R19-0471
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RESOLUTION NO. R19-047
A RESOLUTION OF THE CITY OF BOYNTON BEACH,
FLORIDA, APPROVING AND AUTHORIZING THE
CITY MANAGER TO SIGN A HOST AGENCY
AGREEMENT WITH AARP FOUNDATION SENIOR
COMMUNITY SERVICE EMPLOYMENT AGENCY
TO PROVIDE A WORK EXPERIENCE TRAINING
OPPORTUNITY; AND PROVIDING AND EFFECTIVE
DATE.
WHEREAS, THE Florida Department of Education's Division of Blind Services
(DBS) partners with the AARP Foundation nonprofit and public organizations to create work
experiences for individuals with disabilities; and
WHEREAS, the City agrees to support the participant's goals to enhance or learn new
skills; and
WHEREAS, the City Commission of the City of Boynton Beach, Florida, upon
recommendation of staff, has deemed it to be in the best interests of the citizens and residents
of the City of Boynton Beach to authorize the City Manager to sign a Host Agency Agreement
with AARP Foundation Senior Community Service Employment Agency to provide a work
experience training opportunity at no cost to the City.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed
as being true and correct and are hereby made a specific part of this Resolution upon adoption
hereof.
Section 2. The City Manager is hereby authorized to sign a Host Agency
C:\Users\Stanzionet\Appdata\Local\Microsoft\Windows\Temporary Internet
Files\Content.IE5\SATNOE VN\Host_Agency_Agreement_W ith_AARP_-_Reso.Docx
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Agreement with AARP Foundation Senior Community Service Employment Agency to
provide a work experience training opportunity at no cost to the City, a copy of which
Agreement is attached hereto as Exhibit "A."
Section 3. That this Resolution shall become effective immediately upon
passage.
PASSED AND ADOPTED this 7`" day of May, 2019.
ATTEST:
f ludith
A. Pyle, CMC
City Clerk
(Corporate Seal)
CITY OF BOYNTON BEACH, FLORIDA
YES NO
Mayor — Steven B. Grant
Vice Mayor — Justin Katz ✓
Commissioner — Mack McCray
Commissioner — Christina L. Romelus
Commissioner — Ty Penserga t�
Queenester Nieves
C:\Users\Stanzionet\Appdata\Local\Microsoft\Windows\Temporary Internet
Files\Content.IE5\SATNOE VN\Host_Agency_Agreement_W ith_AARP_-_Reso. Docx
VOTE .5 "J
4-A,W FOUNDATION
S/'� C Senior Community Service
V G ployment Program
HOST AGENCY AGREEMENT
Host Agency: CA�_, - A i —,4."h
Phone: 1 -742,46.241 Address:
Fax: fol 74 U I _ QU k1 zyL React �L
FEIN: t
The above named agency/organization, an equal employment opportunity employer, requests the services of participants
from the AARP Foundation Senior Community Service Employment Agency.
This agency is: Enrollee Supervisors are:
❑ A Non -Profit Organization. ❑ Compensated with federal funds.
(Tax exempt under the Internal Revenue code 501(c)(3))
❑ A Public Organization. ❑ Not compensated with federal funds.
The purpose of this agreement is for the host agency and AARP Foundation to enter into a joint engagement in the SCSEP,
under which a participant receives training in a community service assignment while actively pursuing unsubsidized
employment. The host agency agrees to provide meaningful training and work experience to the participant(s) in exchange
for federally subsidized community service hours by AARP Foundation.
To ensure our host agency partners understand their important role in the daily lives of SCSEP participants and their
responsibilities in supporting each participant's goals to enhance or learn new skills and to obtain unsubsidized
employment, we ask that each host agency supervisor clearly understand and support the following agency and participant
requirements in this amreement:
1) The host agency agrees to support SCSEP objectives and will consider hiring participant(s) in permanent
employment positions(s), if a vacancy arises.
2) The host agency acknowledges that AARP Foundation may reassign participant(s) at any time in accordance
with SCSEP rules, regulations, and policies.
3) It is understood that the purpose of the SCSEP is for a participant to provide community service while they
actively pursue training and unsubsidized employment off of the program When an individual enrolls and/or
gets a job off the program they may lose their public benefits. These benefits may include, but are not limited
to: Public Housing, Food Stamps, SSI/SSD, and Medicaid.
4) It is understood that participants may miss some hours at the host agency assignment in order to pursue training
and unsubsidized employment that is provided outside of the host agency. Participants may be required to do
the following activities/tasks:
• Accept referrals and interviews for employment outside the program;
• Conduct an ongoing search for unsubsidized employment as specified in the Individual Employment
Plan (IEP) and as directed by an AARP Foundation representative;
• Accept regular transfers to other host agency assignments as necessary to further the participant's
training and work experience;
• Register and maintain registration with the State Employment Service and/or One Stop Center;
• Attend job search training, job clubs, participant meetings, etc., when offered by the AARP Foundation
office, and engage in continuing unsubsidized job search activities.
5) It is understood that the SCSEP is short-term, work -training to prepare participants for unsubsidized
employment off of the program The SCSEP is not an entitlement, nor is it designed to solely provide income
maintenance. SCSEP participants are in training status, preparing for unsubsidized employment.
6) It is understood that training with the host agency is a short-term opportunity, participation in the SCSEP is
NOT a job, and participants are NOT employees of either the AARP Foundation or the host agency where they
are temporarily assigned.
7) It is understood that AARP Foundation SCSEP does not conduct background checks or drug screening on
participants. Host agencies may conduct background checks and drug screenings in their sole and exclusive
discretion and in accordance with applicable law. The AARP Foundation SCSEP is not financially or otherwise
responsible for any costs, expenses or claims associated with background checks or drug screenings.
8) The host agency agrees to have a fax machine in good working condition in order to both receive and send
participant Time & Attendance Reports from and to the AARP Foundation office or designated fax number.
"Good working order" includes insuring that the document output settings are correct so that the fax is readable -
not overly dark or overly light. Without good fax copies, AARP Foundation SCSEP cannot scan timesheets. If
AARP Foundation SCSEP is consistently unable to scan your timesheets, AARP Foundation SCSEP
participants cannot be paid and will potentially have to be transferred to a host agency where a fax machine is
properly working.
9) Host agencies agree to give serious consideration for any permanent job openings in the agency to qualified
participants. The host agency agrees to provide supervision, training, and a safe work environment for each
assigned participant. The host agency also agrees to the provisions outlined in the Participant and Host Agency
Handbook as a condition of participation in the SCSEP.
10) The host agency agrees to respond to the host agency customer satisfaction survey that is issued by the U.S.
Department of Labor (DOL) if randomly selected. This survey is generally sent out in January, but timing is at
the discretion of DOL. If selected, please complete the survey as it influences continued DOL funding for the
SCSEP grant. The DOL will make three attempts to obtain a completed survey from a host agency.
11) It is understood that the AARP Foundation is responsible for providing workers' compensation insurance for all
participants, in accordance with state law. The host agency is responsible for maintaining a safe working
environment for participants during their normal course of duties; and to insure that proper equipment,
procedures, and safe practices are used in conformance with state law. AARP Foundation has the right to
coordinate onsite safety inspections with the host agency to insure that work procedures, equipment and
practices are used to protect the safety of participants. If the host agency fails to adhere to reasonable safe
working practices, AARP Foundation has the right to terminate the agreement for cause and for the protection
of the participants.
The host agency must keep the following key safety issues in mind at all times:
• No lifting over 20 pounds
• No step stools or ladders
• Participants may not drive unless the assignment, which includes driving, is approved by AARP
Foundation
• Participants must always be supervised
12) No participant is authorized to drive as part of his or her assignment without the approval of AARP Foundation.
Only in exceptional situations can a participant transport other passengers and only then with the approval of
the national SCSEP director. If participant duties include driving a vehicle owned or operated by the host
agency, the host agency shall maintain appropriate automobile liability covering participant(s) engaged in the
performance of their training assignments using a vehicle owned or operated by the host agency. Applicable
statutes will govern the limits of liability for Federal, state, and local government host agencies. A copy of the
host agency's certification of insurance and participant's current driver's license and a motor vehicle record
(MVR) check is required prior to the driving assignment beginning. Participants will be reimbursed for the cost
of the MVR.
If the participant drives his or her own vehicle as part of his or her assignment, the participant must also
maintain automobile liability nisurance in the appropriate amount covering participant(s) engaged in the
perfonnance of their assignments using a vehicle owned or operated by the participant. The host agency shall
also reimburse the participant for mileage if the participant drives his or her own vehicle in the performance of
the host agency assignment. A copy of the host agency's certification of insurance, the participant's certification
of insurance, the participant's current driver's license, and a MVR is required prior to the driving assignment
beginning. Participants will be reimbursed for the cost of the MVR.
13) It is understood that the AARP Foundation's SCSEP is federally funded and is required to maintain
documentation (timesheets) to substantiate the expenditure of federal funds for wages. It is also understood and
agreed to that AARP Foundation SCSEP shall pay the wages of participants assigned to the host agency. The
host agency shall not permit participant(s) to perform community service for any hours not in accordance with
those expressly authorized by AARP Foundation or to volunteer hours. If the host agency permits participant(s)
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13) to perform community service exceeding authorized hours, or to return to community service training
assignments without prior authorization from AARP Foundation representative or past the participant's
termination date, host agency shall compensate participant(s) for such time. The host agency agrees to verify,
sign and return accurately completed timesheets to AARP Foundation SCSEP for processing. Timesheets must
be signed by the individual participant and by a responsible supervisory official having firsthand knowledge of
the hours worked by the participant. AARP Foundation recognizes that assigned supervisors change and may
not always be available to sign participant timesheets. In this case, in lieu of providing the names and signatures
of authorized supervisors, by signing this Host Agency Agreement, the authorized agency representative agrees
to ensure that the participant signs his/her timesheet and that a responsible official of the agency certifies that
the reported information on the timesheet is correct
14) It is understood that it must not use participants as substitutes for permanent employees in the agency. Federal
regulations prohibit "maintenance of effort," Participants are additions to, not substitutes for, regular agency
staff. Maintenance of effort requirements regarding the use of SCSEP funds specify that a community service
assignment for a participant under Title V of the Older Americans Act is permissible only when the following
specific maintenance of effort requirements are met. Community service assignments:
• Must not reduce the number of employment opportunities or vacancies that would otherwise be
available to individuals who are not SCSEP participants;
• Must not displace currently employed workers (inchiding partial displacement, such as a reduction in
the hours of non -overtime work, wages, or employment benefits);
• Must not impair existing contracts or result in the substitution of Federal funds for other funds in
connection with work that would otherwise be performed; and
• Must not assign or continue to assign an SCSEP participant to perform the same work or substantially
the same work as that performed by any other individual who is on layoff.
l 5) The host agency will be listed on the Time Attendance Report. If there are changes to a participant's supervisor,
the AARP Foundation SCSEP office must be notified so that the information can be updated in the databases.
16) It is understood that all participant(s) records are subject to the Privacy Act, 5 U.S.C. § 552a, and neither party
shall release records without written release signed by participant(s) or otherwise in accordance with law.
17) The host agency shall maintain all records, including original or copies ofparticipant(s) timesheets, relating to
this agreement for a period of four years. The host agency shall retain original participant(s) time sheets if faxed
to AARP Foundation for payment. AARP Foundation or the DOL, through any authorized representative, shall
have access to and the right to examine all records related to this agreement.
18) It is understood that either party may terminate this agreement at any time for any reason upon notification to
the other party. The host agency may reject or request the removal of any participant at any time for any lawful
reason upon written notification to AARP Foundation.
19) It is understood that any amendment, modification, or addendum to this agreement including changes or
modifications to training assignments, must be made by mutual consent of the parties, in writing, signed and
dated by both parties, prior to assignment of participant(s) to host agency or any changes being performed.
(-o,r� L,Verri ere X,41 (' omcJe.v Date , Project Director Date
Please provide your current email address in the space below:
LaVerr�- P re L Q bbd I, u
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SAFETY 15 NO ACCIDENT
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13) to perform community service exceeding authorized hours, or to return to community service training
assignments without prior authorization from AARP Foundation representative or past the participant's
termination date, host agency shall compensate participant(s) for such time. The host agency agrees to verify,
sign and return accurately completed timesheets to AARP Foundation SCSEP for processing. Timesheets must
be signed by the individual participant and by a responsible supervisory official having firsthand knowledge of
the hours worked by the participant. AARP Foundation recognizes that assigned supervisors change and may
not always be available to sign participant timesheets. In this case, in lieu of providing the names and signatures
of authorized supervisors, by signing this Host Agency Agreement, the authorized agency representative agrees
to ensure that the participant signs his/her timesheet and that a responsible official of the agency certifies that
the reported information on the timesheet is correct.
14) It is understood that it must not use participants as substitutes for permanent employees in the agency. Federal
regulations prohibit "maintenance of effort." Participants are additions to, not substitutes for, regular agency
staff. Maintenance of effort requirements regarding the use of SCSEP funds specify that a community service
assignment for a participant under Title V of the Older Americans Act is permissible only when the following
specific maintenance of effort requirements are met. Community service assignments:
• Must not reduce the number of employment opportunities or vacancies that would otherwise be
available to individuals who are not SCSEP participants;
• Must not displace currently employed workers (including partial displacement, such as a reduction in
the hours of non -overtime work, wages, or employment benefits);
• Must not impair existing contracts or result in the substitution of Federal funds for other funds in
connection with work that would otherwise be performed; and
• Must not assign or continue to assign an SCSEP participant to perforin the same work or substantially
the same work as that performed by any other individual who is on layoff.
15) The host agency will be listed on the Time Attendance Report. If there are changes to a participant's supervisor,
the AARP Foundation SCSEP office must be notified so that the information can be updated in the databases.
16) It is understood that all participant(s) records are subject to the Privacy Act, 5 U.S.C. § 552a, and neither party
shall release records without written release signed by participant(s) or otherwise in accordance with law.
17) The host agency shall maintain all records, including original or copies of participant(s) timesheets, relating to
this agreement for a period of four years. The host agency shall retain original participant(s) time sheets if faxed
to AARP Foundation for payment. AARP Foundation or the DOL, through any authorized representative, shall
have access to and the right to examine all records related to this agreement.
18) It is understood that either party may terminate this agreement at any time for any reason upon notification to
the other party. The host agency may reject or request the removal of any participant at any time for any lawful
reason upon written notification to AARP Foundation.
19) It is understood that any amendment, modification, or addendum to this agreement including changes or
modifications to training assignments, must be made by mutual consent of the parties, in writing, signed and
dated by both parties, prior to assignment of participant(s) to host agency or any changes being performed.
Lo,(; LaVerri ere A4, Kavua9v_,v Date
Please provide your current email address in the space below:
P2
, Project Director Date
SAFETY IS NO ACCIDENT
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