latchkey After School Program recreational, leisure, cultural, and
Contract #: 102 educational activities to elementary -
age latchkey children during
out -of- school hours.
1996 -1997 EVALUATION MODEL
I. Program
Program Process Program Outcome Program Impact
1. To provide supervised 1. Reduce the number of latchkey
activities to 115, (licensed children.
capacity) elementary -age child-
ren at Rolling Green Elementary
School from:
A. 2.00 p.m. to 6:00 p.m.
after school.
2. To offer a scholarship pro- 2. Increase the number of par -
gram to 25 children who attend ticipants at Rolling Green
Poinciana Elementary School Age Elementary school who complete
Child Care Program. their homework assignments on a
regular basis.
3. To maintain a ratio of no 3. Children will receive quality
more than 20 children to 1 care.
adult.
4. To provide activities such
as (activities vary):
A. homework assistance
B. sports /physical fitness
C. arts & crafts
D. cultural (musical activ-
ity, story telling,
drama, etc.)
E. indoor games
96 -97MOD 102
08/14/96
Page 1
CHILDREN. S SERVICES COUNCIL OF PALM BEACH CIJNTY
Agency Name: City of Boynton Beach Recreation & Park Department
Program Name: Latchkey After School Program
Contract #: 102
II. Measurement
Program Process Program Outcome Program Impact
The program will count: The program will count:
1 &2. The number of children 1. The number of children
enrolled and the number of whose parents are working.
children attending on a daily during out -of- school hours.
basis at both Rolling Green and
Poinciana Elementary Schools. 2. The number of children
assigned homework and completing
3. Staff to child ratio. it on a daily basis.
4. Collect one bi- weekly 3. Receive satisfactory on
schedule from each classroom, quality indicator assessment
quarterly. tool.
Data Source(s) Data Source(s) Data Source(s)
1 &2. IDFs and Attendance on 1. Individual Data Forms
Data Disk
3. Organizational Chart and
Observation of Licensed 2. Tracking Forms
Program
4. Bi- weekly Schedules 3. HRS Inspections and a
Quality Indicator Tool
(to be determined)
Comparison Strategy
(not all measures will have comparison standards)
Provider Signature: CSC Signature:
Date: Date:
96 -97MOD 102
Aug 14, 1996
Page 2
EXHIBIT B
1. Form A: Program Budget Narrative . "
2. Form A -1: Personnel Budget Narrative
3. Form B: Program Budget
by Funding Sources
FORM A: INDIVIDUAL. PROGRAM B._ .GET NARRATIVE
I'agc 1 of 5
FOR FUNDER CHILDREN'S SERVICES COUNCIL
Agcncy: CITY OF BOYNTON BEACH RECREATION & PARK DEPT. Proposed Budgct for Year Ending: 09/30/97
Program: LATCHKEY AFTERSCHOOL PROGRAM
REVENUES Requested
Ariawut
1. Funds from Government Sources
Children's Services Council - $88,250; City of Boynton Beach - $7,700 $88,250
2 Foundations
3. Other Grants
4. Fund Raising
i ('ontnhutions/I egaccVIicyuests
6. Mcmheiship Dues
7 I'iogiam Sciviee Lees and Sales to the Public
Program Fees — $31,383
8. Investment Inunne
9. In Kind
$14,760
10. Miscellaneous Revenue
11. 'total Revenue $ 88,250
FORM A: INDIVIDUAL PROGRAM r )GET NARRATIVE
Page 2of5
FOR FUNDER CHILDREN S SERVICES COUNCIL
Agency: CITY OF BOYNTON BEACH RECREATION & PARK DEPT. Proposed Budget for Year Ending: 09/30/97
Program: — LATCHKEY AFTERSCHOOL PROGRAM
EXPENDITURES Requested
Amount
12. Salaries
$73,548 x .80% = $58,838
73,548 x .20% = 14,710 $58,838
11 I:nrploycc Rcnclil
r 1I(A 73,548 x .0765 x .80 % _ $4,501
73,548 x .0765 x .20 % = 1,125 $ 4,501
h I.1 Unemployment
1 (o mpCIS.rt u m
$60,961 x .059731 = $3,641.26 Total = $3,705
12,587 x .005074 = 63.87
d I Ic.illh I'I.
c Itoncmcnl
14. Sub — Total Employee Benefits
$ 4,501
15. Sub—Total Salaries & Benefits
$63,339
16 Travel
a 1 r.ivc1/1 r.inspotl.ilron
FORM A. INDIVIDUAL PROGRAM -J DG1 T NARRATIVE
Page 3 of 5
FOR FONDER CHILDREN'S SERVICES COUNCIL
Agcncy: CITY OF BOYNTON BEACH RECREATION & PARK DEPT.
Proposed Budget for Year Ending: 09/30/97
Program: — LATCHKEY AFTERSCHOOL PROGRAM
EXPENDITURES Requested
Amount
b. (' onfcrcnccti/Itcgistrdl►on /fravtl
17. Sub — Total 'Travel
18. Building/Occupancy
.i Rent
h I)cpicc
19. Communications/Utilities
a I di:phonc $40 /month x 12 months = $480
b. I'o.1 lgc .l'• Slipping
c. UtiIUcti ( I'owci/Watc r /Gas)
20. Sub — "Total Communications/Utilities
21. Printing & Supplies
Pens, pencils, paper, typing supplies, computer supplies, notebooks,
a (Mice Supplicti journals, staples, paper clips, filing & billing supplies
$ 300
FORM A: INDIVIDUAL PROGRAM ,DGIT NARRATIVE
Page 4of5
FOR FUNDER CHILDREN'S SERVICES COUNCIL
Agcncy: CITY OF BOYNTON BEACH RECREATION & PARK DEPT. Proposed Budget for Year Ending: 09/30/97
Program: LATCHKEY AFTERSCHOOL PROGRAM
•
EXPENDITURES
Amount
b. Program Supplies $2,000
Games, arts & crafts supplies, outdoor games & play equipment, books, paint, toys,
tapes, paper, crayons, batteries, cleaning supplies, special program supplies
c Printing
22. Sub — Total I'rinting/Supplics
23. Food Service
115 children x 187 days x $.63 /snack = $13,548
24. Olhcr
I'iolcyswndl I•ec'.
Contract w /Child Care Resource & Referral (S.O.S.) for substitutes — $3,000
b. Insurance
Building Mamtcnancc
d. I :yuopmcnt Rental /Ma►utcnancc
Computer maintenance - $100
c Specific Assistance to Individuals
I 1)uc & Su bx: nptions
FORM A. INDIVIDUAL, PROGRAM '11X;L'1' NARRA'T'IVE
FOR F[1NDER
CHILDREN'S SERVICES COUNCIL Page 5 of S
Agency: CITY OF BOYNTON BEACH RECREATION & PARK DEPT. pro oscd I3ud et for Ycar Isndnn 09/30/97
P S g'
Program: LATCHKEY AFTERSCHOOL PROGRAM
13X P1:NDITURI S Requested
Amount
g I raining &. Development
workshops, seminars, etc. $ 35
h Awards & ( ;rants
i Sponwrcd Events
I I'ayn►cnt to Affiliated Organv.itu us
h Mi'ccllaneouti
Poinciana Scholarships - 18 @ $1,116 + 7 @ $684 = $24,876
HRS Licensing - $115 $24,876
25. Sub - Total Other
$24,911
26 Indirect Cost - $14,760
Office Space - $6,300; City Contact Person - $5,796; Department Superintendent - $484;
Department Director - $380; Copying - $1,000; Pre - employment expense - $800
27. Capital Expenses (Equipment)
28 Total Expenditures = $142,093 $ 88,250
FORM -A WK1
All Financial Information Rounded to Nearest Dollar
FORM A -1 PERSONNEL BUDGET NARRATIVE
1 o f 1
FOR FUNDER CHILDREN'S SERVICES COUNCIL
Agency: CITY OF BOYNTON BEACH RECREATION & PARK DEPT.
Program: LATCHKEY AFTERSCHOOL PROGRAM Budget for Fiscal )(car 10 to _ 09/30/97
(1) ..1 (3) _ ( ( ( ( ( ( (10)
11atos Salalty Petccatallgc
fe as l of .lead From To Nu&icr of Pet Pay Of Total
Ti>a Salary Pay Periods Penrod Salar Amount Total
Positions/Salarics
Supervisor II /J. Phillips 100 $12,461 10/01/96 09/30/97 40 $311.53 .80 $9,969 $9,969
Supervisor I /J. Frazier 100 $ 9,392 10/01/96 09/30/97 38 $247.16 .80 $7,514 $7,514
Supervisor I /C. Ramlall 100 $ 8,810 10/01/96 09/30/97 38 $231.84 .80 $7,048 $7,048
Supervisor I / J. Clarke 100 $ 8,810 10/01/96 09/30/97 38 $231.84 .80 $7,048 $7,048
Supervisor I / C. Whitlock 100 $ 8,810 10/01/96 09/30/97 38 $231.84 .80 $7,048 $7,048
Supervisor I / F. Ireland 100 $ 8,810 10/01/96 09/30/97 38 $231.84 .80 $7,048 $7,048
Recreation Leader /H. Mayrsohr 100 $ 3,868 10/01/96 09/30/97 38 $101.79 .80 $3,094 $3,094
Clerk III / 100 $12,587 10/01/96 09/30/97 42 $299.69 .80 $10,069 $10,069
Sub— 'lolal Salaries $ 58,838
U)14M A —I WKI
(Figure should match Form A, Page 2 of 5)
Use additional sheets if necessary.
FORM B: INDIVIDUAL PROGRAM BUDGET
BY FUNDING SOURCES I'agc 1 of 4
Program: LATCHKEY AFTERSCHOOL PROGRAM
Agcncy: CITY OF BOYNTON BEACH RECREATION & PARK DEPT. Funding 1'c nod 10/01/96 to 09/30/97
( ( ( ( (5) ( ( ( (
REVENUES CSC OF
CSC BOYNTON OTHER Total
1 Funds from
(;ovt. Sou tees
$88,250 $7,700 $95,950
2. Foundations
3 Other Grants
4 Fund Raising
5 ('ontnhutionti/
1 ce.aticsilicyuc\t`
6. Membership Dues
7. Program Svt. I ccs/
Sales to I'uhhc $31,383 $31,383
8 Invc \tmcnt Incun►c
■
9 In — Kind $14,760 $14,760
10. Miscellaneous
II. Total Revenues $ 88,250 $ 7,700 $ $ $ $ $ 46,143 $ 142,093
FORM B: INDIVIDUAL PROGRAM BUDGET
BY FUNDING SOURCES I'agc 2 of 4
Program: _ LATCHKEY AFTERSCHOOL PROGRAM
Agency: CITY OF BOYNTON BEACH RECREATION & PARK DEPT. Funding Period 10/01/96 to 09/30/97
( ( ( ( ( ( ( ( (
EXPENDITURES CSC CITY OF Total
BOYNTON OTHER
12. Salancs $58,838 $14,710
$73,548
13. Employee Benefits:
a I•I('A $ 4,501 $ 1.175 $5,626
1) 1•1. Unemployment
c Workers' Comp $ 3, 705 $ 3,705
d I Ikalth l'I.ui
c Rctr ►cn►cnt
14. Sub— Total $ 4,501 $ 3,705
Employee Benefits $ 1, 125 9, 331
15. Sub —Total
Salaries/Benefits $63,339 $ 3,705 $15,835 $82,879
16. 'Travel
.1. 1 r,►vel /l r.►nsportatiun
b Conferences/
Rcgistration/1•r.►vcl
17. Sub —Total Travel
18. Building/Occupancy
.1 Item
FORM B: INDIVIDUAL PROGRAM BUDGET
BY FUNDING SOURCES t'agc 3 of 4
program: LATCHKEY AFTERSCHOOL PROGRAM
Agency: CITY OF BOYNTON BEACH RECREATION & PARK DEPT. Funding l'cnod 10/01/96 t _09/30/97
(1) (2) (3) 14) (5) (6) (7) (x) _ (9)
CSC CITY OF OTHER
EXPENDITURES URIS BOYNTON Total
b. 1)cprcc►ation
19. Communications
Utilities
a I cicphonc $ 480 $ 480
b. Postage & Shipping
c. Utilities
(Power/Water/Gas)
20. Sub — Total $ 480 $480
('om /Utilities
21. Printing At Supplies
a Ulhic Supplies $ 300 $ 300
h I'ro�r:►m Supplies $ $2,000
c Printing,
22. Sub — Total
Printing/Supplies $ 300 $2,000 $2,300
23 hood Scrwcc $13,548 $13,548
24. Other
a. Prolessumal Fees $3,000 $3,000
h Insurance
1 Building Ma►►UeOanl1
FORM B: INDIVIDUAL PROGRAM BUDGET
BY FUNDING SOURCES Page 4 of 4
Program: LATCHKEY AFTERSCHOOL PROGRAM
Agency: CITY OF BOYNTON BEACH RECREATION & PARK DEPT.
Funding I'cnod 10/01/96 to 09/30/97
( ( ( ( ( ( ( (K) (
CITY OF
EXPENDITURES CSC BOYNTON OAR Total
d. 1:yuipmcnt Rental/
Maintenance $ 100 $ 100
c. Specific Assistance
to Individuals
I Dues &'• Subscriptions
g. Twining and
Development $ 35 $ 35
h Awards & Grants
1
I Sponsored I vents
I. Payments to
AII. Organvations
k. MIUCIIancous $24,876 $ 115 $24,991
25. Sufi — Total Other $24,911 $3,215 $28,126
26. Indirect Costs $14,760
$14,760
27. Capital Expenses
(Equipment)
28. 'Total Expenditures $ 88,250 $ 7,700 $ $ $ $ $ 46,143 $ 142,093
ORM -R WKI
All Financial Information Rounded to Nearest Dollar
ExMreir C
1 Program Data
Form C
-1 -
1996 -97 BASE PROGRAM APPLICATION INFORMATION
`�1 (n��� " -
PROGRAM FORM C
PROGRAM: l..t'�G ��� CamC.,ACoe t oc ciAvl
AGENCY: - i' O rJ E Q
PART 1: Pit AMI INFORMATION
Primary* Outreach'
CHOOSE ONE OF THE FOLLOWING.
HOW MANY CHILDREN WILL BE SERVED 10/1/96 TO 9/30/97" 140
HOW MANY ADULTS WILL BE SERVED 10/1/96 TO 9/30/97?
HOW MANY FAMILIES WILL BE SERVED 10/1/96 TO 9/30/97?
WHAT ARE THE AGES OF THE WHAT GEOGRAPHIC AREA(S) IN PALM
CLIENTS YOU WILL SERVE? BEACH COUNTY WILL YOU SERVE?
Birth -(5 X _ North
6 - 11 X Central _
12 - 18 _ South X
19+ East
All of the Above _ West
All of the Above
For CSC Use Only
HOW MANY EMPLOYEES WILL YOUR PROGRAM HAVE?
(Full -time equivalents) Full time 0
Part time 8
HOW MANY EMPLOYEES WILL BE FUNDED BY CSC?
Full time 0
Part time 8
PART II:
• 1995-96 CSC 1996-91 $ PERCENT
FISCAL iNFORMATKW CONTRACT BUDGET _ CHANGE CHANGE
PROGRAM
CSC FUNDS $ 89,100 $ 88,250 $ (850) (.1) %
TOTAL PROGRAM BUDGET $ 131,852 $ 142,093 $ 10,241 7 7
CSC % OF PROGRAM BUDGET 67.6 %_ —_ 62.1 %
AGENCY
TOTAL AGENCY BUDGET $2,066,264 $2,030,004 $ (36,260) (1.8) %
PROGRAM % OF AGENCY
BUDGET 6.4 % 7.0
con FERL curort - $ 824 $ 1,015 $ 191 23.2
, . For CSC Use Only For CSC Use Only For CSC' Use Only
CQ � w R I' (ad d j $
* A primary client is one that receives direct service more than once
** An outreach client is one that receives a presentation or screening one time only
*1995 - cost per client was based on serving 160 children (includes those that may withdn
durine the vear) If based on total capacity of 140, as this year, cost would have been
EXHIBIT D
1. Conditions of Award
CONTRACT 96 -102
AGENCY: City of Boynton Beach Parks & Recreation Department
PROGRAM: Latchkey After School Program
CONDITIONS OF AWARD
I. PROGRAMMATIC
A. Issues or information to furnished or resolved within sixty
(60) days of execution of contract:
N/A
B. Conditions to be observed throughout contract:
1. Provider agrees to obtain CSC approval for any proposed
changes in the program prior to implementation.
2. Provider agrees to submit copies of all personnel or
service provision subcontracts, contracts and /or
agreements related to the operation of this program.
3. Provider agrees to maintain a current copy of the
following on file with CSC:
. Personnel Policies and Procedures
. Job descriptions of all CSC funded
staff positions
. Certificates of insurance (liability, and
theft and /or auto if capital equipment or
vehicle was purchased with CSC funds)
. License(s) to operate agency /program,
and copies of child care facility
inspections
. Sales Tax Exemption Certificate
. Service site(s) Fire Inspection
Certificate(s)
. Service site(s) Health Inspection
Certificate(s)
4. Provider agrees to ensure that children participating in
the after school program will be referred and given
priority to attend city- sponsored programs during school
holidays and teacher planning days.
5. CSC dollars will be used to serve elementary school age
children.
F QA_DATA \96- 97COA \BASE.102 Sep 4, 1996 5 36 pm •
Page 1
CONTRACT 96 -102
AGENCY: City of Boynton Beach Parks & Recreation Department
PROGRAM: Latchkey After School Program
II. FISCAL
A. Issues or information to be furnished or resolved within
sixty (60) days of execution of contract:
N/A
B. Conditions to be observed throughout contract:
1. Provider agrees to obtain written approval from CSC for
any proposed changes in the CSC program budget prior to
implementation.
2. The fiscal administration of this Agreement will be
pursuant to the CSC Fiscal Guidelines.
3. Provider agrees to implement a "zero based" (i.e., some
families may pay nothing) sliding fee scale in a format
approved by CSC.
4. If any fees are generated by the CSC funded program in
excess of the amount budgeted, the Provider will notify
CSC staff prior to spending the funds generated from
fees. The Provider agrees to prioritize the use of
excess fees in the following order:
a. Increase the number of clients attending the
program up to the point of capacity.
b. Improve the staff -to -child ratio.
c. Purchase those items which would be considered
"enhancements" to the service being provided in
order to improve the quality of the program.
d. Reduce CSC's funding by the amount of the excess
fees received.
5. All fees generated by the CSC funded program will be
recorded in a separate revenue account.
For governmental agency contracts only:
In executing this Agreement, Provider represents and
warrants that the Council funds to be expended hereunder
to support the budgeted job positions do not replace or
supplant funds previously supplied by Provider for such
positions.
F QA_DATA \96- 97COA\BASE.102 Sep 4, 1996 5 36 pm
Page 2