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Home My WebLink About2002 06 24 Informational I Senior Transportation COMMISSION AGENDA ITEM I CONSENT INFORMA TIONAL X PUBLIC HEARING REGULAR 06/24/2002 Meeting MGR. ~ Authorization /DEPT C-\? . . REQUEST: The Parks and Recreation Department wishes to inform the City Commission regarding the possibility of grant funding for Senior Transportation. PURPOSE: To inform the City Commission regarding the Seminole County Community Service Agency Partnership Grant Program in regard to a request regarding Senior Transportation. CONSIDERA TIONS: . The City Commission was informed on May 13,2002 about a potential funding source for Senior Transportation. . On June 4, 2002, staff attended a training workshop to learn more about the grant program and discuss a potential request from the city regarding Senior Transportation. . The grant program is not designed to fund capital costs like a bus. It is designed to fund a service (picking up a senior from their home, bringing to the Senior Center for a program and returning them to their home). . The grant application is designed for non-profit organizations; however, they will accept our application with assistance from the Winter Springs Senior Organization on the application. . In staff s opinion the Senior Transportation request for funding will not score well on the point based application because: 1. The service is not currently being provided (no history). 2. We do not have good data indicating the extent of the need. 1 . . . 3. The extent of county funding may be only $ 5,000-$10,000 for the year depending on how many seniors use the service. The county is not receptive to funding projects this small. . The city will need to fund the Senior Transportation Service in the extend of $ 14,409 for FY 2002/2003. . If funded by the grant - van preparation, hiring and training of a driver, and advertisement for the service will need to begin in September 2002 so the service can begin in October for maximum grant reimbursement (which is based on service provided from October 1,2002 - September 20, 2003 at $ 13.00 per person, per day). . The Parks and Recreation Program Director will need to obtain another vehicle for his use on the job from the city inventory. . In conclusion the city would have to spend an estimated $14,409 to fund a Senior Transportation Service Program to qualifY for a grant of between $ 5,0000 and $ 10,000 which is highly unlikely that we would receive. Therefore, if we are going to fund a Senior Transportation Service Program we should be prepared to fund the entire amount of $ 14, 409 annual cost. FUNDING: The city will need to budget $14,409 to establish a Senior Transportation Service using the existing Parks and Recreation Van. RECOMMENDATION: None required. IMPLEMENT A TION SCHEDULE: June 24-28 2002 Complete application. July 1, 2002 Submit application. Sept. 2002 Funding finalized and Seminole County Board of County Commissioners Approval. October I, 2002 Contract Begins. ATTACHMENTS: Attachment # 1 Attachment #2 Request for funding application. Proposed Senior Transportation Budget. COMMISSION ACTION: 2 ATTACHMENT III REQUEST FOR FUNDING COMMUNITY SERVICE AGENCY: 2002/2003 SEMINOLE BOARD OF COUNTY COMMISSIONERS FACE SHEET AGENCY NAME: (Name of Organization as filed in Florida Division of Corporation) ADDRESS: PHONE: FAX: E-Mail: TOTAL AGENCY BUDGET $ Past [FYOO/01] 10/1/00 through 9/30/01 Current [FY 01/02] 10/1/01 through 9/30/2002 - Requested [FY 2002/2003) 10/1/02 through 9/30/03 SEMINOLE BOARD OF COUNTY COMMISSION FUNDING Name of Program for which County Past Current Requested funds are being requested (00/01 ) (2001/02) (2002/2003) TOTALS: Designated Spokesperson (Title, Name and Phone): Contact Person (Title, Name and Phone): Years Funded by Be AUTHORIZATION: Our signatures acknowledge that the information contained in this funding proposal may be shared with other funders. In addition, this certifies that this request is consistent with our organization'3 mission/articles of Incorporation and Bylaws and has been approved by a majority of the Board of Directors on (date): Typed name of President, Board of Directors Typed name of Secretary, Board of Directors Signature Signature Date: Date: 200212003 REQUEST FOR FUNDING Page 1 of 21 REQUEST FOR FUNDING COMMUNITY SERVICE AGENCY: 2002/2003 SEMINOLE BOARD OF COUNTY COMMISSIONERS INDEX Face Sheet -------------------------------------------------------------------------------------- 1 I ndex -------------------------------------------------------------------------------------------- 2 ORGANIZATION INFORMATION SCHEDULE A: General Information---------------------------------------------------- 3-4 SCHEDULE B: Agency Board Information ---------------------------------------------- 5 SCHEDULE C: Agency Employee Information ----------------------------------------- 6 SPECIFIC PROGRAM INFORMATION SCHEDULE D: Program Summary --------------------------------------------------- 7-10 SCHEDULE E: Program Statistics -------------------------------------------------------11 FINANCIAL INFORMATION SCHEDULE F: Agency Total Budget ----------------------------------------------------12 SCHEDULE G: Program Budget ---------------------------------------------------------13 SCHEDULE H: Capital Expenditures ---------------------------------------------------- 14 SCHEDULE I: Fund Raising Efforts ----------------------------------------------------- 15 SCH EDU LE J: Service & Cost Proposa 1------------------------------------------------- 16 SCHEDULE J(2): Service & Cost EXAMPLE --------------------------------------------17 SCHEDULE K: DOCUMENT AND CRITERIA CHECKLIST -------------------- 18 200212003 REQUEST FOR FUNDING Page 2 of 21 2002/2003 REQUEST FOR FUNDING SCHEDULE A: GENERAL ORGANIZATIONAL INFORMATION Name of Agency: 1. What is your organization's Mission Statement? 2. Provide a brief overview of the history of your organization with special attention to the services you provide within Seminole County and major accomplishments. 200212003 REQUEST FOR FUNDING Page 3 of 21 3. STRATEGIC PLAN: Describe your organization's strategic planning process including the involvement of your Board of Directors. (Attach Board approved strategic plan if available) 4. Does your agency have any pending lawsuits, litigation or audits? If yes, explain. 2002/2003 REQUEST FOR FUNDING Page 4 of 21 SCHEDULE B: Agency Board Information (Please answer the following questions related to your Board of Directors) Name of Agency: Does your organization's by-laws set a term limit a volunteer may serve on the Board of directors? Yes D No D If yes, what are these limits? Number of meetings held during the past year_ Average attendance_% Number of Board members required by agency by-laws? A h f db ttac copy 0 current approve )y-Iaws to this application. Name Board Business Telephone &' Continuous Current Position Affiliation! Fax number Gender Elhnicity Disabled'! Years on Term Title Board Expiration I I I I I I I I 200212003 REQUEST FOR FUNDING Page 5 of 21 SCHEDULE C: EMPLOYEE INFORMATION (Please provide the following information for the Senior Management position classifications) Name of Agency: Senior Management Persons Filling Positions Salary Range Current Proposed Position Title No. in Annual Annual (Not staff names) Position Gender Ethnic Disabled? Low High Salary Salary 2002/2003 REQUEST FOR FUNDING Page 6 of 21 SCHEDULE D: PROGRAM SUMMARY Name of Agency: Name of Program: Amount Requested: 1$ I Total Program Budget: $ * Answer each question below in the space provided in relationship to the specific program for which you are requesting county funding(being as specific as possible). 1. PROPOSED SERVICES: Describe in a brief narrative the services your organization proposes to provide for the citizens of Seminole County (with requested County funding). 2. NEED: What NEED OR PROBLEM in the community does this program address? (Be sure you demonstrate the need for services by including any relevant facts, research, data & statistics). 200212003 REQUEST FOR FUNDING Page 7 of 21 3. OUTCOME: What will be the direct benefit or positive outcome of these services for the residents of Seminole County? (Be sure you demonstrate this benefit by including any relevant facts, research, data & statistics). 4. ACCESSIBILITY: Describe the degree to which services are available to all county residents. 2002/2003 REQUEST FOR FUNDING Page 8 of 21 5. ELIGIBILITY CRITERIA: How does your agency determine eligibility for this program? Are these criteria documented and made available to applicants? 6. DUPLICATION: Are these services provided by other agencies in Seminole County? How are these services unique? 200212003 REQUEST FOR FUNDING Page 9 of 21 7a. COLLABORATION: Describe efforts of your agency to collaborate with other service providers including shared facilities or integration of services (be specific when describing collaborative efforts). 7b. COLLABORATION: List below the organizations, committees, councils, etc. with which your agency is involved on an on-going basis 200212003 REQUEST FOR FUNDING Page 10 of 21 8. COMMUNITY INVOLVEMENT: Describe the degree to which the community is involved with your agency and service delivery including volunteers and hours they contribute. 9. SPECIAL FACTORS: Identify any special factors which the Board of County Commissioners should consider when making their final decision. 10. MATCHING FUNDS: a) Will the funds requested be used as matching funds? Yes D No D b) If so, what is the source of this funding? c) Total amount of funding through this source (lib" above): d) How much total match is required to draw down these funds? 200212003 REQUEST FOR FUNDING Page 11 of21 SCHEDULE E: PROGRAM STATISTICS (2000-2003) Name of Agency: Name of Program: TOTAL NUMBER OF UNDUPLlCATED CLIENTS GENDER Male Female Gender Unknown Family TOTAL AGE o to 4 years 5 to 9 years 10 to 14 years 15 to 19 years 20 to 34 years 35 to 54 years 55 to 64 years 65 and over Age Unknown TOTAL ETHNICITY White Black Hispanic Asian Indian TOTAL HOUSEHOLD INCOME Below $10,000 $10,000 to $14,999 $15,000 to $19,999 $20,000 to $29,999 $30,000 and above Income Unknown TOTAL RESIDENCE Seminole County Orange County Osceola County Other TOTAL 2000-2001 2001-2002 2002-2003 ACTUAL ACTUAUEST PROJECTED 200212003 REQUEST FOR FUNDING Page 12 of 21 SCHEDULE F: FINANCIALI AGENCY TOTAL BUDGET Name of Agency: (The budget on this page should reflect the agency TOTAL budget (local level if National organization) TOTAL AGENCY BUDGET: I $ Proposed 2002/2003 I $ Current 2001/2002 I $ Actual 2000/2001 Funding Source Category* Current Proposed 2000/2001 2001/2002 2002/2003 FEDERAL SOURCES STATE SOURCES SEMINOLE COUNTY BCC GENERAL: United Way Client Service Fees Fund Raisers Thrift Shop General Sales Investment Income Memberships Individual Contributions Other: BUSINESS CONTRIBUTIONS FOUNDATIONSITRUST OTHER GRANTS I TOTAL: $ $ $ *Identify general category of funding expenditure(how funds are used):i.e. Personnel, Operating, Capital, Direct Service, Contractual Services, etc. 200212003 REQUEST FOR FUNDING Page 13of21 SCHEDULE G: PROGRAM BUDGET Name of Program: (The budget on this page should reflect only the specific program for which BCC funding is requested) Actual Current Proposed 2000/2001 2001/2002 2002/2003 TOTAL AGENCY BUDGET: I $ I $ I $ Funding Source Category* Current Proposed 2000/2001 2001/2002 2002/2003 FEDERAL SOURCES STATE SOURCES SEMINOLE COUNTY BCC GENERAL: United Way Client Service Fees Fund Raisers Thrift Shop General Sales Investment Income Memberships Individual Contributions Other BUSINESS CONTRIBUTIONS FOUNDATIONSITRUST OTHER GRANTS: TOTAL: $ $ $ *Identify general category offunding expenditure(how funds are used):i.e. Personnel, Operating, Capital, Direct Service, Contractual Services, etc. 200212003 REQUEST FOR FUNDING Page 14 of 21 SCHEDULE H: CAPITAL EXPENDITURE SCHEDULE Name of Agency: (Please list anylall capital expenditures for the current year and anticipated for the upcoming year) (To be based on agency's policy regarding capital expenditures) Current capital expenditure threshold amount: $ Current year: Item Cost Source Anticipated Expenditures for 2002-2003: 200212003 REQUEST FOR FUNDING Page 15 of 21 SCHEDULE I: FUND RAISING EFFORTS Name of Agency: 1. What is your current FUND-RAISING GOAL for 2001/2002 and what are your accomplishments in attaining that goal? GOAL: ACCOMPLISHMENTS: 2. Describe your organization's FUND-RAISING PLAN for 2002/2003. 200212003 REQUEST FOR FUNDING Page 16 of 21 3. DIVERSIFICATION: What efforts are being made to diversify your funding base? 200212003 REQUEST FOR FUNDING Page 17 of 21 SCHEDULE J: SERVICE & COST PROPOSAL AGENCY NAME: AGENCY ADDRESS: PRESIDENT/DIRECTOR NAME: AGENCY PHONE NUMBER: AGENCY FAX NUMBER: AGENCY E-MAIL: PRESIDENT jDIRECTOR E-MAIL: Answer the questions below to describe the service(s) your agency will provide with Seminole County funds. See schedule J(2) of application for examples. I. List the service(s) YOU plan to provide with Seminole County funds. Service* Description (Define a unit of service) 1. 2. 3. 4. 5. I. How many of each of the above stated service(s) is the County being asked to fund over the contract term ( October 2001-September 2002)? Service* Number of County funded units ** 1. 2. 3. 4. 5. ** Forecast for each service. Service units are transferable based on agency need and actual services provided each month I" . What is the cost of providinQ each of the service(s) defined in question (I.)? Service* Unit Cost (If unit cost is greater than $5.00, round to the nearest dollar.) 1. 2. 3. 4. 5. IV . How did you determine the unit cost defined in question (III.)? Service* How Unit Cost determined 1. 2. 3. 4. 5. *Services should be the same in all 4 sections (I-IV) 200212003 REQUEST FOR FUNDING Page 18 of 21 SCHEDULE J(2) - SERVICE &. COST PROPOSAL (EXAMPLE) AGENCY NAME: Agency X AGENCY ADDRESS: Somewhere in PRESIDENT/DIRECTOR NAME: Dr. Helpsalot AGENCY PHONE NUMBER: 555-1212 AGENCY FAX NUMBER: 555-1212 AGENCY E-MAIL: AgencyX@aol.com PRESIDENT/DIRECTOR E-MAIL: Same Answer the questions below to describe the provide with Seminole County funds. E PLE Seminole County as above service(s) your agency will 2. Case Mana 3. Counselin 4. Education ou Ian to rovide with Seminole Count funds. Descri tion Define a unit of each service Feed 1 family (up to 4 people) for 1 week by distributing 1 bag of roceries on 1 occasion. 1 hour of case mana ement 1 individual counselin session lastin an avera e of 50 minutes 1 substance abuse prevention class lasting an average of 50 min. J. List the service s Service* 1. Food Assistance II. How many of each of the above stated service(s) is the County being asked to fund over the contract term (October 2001-September 2002)? This gives the average Service * Number of County funded units number of County funded 1. Food Assistance 22 weeks worth of food assistance units anticipated for the 2. Case ManaQement 75 hours 3. CounselinQ 100 sessions 4. Education 50 classes IV. How did Service* 1. Food Assistance 2. Case Mana ement 3. Counselin 4. Education ou determine the unit cost defined in How Unit Cost determined Indust standard set b U.S. De t. of A ricultur Indust standard set b De t. of Children & Families Indust standard set b De t. of Children & Families Indust standard set b Seminole Co. School Board ell us how you determined your unit cost. * Services should be the same in all 4 sections (I-IV) 200212003 REQUEST FOR FUNDING Page 190f21 SCHEDULE K: DOCUMENT &. CRITERIA CHECKLIST Name of Agency: No application will be accepted for consideration until all of the following items have been submitted. Place a check mark in the appropriate column. Yes No 1. Has FACE SHEET been completed and signed? 2. Is a Copy of current Board of Directors by-laws included? 3. Is a Copy of Agency EEO policy attached? 4. 5. Is a Copy of Agency annual report attached? 6. Is a Copy of most recent financial audit with management letter attached? Are Copies of any/alllicense(s) needed for operation as required by law included with application? Is a Copy of current insurance coverage included? 7. a) General Commercial Liability ($500,000 Minimum) b) Commercial Automobile Liability ($500,000 Minimum) c) Workers Compensation Insurance and Employers Liability ($100,000 Minimum) d) Honesty Bond (if funds are dispersed by the agency) 8. Have all sections of the application been completed? All questions answered? Has a Copy of IRS determination letter declaring agency tax exempt under 26 USC 501 c3 been included? Have you included your Board approved Strategic Plan? 9. 10. 11. Have you included your mission statement? 12. Has any Correspondence received from the IRS between 10/1/99 and 12/31/00 regarding 501 (c)(3) status been attached? Have all budget figures been calculated correctly? 13. 14. Have you attached a current revenue & expense report? 200212003 REQUEST FOR FUNDING Page 20 of 21 BLANK PAGE 200212003 REQUEST FOR FUNDING Page 21 of 21 CITY OF WINTER SPRINGS FISCAL YEAR 2002-2003 DEPARTMENT REQUEST PARKS AND RECREATION DEPARTMENT. SENIORS. Transportation. 7250 51210 52110 52310 52320 52330 55210 55220 55230 New Personnel Costs Regular Salaries F.I.C.A. Taxes-City Portion Health/Life Insurance/Dis Ins Workers' Compo Insurance Pension Expense Total New Personnel Costs Part. Time Bus Driver ($8hrs. 20hrs. A week) New Operating Cost Fuel & Oil Tires and Filters Operating Total New Operating Costs Fuel & Oil Tires & Filters Uniform, Training, Veh. Rental, Misc. Senior Bus Sub- Total (New Requests) TOTAL PARKS & RECREATION. SENIORS BUDGET The Parks & Recreation passenger van would be used. It does not have a wheel chair lift however. 8-39 ATTACHMENT 112 New: $7,680 $573 $0 $1,156 $0 $9,409 $2,500 $1,000 $1,500 $5,000 $14,409 $14,40911