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2014 04 14 Consent 309 Seminole County Day Camp Provider Agreement COMMISSION AGENDA Informational Consent X ITEM 309 public Hearings g Regular April 14, 2014 KS CC Regular Meeting City Manager Department REQUEST: The Parks and Recreation Department requests the City Commission approve the execution of the Seminole County Day Camp Provider Agreement for Summer Camp Scholarships and to authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. SYNOPSIS: The Parks and Recreation Department holds our annual Camp Sunshine Summer Camp program. Seminole County has received federal funding to pass on to the cities for summer day camp scholarships. Parks and Recreation estimates between 10-15 families will benefit from this program in our Summer Camp. Seminole County will reimburse the City up to $990 per eligible participant in the 9 week program. CONSIDERATIONS: • Winter Springs Parks and Recreation has conducted a Summer Day Camp program for the last 14 years. Approximately 50-70 children attend the program weekly. Over 90% are Winter Springs Residents. • The 2013 Summer Day Camp attendance averaged 62 campers weekly and managed camp expenses to finish the summer in a positive fiscal position. • The Parks and Recreation Program Coordinator partnered with Seminole County Community Services regarding a Community Development Block Grant that provides full funding for day camp scholarships for eligible individuals. • Parks and Recreation estimates that 10 families or more will benefit from the program that meet the household income criteria. • Seminole County will reimburse the City up to $990 per camper for eligible Seminole Consent 309 PAGE 1 OF 2-April 14,2014 County residents in the 9 week program. . Parks and Recreation staff will submit to the County a written invoice and all necessary documentation to obtain reimbursement. FISCAL IMPACT: Up to $9,900 reimbursement from Seminole County for Camp scholarships via CDBG funding. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney/Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas/Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: Staff recommends that the City Commission approve the execution of the Seminole County Day Camp Provider Agreement and to authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. ATTACHMENTS: Attachment A - Seminole County Day Camp Provider Agreement Consent 309 PAGE 2 OF 2-April 14,2014 ______________________________________________ Seminole County / City of Winter Springs Day Camp Provider Agreement Page 1 of 12 DAY CAMP PROVIDER AGREEMENT THIS AGREEMENT is made and entered into this _____ day of __________________, 20____, by and between SEMINOLE COUNTY, a political subdivision of the State of Florida, whose address is Seminole County Services Building, 1101 East First Street, Sanford, Florida 32771, hereinafter referred to as “COUNTY”, and the CITY OF WINTER SPRINGS, a Florida Municipal Corporation, whose address is 1126 East State Road 434, Winter Springs, Florida 32708, hereinafter referred to as “DAY CAMP PROVIDER”. W I T N E S S E T H: WHEREAS, COUNTY has received Community Services Block Grant funding in the amount of EIGHTY-EIGHT THOUSAND AND NO/100 DOLLARS ($88,000.00), hereinafter referred to as the Grant, from the State of Florida Department of Economic Opportunity for day camp scholarships for eligible individuals residing in Seminole County, Florida; and WHEREAS, in response to the needs of these individuals, COUNTY may issue vouchers for day camp scholarships, hereinafter referred to as “Day Camp Scholarship Vouchers”, for income eligible individuals residing in Seminole County, Florida, hereinafter referred to as “Camper”, participating in a COUNTY program for payment of day camp tuition and other specified expenses for short-term day camp services provided by DAY CAMP PROVIDER; and WHEREAS, the purpose of this Agreement is to identify the COUNTY approved day camp programs to be delivered by the DAY CAMP PROVIDER; establish the costs associated with the approved day camp programs; describe the processes and procedures that will be followed if an eligible Camper receives a Day Camp Scholarship Voucher from COUNTY for enrollment in one of the DAY CAMP PROVIDER’s approved day camp programs; and identify the operating procedures governing payment for the day camp programs; and ______________________________________________ Seminole County / City of Winter Springs Day Camp Provider Agreement Page 2 of 12 WHEREAS, COUNTY has statutory authority to disburse the Grant under this Agreement, NOW, THEREFORE, in consideration of the mutual understandings and covenants set forth herein, the receipt and sufficiency of which are hereby acknowledged, COUNTY and DAY CAMP PROVIDER agree as follows: Section 1. Term. This Agreement becomes effective upon execution by all parties and terminates on September 30, 2014, unless otherwise terminated pursuant to the terms of this Agreement. Section 2. Responsibilities. COUNTY and DAY CAMP PROVIDER hereby specifically agree to the following: (a) COUNTY shall solely determine whether Seminole County residents interested in day camp services are eligible for Day Camp Scholarship Vouchers in accordance with applicable Federal and State income eligibility and other program criteria, including the Scope of Services attached hereto and incorporated herein as Exhibit A. Only those Campers determined eligible and in need of day camp services by COUNTY shall be issued a Day Camp Scholarship Voucher for day camp services; provided, however, sufficient funds are available, in COUNTY’s determination, to cover COUNTY’s portion of the day camp costs. All terms and conditions of this Agreement are subject to continued Grant fund availability. (b) COUNTY shall not guarantee any referrals, set aside any day camp scholarships, or budget any funds whatsoever for any day camp programs offered by the DAY CAMP PROVIDER. All decisions regarding the issuance of a Day Camp Scholarship Voucher shall be made on a case by case basis by COUNTY, taking into consideration the information available, including, but not limited to the assessed needs of the Camper and any additional costs to the Camper. COUNTY shall, in its sole discretion, determine whether to issue a Day Camp Scholarship Voucher for any ______________________________________________ Seminole County / City of Winter Springs Day Camp Provider Agreement Page 3 of 12 approved day camp program offered by a particular DAY CAMP PROVIDER. A matrix of approved day camp programs is attached hereto and incorporated herein as Exhibit B. (c) DAY CAMP PROVIDER shall deliver the day camp program in accordance with the day camp program description in effect at the time the Camper enrolls in the particular day camp program. (d) DAY CAMP PROVIDER shall immediately notify COUNTY in writing of any changes in the approved day camp program, including but not limited to the day camp description and program cost described in Exhibit F prior to the enrollment of any COUNTY sponsored Camper. (e) DAY CAMP PROVIDER agrees to accept the Day Camp Scholarship Voucher and bill COUNTY for the agreed upon day camp costs at no more than the total of the Day Camp Scholarship Voucher or the total published cost of the specific day camp services for municipal residents, whichever is less. The amount of the Day Camp Scholarship Voucher shall be determined by COUNTY up to a maximum amount of NINE HUNDRED NINETY AND NO/100 DOLLARS ($990.00) of the cost of day camp tuition per Camper to DAY CAMP PROVIDER. COUNTY shall pay no other costs or fees that are not specified in this Agreement and included on the Day Camp Scholarship Voucher. Payments for tuition and/or other approved costs will be made only for those Campers receiving a valid signed COUNTY Day Camp Scholarship Voucher. The Camper must be enrolled in and receiving day camp services designated on the Day Camp Scholarship Voucher before the COUNTY Day Camp Scholarship Voucher is considered valid. If the Camper does not begin day camp, DAY CAMP PROVIDER shall immediately return the Day Camp Scholarship Voucher to COUNTY. COUNTY will not pay DAY CAMP PROVIDER for a week in which the Camper does not attend at least one (1) day. ______________________________________________ Seminole County / City of Winter Springs Day Camp Provider Agreement Page 4 of 12 (f) The COUNTY Day Camp Scholarship Voucher shall be issued for a limited time frame not to exceed a nine (9) week period. (g) Campers receiving a Day Camp Scholarship Voucher from COUNTY shall be enrolled by DAY CAMP PROVIDER only in the approved day camp program for the designated period of time specified on the COUNTY Day Camp Scholarship Voucher. At no time shall DAY CAMP PROVIDER allow a COUNTY Camper to switch day camp programs or to extend his/her day camp services at COUNTY’s cost. (h) DAY CAMP PROVIDER shall provide COUNTY a record of completion of the day camp program by the Camper within ten (10) business days of said completion. This information shall be released to COUNTY based on Camper’s authorization as outlined on the Day Camp Scholarship Voucher. DAY CAMP PROVIDER shall provide COUNTY a completed Monthly Report within ten (10) days of the end of the month. A copy of the Monthly Report is attached hereto and incorporated herein as Exhibit C. (i) DAY CAMP PROVIDER shall refer COUNTY Campers back to COUNTY in the event that the Camper or DAY CAMP PROVIDER is unable to continue the day camp services specified in the Day Camp Scholarship Voucher. DAY CAMP PROVIDER shall also notify COUNTY in writing of this occurrence. (j) DAY CAMP PROVIDER agrees that each Camper receiving a Day Camp Scholarship Voucher for day camp services shall be evaluated by the DAY CAMP PROVIDER for all financial aid eligibility normally available to DAY CAMP PROVIDER’s Campers. A Camper eligible for assistance shall not be discriminated against in receipt of such financial aid solely due to his/her receipt of a COUNTY Day Camp Scholarship Voucher. ______________________________________________ Seminole County / City of Winter Springs Day Camp Provider Agreement Page 5 of 12 (k) It is the responsibility of DAY CAMP PROVIDER to provide sufficient oversight to prevent misapplication of funds that results in double payment of any charges or the utilization of Federal, State or COUNTY funds when other funds could have been used for the same purpose. Section 3. Payment. (a) DAY CAMP PROVIDER shall submit to COUNTY a written invoice in the form of Exhibit E, Request for Payment, and all necessary supporting documentation for the approved day camp tuition and other identified and included costs once a Camper possessing a valid signed Day Camp Scholarship Voucher is enrolled in a day camp program. This invoice must be supported by a copy of the COUNTY Day Camp Scholarship Voucher and any receipts, as applicable. Each CAMPER shall be identified by name and costs associated with each Camper shall be itemized. The Monthly Invoice, Exhibit E, is due to COUNTY by the 10th day of the following month. The payment request shall be addressed to: Day Camp Provider Reimbursement Request Department of Community Services Seminole County 534 West Lake Mary Boulevard Sanford, Florida 32773 Invoices accepted for payment shall be paid within thirty (30) days of receipt. Invoices not accepted for payment due to inconsistencies, errors, or failure to submit supporting documentation, shall be returned to DAY CAMP PROVIDER for correction and resubmission. (b) The COUNTY Day Camp Scholarship Voucher shall specify the expenses that will be paid for with funds administered by COUNTY. DAY CAMP PROVIDER shall adhere to the plan of action established by the Day Camp Scholarship Voucher. Section 4. Refunds. (a) The DAY CAMP PROVIDER shall, in conformity with its established refund policies, refund such monies for day camp tuition and fees paid by COUNTY for Campers who ______________________________________________ Seminole County / City of Winter Springs Day Camp Provider Agreement Page 6 of 12 enroll in and begin a day camp program, but drop out of day camp. Refunds due for tuition and fees paid under this Agreement shall be made payable to COUNTY at the address provided in Section 6 herein. DAY CAMP PROVIDER shall refund to COUNTY any Grant funds used for ineligible purposes under the laws, rules and regulations governing the use of these Grant funds. A separate email advising COUNTY that a refund is being mailed shall be sent by DAY CAMP PROVIDER to COUNTY at ocarter@seminolecountyfl.gov. (b) In accordance with Section 215.34(2), Florida Statutes, if a check or other draft is returned to COUNTY for collection, DAY CAMP PROVIDER shall pay to COUNTY a service fee of FIFTEEN AND NO/100 DOLLARS ($15.00) or five percent (5%) of the face amount of the returned check or draft, whichever is greater. Section 5. Access and Retention of Public Records. (a) The parties shall comply with the public records laws of the State of Florida and the non-confidential portions of all financial records, supporting documents, and any other documents pertinent to this Agreement shall be available for inspection by any person in accordance with Chapter 119, Florida Statutes. DAY CAMP PROVIDER shall comply with Federal and State law to ensure the confidentiality of personal information including name, Social Security Number, Social Security benefit data, date of birth, official State or government issued driver’s license or identification number, alien registration number, government passport number, employer or taxpayer identification number, home address, phone number and medical information of each Camper receiving a COUNTY Day Camp Scholarship Voucher. (b) DAY CAMP PROVIDER shall have in place an official process for investigating and reporting lost or stolen confidential information. Any infraction or potential infraction of State and/or Federal laws related to the loss or theft of confidential information shall immediately be reported to the COUNTY in writing. ______________________________________________ Seminole County / City of Winter Springs Day Camp Provider Agreement Page 7 of 12 (c) The parties hereto shall retain all financial records, supporting documents, and any other documents pertinent to this Agreement for a period of five (5) years after the termination or expiration date, whichever is earlier, or such longer period as may be required by Federal or State law. Section 6. Notices. All notices, consents, approvals and required reports which any party shall be required or shall desire to make or give pursuant to this Agreement, shall be given in writing and delivered to the below designated persons by First Class United States mail or facsimile transmission, proof of delivery and receipt retained by the sending party: For COUNTY: Seminole County Department of Community Services 534 West Lake Mary Boulevard Sanford, Florida 32773 For DAY CAMP PROVIDER: City of Winter Springs 1126 East State Road 434 Winter Springs, Florida 32708 Either of the parties may change, by written notice as provided above, the person or address for receipt of notice. Section 7. Termination. (a) This Agreement may be terminated for convenience at any time by either party with thirty (30) days written notice. In the event of such termination, there shall be no interruption in services for COUNTY sponsored Campers already enrolled in day camp through the period paid for by the Day Camp Scholarship Voucher issued and paid. DAY CAMP PROVIDER has thirty (30) days after the effective date of the termination for convenience to bill for any payments due. DAY ______________________________________________ Seminole County / City of Winter Springs Day Camp Provider Agreement Page 8 of 12 CAMP PROVIDER shall be entitled to receive just and equitable compensation for any services performed hereunder through the date of termination. (b) Either party may terminate this Agreement in writing when it has been determined that the other party has failed to comply with any of the terms specified herein or has violated any stipulations of this Agreement. The obligation of COUNTY to make all payments due under this Agreement for all enrollments prior to the effective date of termination of this Agreement shall survive termination unless DAY CAMP PROVIDER fails to perform. If DAY CAMP PROVIDER fails to perform, in whole or in part, COUNTY may serve a termination notice that shall be effective as provided in Section 6 herein. In the event of such termination, COUNTY shall be liable for payment only for services rendered prior to the effective date of termination. Final billing for payment must be received by COUNTY within thirty (30) days of termination date. Refunds due for any payments made for services that have not been provided must be received by COUNTY within thirty (30) days of the termination date. The obligation of DAY CAMP PROVIDER to refund to COUNTY any payments made for services that have not been provided shall survive termination of this Agreement. Section 8. Indemnification. (a) Each party to this Agreement is responsible for all personal injury and property damage attributable to the negligent acts or omissions arising out of this Agreement of that party and the officers, employees and agents thereof. (b) The parties further agree that nothing contained herein shall be construed or interpreted as denying to any party any remedy or defense available to such parties under the laws of the State of Florida, nor as a waiver of sovereign immunity of COUNTY and DAY CAMP PROVIDER beyond the waiver provided for in Section 768.28, Florida Statutes. ______________________________________________ Seminole County / City of Winter Springs Day Camp Provider Agreement Page 9 of 12 (c) The waiver of a provision herein by either party shall not constitute the further waiver of said provision or the waiver of any other provisions. Section 9. Assignment and Third Party Beneficiaries. Assignment of this Agreement by either party is expressly prohibited. There are no third party beneficiaries to this Agreement. Section 10. Mandated Conditions. (a) Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Florida and the parties consent to venue in the Circuit Court in and for Seminole County, Florida, as to State actions and the United States District Court for the Middle District of Florida as to Federal actions. (b) Accuracy of Submittals. The validity of this Agreement is subject to the truth and accuracy of all the information, representations, and materials submitted or provided by the DAY CAMP PROVIDER in this Agreement, in any later submission or response to a COUNTY request, or in any submission or response to fulfill the requirements of this Agreement. All of said information, representations, and materials are incorporated by reference. The inaccuracy of the submissions or any material changes shall, at the option of COUNTY and with thirty (30) days written notice to DAY CAMP PROVIDER, cause the termination of this Agreement and the release of COUNTY from all its obligations to DAY CAMP PROVIDER. (c) Counterparts. This Agreement may be executed in any number of counterparts, any one of which may be taken as an original. (d) Other Regulations. DAY CAMP PROVIDER agrees to comply with the Americans With Disabilities Act (Public Law 101-336, 42 U.S.C. Section 12101 et seq.) and the Florida Civil Rights and Fair Housing Acts (Sections 760.01-760.37, Florida Statutes), which prohibit discrimination by public and private entities on the basis of disability in employment, ______________________________________________ Seminole County / City of Winter Springs Day Camp Provider Agreement Page 10 of 12 public accommodations, transportation, State and local government services, and telecommunications. (e) Unauthorized Workers. COUNTY will not intentionally award publicly-funded contracts to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act (“INA”)]. COUNTY shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by DAY CAMP PROVIDER of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by COUNTY. (f) Lobbying Prohibition. (1) No funds or other resources received from COUNTY under this Agreement may be used directly or indirectly to influence legislation or any other official action by the Florida Legislature or any State agency. (2) DAY CAMP PROVIDER certifies, by its signature to this Agreement, that to the best of his or her knowledge and belief: (A) No Federal appropriated funds have been paid or will be paid, by or on behalf of DAY CAMP PROVIDER, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan or cooperative agreement. (B) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of ______________________________________________ Seminole County / City of Winter Springs Day Camp Provider Agreement Page 11 of 12 any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan or cooperative agreement, DAY CAMP PROVIDER shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying”. (g) Incorporation of Laws, Rules, Regulations and Policies. (1) DAY CAMP PROVIDER and COUNTY shall be governed by applicable Federal and State laws, rules, regulations and policies. (2) DAY CAMP PROVIDER shall comply with the State of Florida, Department of Economic Opportunity Federally-Funded Subgrant Agreement, as amended, attached hereto and incorporated herein as Exhibit D. Section 11. Entire Agreement. This Agreement constitutes the entire agreement between the parties hereto with respect to the specific matters contained herein and supersedes all provisions discussions, understandings and agreements relating hereto and cannot be changed except in writing signed by each of the parties to this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the dates set forth below the respective signatures. ATTEST: CITY OF WINTER SPRINGS By: ANDREA LORENZO-LUACES CHARLES LACEY, Mayor City Clerk Date: [Balance of this page left intentionally blank; signatures continued on page 12] ______________________________________________ Seminole County / City of Winter Springs Day Camp Provider Agreement Page 12 of 12 ATTEST: BOARD OF COUNTY COMMISSIONERS SEMINOLE COUNTY, FLORIDA By: MARYANNE MORSE ROBERT DALLARI, Chairman Clerk to the Board of County Commissioners of Date: Seminole County, Florida. For the use and reliance As authorized for execution by the Board of County of Seminole County only. Commissioners at its __________________, 20____, regular meeting. Approved as to form and legal sufficiency. County Attorney Attachments: Exhibit A – Scope of Services Exhibit B – Day Camp Program Matrix Exhibit C – Monthly Report Exhibit D – State of Florida, Department of Economic Opportunity Federally-Funded Subgrant Agreement Community Services Block Grant and Modification of Agreement Exhibit E – Request for Payment Exhibit F – Day Camp Description and Program Cost MCC/sjs 3/14/14 P:\Users\Legal Secretary CSB\Community Services\2014 Agreements\Day Camp Provider Agreement - Winter Springs.doc  1   EXHIBIT A SCOPE OF SERVICES Generally: The Community Services Block Grant - (CSBG) includes a $411,271 appropriation for Seminole County through the Department of Economic Opportunity (DEO). Of this funding $88,000.00 has been approved for a Day Camp Scholarship Program. The purpose of the Day Camp Scholarship Program is to provide a safe environment for youth to enable working parents to maintain employment during the summer months. Additionally, this program will enable youth to avoid risk-taking behavior for a defined period of time. The funds under the program are intended to target families that meet the following criteria:  Household must reside in Seminole County; and  Household’s income must be at or below 125% of the Federal Poverty Limit (see chart below); In addition, the household’s child(ren) must meet the following criteria to be determined eligible:  Child(ren) must reside in Seminole County (at least 50% of the time); and  Child(ren) must be between the ages of five (5) and fifteen (15). 125% of Federal Poverty Limit (Effective 4/1/2014) 1 Person 2 Persons 3 Persons 4 Persons 5 Persons 6 Persons 7 Persons 8 Persons $14,588 $19,633 $24,738 $29,813 $34,888 $39,963 $45,038 $50,113 Specific Obligations: 1. SUBRECIPIENT shall reserve at a minimum the amount of spaces for eligible campers as specified in the Inter-Agency Day Camp Agreement, Exhibit B – Day Camp Provider Matrix. 2. The SUBRECIPIENT will provide services listed by their agency as outlined in the Inter- Agency Day Camp Agreement, Exhibit B - Day Camp Provider Matrix, for the equivalent of a Day Camp Scholarship. 3. COUNTY shall ensure that the households receiving assistance meet all of the following conditions: a. Households receiving assistance meet the program eligibility as described above. b. Process invoiced payments within 30 days of receipt. 4. Administrative Costs. There will be no Administrative Cost reimbursements connected to this agreement. 5. No SUBRECIPIENT board member, employee or any related family member of either shall receive or obtain gain, profit, or benefit in the form of a commissions, fees, or payment for any other related product or service funded under this Agreement. 6. SUBRECIPIENT shall submit completed monthly reports for the months of June, July and August of 2014 in the form of Exhibit C to the Inter-Agency Agreement to the  2   COUNTY by the tenth (10th) day of July, August and September for the previous month. The following categories apply: a. Number of jobs created or retained. i. Tracks the jobs created or retained because of the receipt of CSBG Day Camp Scholarships. ii. Track the amount of hours each job (position) worked on a weekly basis. b. Number of campers receiving a Day Camp Scholarship for the month and how many completed the program. i. Measures program success in contributing to parent’s maintaining employment and youth avoiding risk-taking behavior for a defined period of time. Agency Number of Scholarships Value of Scholarships Weekly Charge Scholarships Include Camper Ages Location Dates of Camp Camp Hours City of Altamonte Springs 10*$500.00 $500/summer Camp and select field trips 6 to 12 Westmonte Park June 2, 2014-August 1, 2014 7:00 AM- 6:00 PM Camp and select field trips 13 to 15 Teague Middle School June 2, 2014-August 1, 2014 7:00 AM- 6:00 PM City of Casselberry 25*$760.00 $95/week Camp and field trips Entering 1st- Entering 7th Grade Casselberry Elementary June 2, 2014-July 25, 2014 7:00 AM-6:00 PM City of Longwood 10*$855.00 $95/week Camp, field trips, and t-shirt Entering 1st grade- 8th grade Longwood Elementary School June 2, 2014-August 1, 2014 7:30 AM-6:00 PM City of Oviedo 24* (20 Elementary and 4 middle school)$1,300.00 $130/weekly Camp, fields trips and t-shirt Ages 6 to 13 Riverside Park June 2, 2014-August 8, 2014 7:30AM - 6:00PM City of Sanford 10*$575.00 $15 Non- resident Fee $70/weekly Camp and Lunch 6 to 12 Riverwalk Academy June 9, 2014-August 1, 2014 7:30 AM-5:30 PM City of Winter Springs 10*$990.00 $110/weekly Camp, fields trips (3x/week), camp t-shirt, lunch (1x/week) Entering Grades 1- 6 Winter Springs Civic Center June 2, 2014-August 1, 2014 7:30AM - 5:30PM Seminole County Leisure Services 2 weekly*$2,352.00 $147/weekly Camp 7 to 12 Ed Yarborough Nature Center June 2 - 6 , 2014 June 9 - 13, 2014 June 16 -20, 2014 June 23 - 27, 2014 July 7 - 11, 2014 July 14 - 18, 2014 July 21 - 25, 2014 July 28 -August 1, 2014 7:30AM - 5:30PM Seminole County Police Athletic League (PAL)60*$965.00 $100/weekly + $65 registration fee Camp and an occassional extra field trip Completed kindergarten to 8th grade Juvenile Enforcement Center June 2, 2014-August 1, 2014 7:00 AM-6:00 PM Seminole County School Board 40*$1,168.00 $127/week + $25 registration fee Camp, lunch, and field trips Kindergarten-5th Grade Red Bug Lake Elementary Crystal Lake Elementary Strenstrom Elementary Spring Lake Elelmentary June 2, 2014-August 1, 2014 7:00 AM- 6:00 PM City of Lake Mary 4*$1,125.00 $250/week for 2 week sessions $125/week for 1 week session Camp, field trips, and lunch on field trip days 6 to 11 Lake Mary Community Center June 2- 13, 2014 June 16- 27, 2014 June 30-July 11, 2014 July 14- 25, 2014 July 28- August 1, 2014 7:30 am-5:30 pm *Up to the number of scholarships available for each camp depending upon demand and funding availaibility. If reserved spots are not filled with County approved campers by May 12, 2014, each day camp provider reserves the right to open the slots to the general public. Exhibit B - Day Camp Program Matrix EX H I B I T “ C ” MO N T H L Y R E P O R T CS B G D a y C a m p S c h o l a r s h i p P r o g r a m R e p o r t m u s t b e s u b m i t t e d t o S e m i n o l e C o u n t y C o m m u n i t y A s s i s t a n c e D i v i s i o n b y J u l y 1 0 th , A u g u s t 1 0 th a n d S e p t e m b e r 1 0 th. I. Nu m b e r o f J o b s C r e a t e d a n d R e t a i n e d d u e t o D a y C a m p S c h o l a r s h i p s : Mo n t h : Ch i l d N a m e A g e W e e k l y R a t e We e k 1 We e k 2 We e k 3 We e k 4 We e k 5 Total Weeks Attended During Month Da t e s o f We e k Ju n e 2 – 6 Ju n e 9 - 1 3 Ju n e 1 6 - 2 0 Ju n e 2 3 - 2 7 Nu m b e r o f Da y s At t e n d e d Da t e s o f We e k Nu m b e r o f Da y s At t e n d e d Da t e s o f We e k Nu m b e r o f Da y s At t e n d e d Da t e s o f We e k Nu m b e r o f Da y s At t e n d e d Da t e s o f We e k Nu m b e r o f Da y s At t e n d e d II . Ca m p e r s a n d D a y C a m p S c h o l a r s h i p I n f o r m a t i o n : Mo n t h Nu m b e r o f C a m p e r s R e c e i v i n g D a y Ca m p S c h o l a r s h i p s Nu m b e r o f C a m p e r s C o m p l e t i n g D a y Ca m p Nu m b e r o f C a m p e r s N o t C o m p l e t i n g Da y C a m p Re a s o n s f o r C a m p e r s N o t C o m p l e t i n g Day Camp Ju n e 2 0 1 4 Ju l y 2 0 1 4 Au g u s t 2 0 1 4 II I . Em p l o y m e n t I n f o r m a t i o n : Mo n t h Nu m b e r o f J o b s C r e a t e d N u mb e r o f J o b s R e t a i n e d Ju n e 2 0 1 4 Ju l y 2 0 1 4 Au g u s t 2 0 1 4 Pr o g r a m R e p r e s e n t a t i v e S i g n a t u r e : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a t e : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ MODIFICATION OF AGREEMENT BETWEEN FLORIDA DEPARTMENT OF ECONOMIC OPPORTUNITY AND Seminole County, Florida This Modification is made and entered into by and between the State of Florida, Department of Economic Opportunity f"the Department-),and Serninole Counly,Florida("the Recipient') to modify Department Contract Numbur.14SB-0l;)-06-69 01-025 ("the Agreement"). WHEREAS,the Department and the Recipient have entered into the Agreement,pursuant to which the Departmem has provided a sub-grant of S175,282 to the Recipient; and WHEREAS,FY 2013 carryover funds are available to increase the amount of the funding granted to the Recipient; and WHEREAS,additional funds have become available to increase the amount of the funding granted to the Recipient; and WHEREAS,the modified ,uh-grant is now$411,27 1, NOW, THEREFORE,in consideration of the mutual promises of the parties contained herein, the parties agree as follows: (a) This is a cost-reimbursement Agreement. The Recipient shall bt reimbursed for costs incurred in the satisfactory performance of work hereunder in an amount not to exceed:D411.271, subject to the mailability of funds and appropriate budget authority. The Recipient is authorized to incur costs in all amount not to exceed $345,831 until further notification is receives[by the Department. As funds and budget authority are available, changes to the costs the Recipient may incur will be accomplished by notice from the Department to the Recipient's contact person identified in Attachment H, Recipient Information. The terms of the Agroeniant shall he considered to have been modified to allow the Recipient to incur additional costs upon the Recipient's receipt of the written notice from the Department. This revised contract amount includes: A. 5 175,282 Current CSBG Allocation (FY 2013-2014) B, S 155,718 CaiTyover from FY 2013 C. S 80,271 Base Increase (FY 2013-2014) D. $ 411,271 Total (Arnended CSBG Allocation) 2. If applicable,Attachment H,Recipient Information, Attachment T,Budget Summary,Attachment.I, Subrecipient Information, Attachment K, Budget Detail, Attachment L, Secondary Administrative Expenses and Attachment M, 2013-2014 CSBG Community Action Workplan are hereby deleted in their entirety and replaced with Amended Attachment H,Recipient Information, Amended.Attachment 1. Budget Summary, Amended Attachment J,Subrecipient Information,.amended Attachment K, Budget.Detail, Amended Attachment L,Secondary Administrative Expenses,Amended Attachment M, 2013-2014 CSBG Community Action Workplan and attached hereto and incorporated by reference. 3. Exhibit 2, Special Audit Requirements is hereby deleted in its entirety and replaced with Amended Exhibit 2, Audit Requirements and attached hereto and incorporated by reference. 4. All provisions of the Agreement being modified and any attachments thereto in conflict with this Modification shall be and are hereby changed to conform with this Modification, effective as of the date of the Iast execution of this Modification by both parties. 5. All provisions not in conflict with this Modification remain in full force and effect, and are to be performed at the level specified in the Agreement. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK FY 2014 CSBG AGREEMENT AMENDED EXHIBIT 2 AUDIT REQUIREMENTS The administration of resources awarded by DEO to the recipient may be subject to audits and/or monitoring by DE() as described in this section. MONITORING In addition to reviews of audits conducted in accordance with OMB Circular A-133 and Section 315-97,Fla. Stat„as retijsed (see`A.UDITS"below),monitoring procedures mad.include,but not be limited to,on-site I isits by DEC) staff,limited scope audits as defined bY OVB Cv-cular A-133,as revised,and/or other procedures, By ente6ig into this agreement, the recipient agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by DEC). In the event DE() determines that a limited scope audit of the recipient is appropriate, the recipient alrrees to campIv with any additional instructions provided by DEO staff to the recipient regarding such audit,The recipient further agrees to compl- and cooperate-with any inspections,reviews,investigations,or audits deemed necessary-by the Chief Financial Officer(CFO) or Auditor General. A i7D1 TS PART I: FEDERALLY FUNDED This part is applicable if the recipient is a State or local government or a non-profit organization as defined in OMB Circular A-133,as revised. 1, In the event that the recipient upends$300,000 (��OO,U00 fog fscal�e4�s endiu,g nferDecemGer31, 2003)or rrzare in Federal awards in its fiscal year, the recipient must have a single or program-specific audit conducted in accordance with the provisions of OI 11B Circular A-133,as revised. EXHIBIT 1 to this agreement indicates Federal resources awarded through DEO by this agreement. In determining the Federal awards expended in its Fiscal year, the recipient shall consider all sources of federal awards,including Federal resources received from DEO. The determination of amounts of Federal awards expended should be in accordance with the guidelines established by Ohl$Circular A- 133,as revised An audit of the recipient conducted by the kuditor General in accordance with the provisions of ()MB Circular A-133, as revised,will meet the requirements of this part. 2. In connection with the audit requirements addressed in Part I,paragraph 1, the recipient shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133,as remised. 3. If the recipient expends less than$300,000 ($500,000 for fiscal years ending after December 31,3003) in Federal awards in its fiscal year,an audit conducted in accordance\with the provisions of()1413 Circular A-133,as revised,is not required. In the event that the recipient expends less than$300,000($500,000 for fiscal rears ending after December 31,2003) in Federal av ards in its fiscal year and elects to have an audit conducted in accordance with the provisions of()XIB Circular A-133, as revised, the cost of the audit must he paid from non-Federal resources (i-e., tilt' cost of such an audit must be paid from the recipient resources obtained from other than Federal entities). 4, Alchoogh the audit provisions of(]AiB Circular a-133 ordinarily-donor apply to for-profit sub recipients,in the case of Federal funding provided bl,the U.S.Department of Health and Huanan Services, Circular A-133 does apply. See 45 C.F.R-74?6 for further details. 3. A v-eb site that provides Links to several Federal Single audit Act resources can be found at: http:;/harvester cer�sutigorls�c/sauafo.ltttnl. PART H. STA'T'E FUNDED This part is applicable if the recipient is a non-state entity as defined by Section 215.97k2)1 1-1-1a. Star. 1. In the event that the recipient expends a total amount of state financial assistance equal to or in cveess of$500,0f)0 in any fiscal year of such recipient(for fiscal years ending September 30,2004 or thereafter),the recipient must have a State single or project-specific audit for such fiscal--ear in accordance with Section 315.97,Ra.Stat.,applicable rules of the Department of Financial Services;and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations),Rules of the Auditor General. F.lss'THBI'I' 1 to this agreement indicates state ftraancial assistance awarded through DFO by this agreement. In determining the state financial assistance expended in its fiscal pear, the recipient shall consider all sources of state financial assistance,including state financial-assistance received from DEO,other state agencies; and other non-state entities- State financial assistance does not include Federal direct or pass-thxough awards and resources received by a non-state enuty for Federal program matching requirements. 2. In connection with the audit requirements addressed in Part II,paragraph 1,the recipient shall ensure that the audit complies with the requirements of section 215,97(8),Fla. Star,. 'This includes submission of a financial reporting package as defined by section 215.97(2),Fla.Star.,and Chapters 10.550(local governmental entities) or 10.650 (nonprofit and for-profit organizations),Rules of the Auditor General. 3. If the recipient expends less than$500.000 in stare financial assistance in its fiscal year(for fiscal years ending September 30,2004 or thereafter),an audit conducted in accordance v ith the provisions of section 215.97, Fla.Star., is not required. In the event that the recipient expends less than $500,000 in state financial assistance in its fiscal year and elects to have an audit conducted in accordance with the provisions of section 315.97,Fla.Star., the cost of the audit must be paid from the non-state entit}'s resources {i.e., the cost of such an audit must be paid from the recipient's resources obtained from other than State entities). I. Additional information regarding the Florida Single audit Act can be found at: 1?ilr//«�vu.mlfioiida.coma(fsaa/sra�ires.html, PART III: OTHER AUDIT REQUIREMENTS (NOTE:Tlrir p�rrl auorrld be used 10 speedy arV addilimal wtdil r egrrir emeias d irn ose j)y t1)e State O;Vardirl�erltr �' ) thal are solely a malter of 1Ga1 Stale rrwarrliq enlily;poliey(i e.,the audit is not required Gp Federal or Slate laws and it 1w ill corrllicl mill)other Federal or•State audit require&cnls). Purturrnl 10 Srction 215.97(8).Florida.Slatrrles, .Slate agweies r-saj conduct or arrange far mrdils of slate fruufrrfal atsistance 111a1 are in arle#6011 io audits conducted in ncrordance with Section 2;3,97,F/airla S'1afules. In such all enenl,the Stole Mardiq agencg-vivrt ann,1ge for fivadiug 1Ge fir!l cost of srrdJ irddiLional arrdiir.J N/A PART IV: REPORT SUBMISSION 1. Copies of reporting packages for audits conducted in accordance xArh OMB Circular A-133,as rez-ised,and required by Part 1 of this Exhibit shall be submitted,when required by Section .320 (d), OMB Circular A-133,as reused, by or on behalf of the recipient directly to each of the following at the address indicated: A. DEO at each of the following addresses: Electronic copies (preferred): .kudit(cLdeo.,lt5'lcirida.corn or Paper (hard cop,): Department of Economic Opportunity RISC# 130,Caldwell Building 107 East Madison Street Tallahassee,FF1. 33399-4126 B. Tat Federal Audit Clearinghouse designated in OMB Circular A-133,as revised(the number of copies required by Sections 330 (d)(1) and (2),0NFB Circular A-133,as re-,rised,should be submitted to the Federal Audit Clearinghouse) at the following address: htt : haczester-censt:,-ool- fac collet ddcindes.htt��1 C. Other Federal agencies and pass-througl-t entities in accordance with Sections .320(e) and (0,011IB Circular 133,as revised. 2. Pursuant to Section .320 (f),OMB Circular A-133,as revised,the recipient shall submit a copy of the reporting package described in Section,320(c), OMB Circular A-133,as revised and any management letter issued by the auditor, to DEC)at each of the following addresses: Electronic copies (preferred): Audi dcr-deo.m-Horida.cnm or Paper(hard copy): Department of Economic Opportunity MSC# 130,Caldwell Building 107 East Madison Street Tallahassee, Fl. 32399-4136 3. Copies of Financial reporting packages required by PART 11 of this Exhibit shall be submitted by or on behalf of the recipient dire ,,ctlt.to each of the following. A. DEC?ar each of the following addresses: Electronic copies (preferred); ludir(r1 cicc}.m�tlorida.cc>m or Paper(]card copy): Department of Econonuc Opporturnity MSC# 130, Caldwell Building 107 East Madison Street Tallahassee,Fl. 32399-4126 B. The Auditor General's Office at the follov�ing address: Auditor General Local Government Audits/342 Claude Pepper Building,Room 401 111 \X'esr 1liadison Strcet Tallahassee,F''L.32399-1450 Email kddress: flaudgen locajor)vtct�.aud.state_fl.us 4. Copies of reports or the management letter requited bs'Part III of this Exhibit shall be submitted by or on behalf of the recipient directly to: A. DEO at each of the following addresses: N/rI 5. Any reports,management letter,or orhei.-information required to be submitted to DEn pursuant to this Agreement shall be submitted timely in accordance with OMB Circular A-1.33,Florida Statutes,and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and For-profit organizations),Rules of the auditor General,as applicable. 6. Recipients,when submitting financial reporting packages to DRO for audits done in accordance with 01\,B Circular .x433 or Chapters 10.550 (local governmental entities)or 10.650(non-profit and for-profit Organizations),Rules of Elie Auditor General,should indicate the date that the reporting package was delivered to the recipient in correspondence accompanying the reporting package. PART V. RECORD RETENTION 1. The recipient shall retain sufficient records demonsrr26ag its compliance with the terms of this Exhibit for a period of fire (5) tears from the dath the audir report is issued,or five(5) state fiscal,,ears after all reporting requirements are satisfied and final payments have been received,whichever period is longer,and shall aIlow DEC),or its designee, CFO, or_'auditor GesaeraI access to such records upon request. In addition,if any litigation, daiin,negotiation,audit, or other action involving the records has been started prior to the expiration of the controlling period as identified above,the records shall be retained until completion of the action and resolution of all issues which arise from it,or until the end of the controlling period as identified above, ,vhichcver is longer,The recipient shall ensure that audir working papers are made available to DE(),or its designee, CF(-), or_Auditor Getueral upon request for a period of five(5)years from the date the audit report is issued,unless extended in writing br DE-(), IN WITNESS WHEREOF, the parties hereto have executed this document as of the dates set out herein. RECIPIENT STATE OF FLORIDA DEPARTMENT OF ECONOMIC OPPORTUNITY (Type Legal Name of Recipient) By: By: William B. Killingsworth, Director (Type Name and Title Here) Division of Community Development Date: Date: Federal Identification Number DUNS"Number *Data Universal Numbering System Approved as to form and legal sufficiency,subject only to full and proper execution by the parties Office of the General Counsel Department of Economic Opportunity By: Approved Date: FY20f4 CSBG AGREEMENT AMENDED ATTACHMENT K BUDGET DETAIL RECIPIENT:Seminole County Government 14SB-UD-06-69-01-025 BUDGET NATIONAL I_xPFNDI T' TI; DE?T it AMOUNT OF SUMMARY PERFORNLANCF CSBG FUNDS LINE INDICATORS Round UP line item totals to dollars. BUD(;FTRD ITFI[ (Direct Client Do NOT usre cents and dearnais in totals. NUMBER Assistance Onl ADMINISTRATIVE EXPENSES RECIPIENT ADMIN.EXPENSES Travel: 2 3 employee and 2 CSBG Board Member to attend ROMA training:Per Diem:1000 miles @.560 per mile=$560.00 3 employees to attend FACA Conference: Per Diem:$675 miles @.560 per mile=$37B TOTAL TRAVEL$ 938 OTHER: 938 Operating Supplies(Toner,Ink Cartridges):$2500 2,500 Office SUpplies(Paper,Folders):$1500 1,500 Transpiration-Postage:$300 300 Building Lease:$3091 3,091 Florida Association for Community Action(FAGA)mernberst 1,200 ROMA Training Registration!$200 x 5=$1000 1,000 FACA Conference Registration:$350 x 3=$1050 1,050 Employee Training;(Case Management)=111500 ;50 Community Needs Assessment:$22,000 Advertisement/Newspaper:CSBG Board meetings and Program-Advertisements$378 x 8=$2,642 2,643 2 TOTAL RECI P I ENT AD M IN EXPENSES 36,972 PROGRAM EXPENSES RECIPIENT DIRECT CLIENT ASSISTANCE TrainipAr Scholarship for Vocational andTechnicafEducation 6 N.P.I.1.2(A) Approximately 40 customers will receive training competencies required to attain,maintain,or increase employment. Vocational Training:40 x$3,475(avg)_$139.034; TABEIGED:20 x$30(avg)=$600 139,634 Child Care Assistance N.P.I.1.2(D) Approximately 58 eligible children will receive Scholarships 1:2(E),6.3(B3), before and after school(44 x $1,280 per child) 74,225 Approximately 121 eligible children will receive N.P.I.6.4(A) for Summer Camp programs.($727.00 per child x 121) 88,000 N.P.1.I.2(H) Farnilv Sel-Sufticiencv Proeratn(FSSPI Rent and Utility 10 families enrolled in the FSSP will receive RenUutiiity Employment.(600 x 10 x 5 months=$15,000;604x 1 ox 3 24,000 N.P.1.6.2(C) Emergency Rent/UtilityAssistance 30 households will receive Emergency one-time renUutlllty 30 x$1,100 to alleviate barriers to employment 33,000 N.P.T.1.2(P�,6.2 Transoortation Assistance Approx.170 bus passes will be purchased to assist FSSP (twenty(20)30-day passes @$50.00 ea=$1,000;75(75)7 1,538 $2.00 ea=$200.00 TOTAL RECIPIENT DIRECT CLIENT A551STANCE 360,397 RECIPIENT OTHER PROGRAM EXPENSES 7 Case Management database Maintenance Reports and upgi 2. FasyTrack Software purchase,training and Maintenance(FSSP participants and other eligible clients) (53,995;training$4,350;and annual maintenance cost 10,840 TOTAL RECIPIENT OTHER PROGRAM EXPENSES 13,902 GRAND TOTAL: 411,271 EXHIBIT “E” REQUEST FOR PAYMENT Day Camp Provider: _________________________________ Name of Activity: Seminole County Day Camp Scholarships Payment Request No: _________ _ Child Name Weekly Amount Number of Weeks Attended During Month Total Amount Due for the Month TOTAL Submitted By: ___________________________________ Title: __________________________ Signature: _______________________________________ Date: _________________________