HomeMy WebLinkAboutContract 26366 CIT
A10 : 13 i iv Y SECRETARY
CONTRACT
The State of Texas
Community Service Provider Contract
County of Tarrant
Whereas, The Texas Lead Agency of Protective and Regulatory Services has allocated funds for
Community Youth Development services to be distributed through the Lead Agency;
and
Whereas, Tarrant County has been designated the Lead Agency by the 76106 Community Youth
Development Steering Committee.
Therefore, Tarrant County, acting herein by and thru Tom Vandergriff, its duly authorized county
judge as directed by Commissioners' Court of Tarrant County, hereafter known Lead
Agency and City of Fort Worth (Juntos Podemos), a community based Service
Provider, hereafter known as Service Provider, acting herein by and through its duly
authorized representative, do hereby covenant and agree as follows.
I.
Service Provisions
The 74th Regular Legislative Session, in House Bill 327, created the Community Youth Development
Grant. (Section 92, Amending Article 4413 (503), V.T.C.S., by adding Section 16.)
The goal of the CYD program is to assist communities, identified by a high incidence of juvenile crime,
in alleviating family and community conditions that lead to juvenile crime. In that effort, the Lead
Agency will subcontract with the Service Provider to provide youth and/or family services to the 76106
community.
The Lead Agency shall provide services based on the selection decisions of the local CYD Steering
Committee via development of a subcontract with the Service Provider, if said provider meet the
subcontracting requirements of the Texas Lead Agency and the Lead Agency. Based on the selection
decisions of the Steering Committee, the Service Provider may provide direct services to the CYD
program. Steering Committees must be in compliance with the CYD Conflict of Interest Policy at the
time of the service selection. Selection decisions made by non-compliant Steering Committees will not
be recognized as the basis for contract development.
The Detailed Service Description, to be submitted in conjunction with the contract and budget as
supporting materials, shall contain the following items:
1) a detailed program description; goals of the program and/or service, including the impact on juvenile
crime;
2) days and hours during which services will be provided;
OQDD
3) name of organization responsible for providing services and the locatio wlfntl ,V Ri �pwvill be
provided;
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4) how services will be available to youth and/or families without transportation;
5) "safe passage" plan for youth and/or families without transportation;
6) population to be served by the program;
7) the number of youth and/or family members to be served;
8) an explanation of how CYD funds will be used to enhance existing services, if applicable;
9) description of how service programs will be culturally diverse;
10)staffing plan, with personnel qualifications,job descriptions, criminal background check
verification, and training.
Service Provider shall perform the work outlined in the Detailed Service Description referenced in
Section II. Scope of Work (also contained in Attachment No. Q-1) hereto which is incorporated and
made a part of this contract, plus amendments which may be added by additional attachment(s) from
time to time as hereinafter provided.
Substantial changes to program services must be approved in writing, in advance, by the Lead Agency
and the Steering Committee. Any changes to the type of service to be provided, or requiring
development of a new subcontract, must be approved in advance by both the Lead Agency and Steering
Committee. Any changes not requiring prior approval from the Lead Agency must be reported to the
Lead Agency within 10 days.
Minor changes in service delivery shall be negotiated between the Service Provider and the Lead
Agency and reported to the Steering Committee within 10 days. Any subsequent changes in service
delivery shall be addressed via update of the Detailed Service Description, and submitted to the Lead
Agency within 10 days.
The Service Provider shall designate a employee or volunteer to serve as the liaison between the Texas
Lead Agency, Lead Agency and the Steering Committee. The Service Provider shall develop and
implement a programmatic and fiscal implementation plan to ensure contract compliance. In addition,
the Service Provider shall conduct and review the results of a statewide criminal background check for
all employees or volunteers in direct client contact. The Lead Agency maintains the right to monitor
the Service Provider for compliance if and when the Lead Agency deems appropriate.
The Service Provider will be responsible for adherence to the Texas Lead Agency's Criminal
Background Check Policy and a Memorandum of Understanding (MOU) for community collaborations
shall be submitted to the Lead Agency. In addition, this Service Provider's Safe Passage Plan will be
accessed afterschool on school site and the youth will be picked up by parent(s). In the event that a
child is not picked up the subcontractor will transport the youth home. In cases where the parents
request that the child walk instead of being transported, an authorization form will he maintained on
file.
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II.
Scope of Work
The Service Provider shall provide services to the Community Youth Development (CYD) program as
specified below unless amended by both parties:
The Service Provider shall serve CYD eligible participants in Zip Code 76106 in Tarrant County of the
State of Texas.
The program will provide family learning, computer tutoring, Teen Cafd, Study Buddy and the
Neighborhood Pride activities to 750 youth. The program will serve ages of 5 to 17 within the 76106
zip code during the contract period of September 1, 2000, through August 31, 2001, at a contract
amount of$ 40,974.50.
The services will be offered at the Diamond Hill Jarvis Branch Library (1300 NE 35' St.) on Mondays
and Wednesdays from 12:00 noon to 9:00 p.m., and Tuesdays, Thursdays and Saturday from 10:00
a.m:to 6:00 p.m.; and at the Northside Branch Library (601 Park St.) on Tuesdays and Thursdays
from 12 noon to 9:00 p.m., and Wednesdays, Fridays and Saturdays from 10:00 a.m. to 6:00 p.m.
Recruitment efforts will utilize flyers, word of mouth among existing participants and by disseminating
information to agencies and/or the community.
III.
Term
The time period of this contract shall commence on September 1, 2000 through August 31, 2001,
unless otherwise terminated as provided herein.
IV.
Amendments
The contract may be amended, transferred and/or changed, and such revisions shall be in writing and
duly executed by the parties hereto and approved by the Lead Agency.
V.
Severabilitv
If any provision(s) of this contract shall be construed to be illegal or invalid, it shall not affect the
legality or validity of any of the other provisions hereof, and the illegal or invalid provision shall be
deemed stricken and deleted herefrom to the same extent and effect as if never incorporated herein, but
all other provisions shall continue.
VI.
Assurances
The Service Provider assures that no person shall, on the grounds of race, creed, color, handicap,
national origin, sex, political affiliation or beliefs, be excluded from, be denied the benefit of, or be
subjected to discrimination under any program or activity funded in whole or in part under this
agreement.
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Incorporated by reference the same as if specifically written herein are the rules, regulations and all
other requirements imposed by law, including but not limited to compliance with the pertinent rules and
regulations of the State of Texas (Attachment No. Q-2) and those of United States agencies providing
funds to Service Provider, either directly or indirectly.
None of the funds, materials, property or services contributed by the parties under this contract shall be
used in the performance of this contract for any partisan political activity, or to further the election or
defeat of any candidate for public office. In addition, none of the funds reimbursed under this contract
shall be used to pay the salary or the expenses of anyone for any activity designed to influence
legislation or appropriation pending before legislative bodies of the state and/or federal government.
The Service Provider shall be responsible to the Lead Agency for any of the Service Provider's
performance under this contract. The Service Provider shall and will require any Service Providers to
agree to:
A. Provide services in accordance with the provisions of this contract and to allow the Lead
Agency and its representatives to monitor, audit, evaluate and otherwise review the
services provided and related documentation.
B. Notify the Lead Agency immediately and in advance of any significant change affecting
the Service Provider, including change of Service Provider's name or identity,
ownership or control, governing board membership, personnel, payee identification
number, and other. Notice will be provided in writing to the Lead Agency within ten
(10) working days of change.
C. Refrain from transferring or assigning this contract or from entering into any
subcontract for the services under this contract without prior written approval from the
designated official Lead Agency signatory. Request for approval must be submitted in
writing by the Service Provider and include the qualifications of the Service Provider to
perform and meet the standards of this contract. The Service Provider shall be
responsible to the Lead Agency for any of the Service Provider's performance.
D. Provide statements from Service Providers signed by an official duly authorized to
legally obligate the Service Provider and attest to the fact that it shall provide the
services as represented in this contract, including the incorporated documents, with no
disruption to service delivery. A similar statement must be signed by each
Subcontractor who will provide services as part of the contract. Each subcontractor
may be required to submit ownership information and other information related to this
contract. The Service Provider must disclose any information regarding
subcontractors.
E. Remove any employee from direct client contact who is alleged to have committed abuse
or neglect; or an offense against the person, an offense against the family, or an offense
involving public indecency under the Texas Penal Code; or an offense under the Texas
Controlled Substances Act. If it is determined that the employee has not committed such
offenses, the employee may again be assigned to direct client contact; however, the
Service Provider shall notify the Lead Agency of its intent to do so ten (10) working
days prior to the reassignment. The Service Provider must provide the Lead Agency
with further information concerning the reasons for the reassignment upon the request
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of the Lead Agency. If the employee is found to have committed any of the offenses
listed in this paragraph, the employee shall not be reassigned to duties involving any
direct contact with clients.
Verify and disclose, or cause its employees and volunteers to verify and disclose
criminal history and any current criminal indictment involving an offense against the
person, an offense against the family, or an offense involving public indecency under the
Texas Penal Code as amended, or an offense under Chapter 481 of the Texas Health and
Safety Code. This verification and disclosure will be required of all who have direct
contact with clients.
F. Allow the Lead Agency the right to remove from the provision of services, any
employee or volunteer of the Service Provider. This right will be exercised in a
reasonable manner by the Lead Agency.
G. Allow any of its employees to testify in judicial proceedings and administrative
hearings, at the request of the Lead Agency.
H. Comply with all applicable federal and state regulations and with PRS policies and
procedures regarding services delivered under this contract, including but not limited to
the following:
1 . Federal Financial Participation (FFP) requirements in accordance with Titles 45
and 48 of the Code of Federal Regulations (CFR) and federal circulars, as
amended.
2. Title VI of the Civil Rights Act of 1964 (Public Law 88-352), Section 504 of the
Rehabilitation Act of 1973 (Public Law 93-112), the Americans with Disabilities
Act of 1990 (Public Law 101-336), and all amendments to each and all
requirements imposed by the regulations issued pursuant to these Acts. In
addition, the Service Provider shall comply with Title 40, Chapter 738, of the
Texas Administrative Code. These provide in part that no persons in the United
States shall, on the grounds of race, color, national origin, sex, age, disability,
political beliefs or religion be excluded from participation in, or denied, any aid,
care, service or other benefits provided by federal and/or state funding, or
otherwise be subjected to discrimination.
3. Health and Safety Code Section 85.113 (relating to workplace and confidentiality
guidelines regarding AIDS and HIV).
4. Immigration Reform and Control Act of 1986 regarding employment verification
and retention of verification forms for any individuals who will perform any labor
or services under this contract.
5. All state and federal licensing and certification requirements, health and safety
standards, and regulations prescribed by the United States Lead Agency of Health
and Human Services and the Texas Lead Agency.
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6. All applicable standards, orders or regulations issued pursuant to the Clean Air
Act (42 U. S.C. 7401 et seq.) and the Federal Water Pollution Control Act as
amended (33 U.S.C. 1251 et seq.).
7. Mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the
Energy Policy and Conservation Act (Pub. L.94-163).
I. Establish a method to ensure the confidentiality of records and other information
relating to clients according to applicable federal and state law, rules and regulations.
This provision does not limit the Lead Agency's right of access to client case records or
other information relating to clients served under this contract. The Lead Agency shall
have an absolute right of access to and copies of such information, upon request.
J. Promptly report any suspected case of abuse or neglect to the appropriate authority as
required by the Texas Family Code, Chapter 261. All reports must be made within
twenty-four (24) hours of the discovery of abuse or neglect.
K. If specific qualifications are set forth in job descriptions required by the Lead Agency,
only personnel with the required qualifications will be assigned to fill those positions
unless a written waiver is granted by the Lead Agency.
L. Submit an annual financial and compliance audit of the Service Provider's fiscal year-
end in accordance with Single Audit requirements of OMB Circular A-133(Audits of
State, Local Governmental, and Non-Profit Organizations), if applicable.
M. Assure and certify that any and all computerized systems used in performing services
under this contract including, without limitation, security systems, fire protection
systems, elevators, HVAC systems, medical equipment, databases and accounting
systems, have been determined to be "Year 2000 Compliant" in that there will be no
interruption of services due to the date change occurring between December 31, 1999,
and January 1, 2010, and all such systems shall continue to function properly. In
addition, the Service Provider assures that there will be no material interruption of
services due to problems caused by such date change, and there will be no material
change in Service Provider's ability to perform the services contemplated by this
contract on and after January 1, 2000.
VII.
Standards for Financial Management
Service provider shall develop, implement and maintain financial management and control systems
which include at a minimum:
Financial management system including accurate, correct and complete payroll, accounting and
financial reporting records, cost source documentation, effective internal and budgetary
controls, determination of reasonableness, allowability and allocability of costs, and timely and
appropriate audits and resolution findings.
VIII.
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Allowable Cost
To be eligible for reimbursement under this contract, a cost must have been incurred within the contract
term and paid by Service Provider prior to claiming reimbursement from Lead Agency or encumbered
by the last day of the contract term and liquidated no later than thirty (30) days after the end of the
contract term.
The Lead Agency shall reimburse the Service Provider the reasonable, allowable and allocable costs as
specified in the following budget:
COST CATEGORY FY 2001
1. (A) Personnel - Salaries $0.00
(B) Personnel - Fringe Benefits $0.00
(C) Personnel - Travel $0.00
2. Consumable Supplies $836.50
3. Rental, Lease, or Purchase of Equipment $0.00
4. Other Costs $40,138.00
BUDGET TOTAL $40,974.50
Service Provider shall submit budget detail pages and budget narrative as support
documentation to the contract (Attachment No. Q-1). The total amount reimbursable due under this
contract during September 1, 2000 through August 31, 2001 shall not to exceed $40,974.50 and shall
be subject to availability of funding.
IX.
Overtime Compensation
Unless specifically authorized in the Budget Detail Pages and Narrative (Attachment No. Q-1) to this
contract or amendment(s) hereto, none of the funds provided by the attachment shall be used to pay
overtime. Service Provider shall be responsible for any obligations of overtime pay due employees
which are not so authorized by Lead Agency.
X.
Terms and Conditions of Payment
For services performed pursuant to the Detailed Service Description, the Service Provider shall receive
reimbursement for allowable costs. Reimbursements shall not exceed the total of each attachment(s)
hereto and are contingent on a signed contract.
Vouchers for reimbursement of actual expenses shall be submitted monthly to the Lead Agency monthly
within ten (10) days following the end of the month covered by the bill. A supplemental reimbursement
request may be submitted as a final close-out bill no later than (45) days following the end of the
contract period.
Receipts and other accurate source and expenditure documentation shall be kept readily available and a
copy shall be submitted along with the monthly reimbursement request to the Lead Agency. Billings
will not be considered complete and payable until monthly participation data and participant registration
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forms for billed services has been received. Billings must be submitted to the Lead Agency no later
than 10 days following the month billed for.
Payments made for approved claims or notice of denial of claims submitted against the attachment to
this contract shall be mailed to the Service Provider no later than sixty (60) days after receipt of
monthly vouchers. Payment is considered made on the date postmarked.
The Lead Agency will deduct or the Service Provider shall refund to the Lead Agency for the
reimbursement of costs which are determined by the Lead Agency to be ineligible for reimbursement.
The Lead Agency shall have the right to withhold all or part of any future payments to Service Provider
to offset any reimbursement made to Service Provider for any ineligible expenditures and not refunded
to the Lead Agency by the Service Provider. The Lead Agency and Steering Committee shall have the
right to reallocate funds where deemed necessary provided that Service Provider has not already spent
or committed such funds in accordance with this contract.
XI.
Reports and Inspections
Service Provider will submit financial, narrative, and other reports as requested by Lead Agency in the
format agreed to by the parties hereto.
When state or federal funds are involved, any authorized representatives of the local, state or federal
government have the right, at all reasonable times, to inspect or otherwise evaluate the work performed
or being performed hereunder and the premises in which it is being performed. Service Provider shall
participate in and provide reasonable access, facilities and assistance for the representatives. All
inspections and evaluations shall be performed in such a manner as will not unduly delay the work.
The Service Provider shall submit Monthly Participation Summary Sheet (MPSS) data and Program
Registration Forms, the Annual Self-Evaluation Report and other reports requested in the appropriate
format to the Lead Agency. When submitting paper MPSS forms, these must be received by the Lead
Agency no later than the 10th day of the following month. Registration forms must be submitted to the
Lead Agency by the 5' of the following month to support entry of MPSS data. MPSS data can only be
submitted for participants who are registered within the system. The MPSS and Registration forms are
due by the 5`h and 10`h of the following month and the Self- Evaluation Report is due within 45 days of
the end of the contract term.
The annual Self-Evaluation Report should address the overall accomplishments of the program during
the prior fiscal year, including a summary of the Service Provider's service delivery and success in
reaching service output goals, program challenges and notable events. In addition, the Service Provider
shall make available at reasonable times and for reasonable periods client records and other
programmatic or financial records, books, reports, and supporting documents for reviewing and
copying by the Lead Agency, the U.S. Department of Health and Human Services, or their authorized
representatives.
XII.
Participant Records
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A
All participant records are the property of Service Provider. Confidentiality of participants' records
will be maintained at all times as required by law and the terms of this contract.
XIII.
Confidentiality
Service Provider will have a system in effect to protect from inappropriate disclosure of participant
records and all other documents deemed confidential by law which are maintained in connection with
the activities funded under this contract. Any disclosure of confidential participant information by the
Service Provider, including information required by the Inspections Article, shall be in accordance with
applicable law.
XIV.
Termination
This contract or any attachment hereto may be terminated by either of the parties hereto by providing
written notice to the other party at least thirty (30) days prior to the intended date of termination. By
such termination, neither party may nullify the obligation already incurred for performance prior to the
date of termination.
XV.
Personnel
All personnel funded by the attachment to this contract are employees or volunteers of the Service
Provider which shall be responsible for their direction and control.
XVI.
Independent Service Provider
Service Provider is an independent Service Provider under the terms of this contract and is not an
officer, agent, servant or employee of the Lead Agency.
XVII.
Enforcement
It is expressly understood and agreed that enforcement of the terms and conditions of this contract, and
all rights of action relating to such enforcement, shall be strictly reserved to the parties, and nothing
contained in this contract shall give or allow any claim or right of action whatsoever by any other
person not a party to this contract.
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XVIII.
Liability of Claims
The Lead Agency's liability is limited by the Texas Tort Claims Act and nothing in this contract shall
constitute a waiver of the rights of the Lead Agency under that Act.
XIV.
Indemnification
The Service Provider shall indemnify and save harmless the Lead Agency, its officers, agents, or
representatives, and employees from and against any and all claims or losses for physical damage to
property or injury to persons resulting in negligence or misconduct on the part of the Service Provider,
its agents, employees, or representatives. In the event of loss, damage, or destruction of any property
due to the negligence or misconduct of the Service Provider, the Service Provider shall indemnify and
pay full cost of repair, reconstruction, or replacement at the discretion of the Lead Agency. Such cost
shall be due and payable by the Service Provider within ten (10) calendar days after the date of receipt
of written notice from the Lead Agency of the amount due. The State of Texas, PRS, Tarrant County
and their respective employees, officers, agents, and representatives can neither agree to hold the
Service Provider harmless nor agree to indemnify the Service Provider for negligence or misconduct on
the part of Service Provider and any provisions to the contrary are void.
The Service Provider shall indemnify and hold the Lead Agency harmless from any claims, losses, or
damages resulting from any interruption of services (including reasonable attorney's fees and costs
incurred in defending against such claims). The Service Provider shall in no way be entitled to
additional compensation or additional time to perform by reason of problems resulting from the date
change, and shall not be entitled to claim force majeure because of any problems or delays in
performance resulting thereof.
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• w
EXECUTED this 4 day of��/ , 2000, in Tarrant
County, Texas.
EXECUTED IN DUPLICATE ORIGINALS ON THE DATE SHOWN.
COUNTY OF TARRANT
STATE OF TEXAS
100 E. Weatherford
Fort Worth, Texas 76196
TTN:
County Judge
City of Fort Worth County Judge
1000 Throckmorton
Fort Worth, Texas 76102
A P P RV TO F
BY: --.
Signature of Person AutborTzed to Co ty LAdvisor
Sign Contracts 2 '
Date: 10T- C)0
Name and Title Assistant City Manager
APPRO AS TO AVAILABILITY OF FUNDS:
Date: /a-// —nv
County Auditor
APPROVED AS TO FORM: 0 0
IN THE AMOUNT OF$
Authorized Represent e G-!3011
A1TED � BY
Contract Authorization
*
Date
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City ojFort{forth(Juncos Podemos)
DETAILED SERVICE DESCRIPTION
and
BUDGET SHEETS AND NARRATIVE
(Q•1)
p.m. to 8 p.m. and at Northside Recreation Center on Wednesdays from 5:30 p.m. to 8
p.m. The program operates from September 1, 2000 through August 31, 2001.
"Gift of Giving"Initiative Program (Year Round):
The program will provide a structured youth volunteerism program to the 76106
community. It will provide an ample opportunity for youth to become useful
contributors to their community by serving as volunteers. Each participant will serve
for at least one (1) hour or more a month in various service roles throughout their
community.
Delivery site and time: The year round"Gift of Giving"program will be offered at
Diamond Hill Recreation Center(1701 N.E. 36' Street)on Mondays from 5:30 p.m. to 8
p.m. and at Northside Recreation Center on Wednesdays from 5:30 p.m. to 8 p.m. The
program operates from September 1, 2000 through August 31, 2001.
In an effort to recruit participants flyers and brochures are distributed both in English and
Spanish to all elementary and middle school within 76106. Also advertisements are
done in the local paper about the program with information on where to sign up, and the
days and time of the program.
Service Provider- Contractor will subcontract with the First Texas Council of Campfire
for this program.
Criminal Background Checks - will be conducted for all staff and volunteers and a
Memorandum of Understanding(MOU) on file for all community collaborations.
Safe Passage Plan -participants will be transported by parent(s) to and from program
services. In the event that a child is not picked up, the parents will be contacted. In
cases where the parents requests that the child walk to and from program services, an
authorization form will be maintained on file with the subcontractor.
Output Measure: 125 total youth (50 youth in Summer Camp, 50 youth in "Gift of
Giving"and 25 youth in the "Special Sitters"programs).
4. FORT WORTH PUBLIC LIBRARY !JUNTOS PODEMOS! (TOGETHER WE
CAN)
This program will introduce youth and adult family members to library services
and resources, such as staff expertise, materials collections, computer literacy,newsletter
publication, and the Internet, through special programming. These resources open a
world of possibilities to youth. They are powerful tools in encouraging children to
succeed in school and find alternatives to gang activity, crime, drugs, teenage pregnancy
and illiteracy. Libraries also help to educated family members so they can help their
children remain in school and become role models.
CYD Plan of Operation-2001 Page 6
FW-76106
This after school program will offer two evenings sessions per week at the Diamond Hill
Jarvis Branch Library and at the Northside Branch Library which will cover two major
sections of 76106. Enrollment will be in semesters to implement programs of
Computer Tutoring, Subject & Peer Tutoring, Teen Caf6 and Pride Contests.
The program sites are at Diamond Hill Jarvis - 1300 N.E. 35`h Street and Northside
Library- 601 Park Street. The program is an ongoing from September 1, 2000 through
August 31, 2001. Diamond Hill Jarvis hours of operation are Monday and Wednesday
12-9,Tuesday, Thursday, and Saturdays 10-6. Whereas, the Northside hours of
operation is Tuesdays and Thursday 12-9, Wednesday, Fridays, and Saturdays from 10
a.m. to 6 p.m.
Computer Tutoring:
Provide supervised computer-based tutoring in English and Spanish to youth and their
families. Delivery site and time: The services are offered at both Diamond Hill Jarvis
and Northside Branch Libraries during normal branch hours.
Subject Tutoring:
The subject tutoring program includes hands-on tutoring with a professional teacher staff
the youth in reading, math, grammar, homework and basic English skills. A tutor
provides one-on-one afterschool tutoring to children and encourages their parents to
participate in the FWISD Adult Learning Center classes at the library. Computer
assisted and subject tutoring are integrated for the children and youth. Often times,
family members utilize the computer assisted tutoring in conjunction with their ESL and
GED instructions. Delivery site and time: The tutoring is offered at both branches
during normal branch hours.
Teen Cafe/Hacienda de los Jovenes:
Group meetings among teens with newsletter publication, sharing poetry, musical
performances, reading out loud to the group books a youth has enjoyed, group
discussions with a guest speaker(diversity, safety, avoidance of alcohoVdrug usage, goal
setting, funding college, improving familial relationships). Delivery site and time: The
activities will be offered at both branches during normal branch hours.
Study Buddies:
The Study Buddies is a tutoring/mentoring program provided to the youth which includes
hands-on tutoring with a high school student in reading, math, grammar, homework and
basic English skills. When a youth enrolls in the tutoring program, an assessment is
conducted of their tutoring needs. At that time, staff makes a determination if the youth
CYD Plan of Operation-2001 Page 7
FW-76106
will be served by professional staff or a study buddy. The delivery site and time is
during normal branch hours.
Pride Contests:
Is a series of contests with.the overall purpose to instill pride among community youth
and their families. There will be four types of contests: "Pride in Our Neighborhood"
Contest, "Pride in My Family" Scrapbook, "Who am I? Where am I Going" Contest and
"Celebrations of our Imaginations" Contest.
"Pride in Our Neighborhood" Contest-will give the youth an avenue to
celebrate the area that they live in and strong traditions of the Northside and the City of
Fort Worth.
"Pride in Our Family"Scrapbook- will provide youth an opportunity to learn
and write about their immediate and community family and promote a sense of pride
regarding the rich heritage of the families of 76106.
"Who am 1? Where am 1 Going" Contest- will provide youth an opportunity to
learn about themselves and their neighborhood and discuss and display how they
perceive their future.
"Celebration of Our Imagination"(1 Can Dream) Contest- will provide youth
an opportunity to express their artistic and creative talents by developing a plays showing
the good and bad of their neighborhood and will show it at various venues throughout the
community.
Delivery site and time: The Pride Contests will be scheduled during the regularly
scheduled CYD program activities and branch hours.
Participants will be recruited through two different flyers and bookmarks and by
disseminating information to agencies or the community.
Service Provider- Contractor will subcontract with the City of Fort Worth -Public
Library for this program.
Criminal Background Checks - will be conducted for all staff and volunteers and a
Memorandum of Understanding (MOU) on file for all community collaborations.
Safe Passage Plan -program services will be accessed afterschool on school sites or
participants will be transported by parent(s) to and from program services. In the event
that a child is not picked up, the parents will be contacted. In cases where the parents
requests that the child walk to and from program services, an authorization form will be
maintained on file with the subcontractor.
CYD Plan of Operation-2001 Page 8
FW-76106
Output Measure: A total of 750 youth. (40 youth will be served through the Subject
Tutoring, 500 youth in the Computer assisted Tutoring, 60 youth in the Teen Cafe, 100
youth through the Study Buddies program and 50 youth through the Pride Contest).
5. FWISD' DIAMOND HILL-JARVIS HIGH SCHOOL - "TAKE STOCK IN"
The Diamond Hill Jarvis High School (DHJHS) "Take Stock In"provides an array of
educational, cultural, recreational, and technological activities.
The program components are Afternoon School, Computer Technology, Ballet
Folklorico, Video Production, Tejano Band, Mini-Mentor/Model Program, Multi-Culture
Club, RecreationaUOutdoor Adventures and Web Page Design. The program will
consist of activity camps that engage youth in daily sessions featuring all kinds of sports,
excursions or field trips, technology, computer Internet use, camping and survival
training, and fine arts, recreational sports, with academic skills interwoven to provide an
enjoyable and practical leaming experience.
After School Component: Will offer students who have, for various reasons, failed to
accumulate enough credits to graduate on time or who need GED,SAT and TAAS
Tutoring. This program is no cost to the youth which makes it more affordable and more
conveniently located. The program improves attendance and often times provides
students their only chance to receive credits needed for graduation.
The Fine Arts Component: Will offer Tejano band, mini-mentoring/model club
(model planes and cars), ballet folklorico, multi-media/video production, mini-mentoring
program, essence of multiculture club, technology classes (computer literacy,
projects/internet) and web page design and application.
The RecreationaUOutdoor Adventure Component: It will offer outdoor and indoor
activities that will include bicycling and roller blading.
All participants are recruited and not selected for the program. This program will
employ the following methods to recruit participants: PA Announcements, Posters,
Class Announcements, fliers distributed at business and neighborhood locations, and
teacher recruitment's and neighborhood. The participants will assist in preparing the
materials for distribution.
Delivery site and time: The program site is Diamond Hill Jarvis High School, 1411
Maydell between September 2000 through May 2001. All of the program activities will
be offered on Monday through Thursday from 3-6:00 p.m.
Service Provider- Contractor will subcontract with the Fort Worth Independent School
District for this program.
CYD Plan of Operation-2001 Page 9
FW-76106
F
Fort Worth Public Library
Subcontractor: FORT WORTH PUBLIC LIBRARY
BUDGET INFORMATION FORMS
COMMUNITY YOU'T'H DEVELOPMENT PROGRAM
FISCAL YEAR 2001
SUMMARY BUDGET
COST CATEGORY FY'2001
1. (A) Personnel Salaries -0-
(B) Personnel—Fringe Benefits -0-
(C) Personnel—Travel -0-
2. Consumable Supplies $836.50
3. Rental, Lease,or Purchase of Equipment -0-
4. Other Costs $40,138.00
BUDGET TOTAL $40,974.50
24
Fort Worth Public Library
BUDGET INFORMATION
(1A)Personnel—Salaries
FY'2001
A B C D E F
Position or Title Number.of Average Full Percent of Number of Cost
Staff For Time Monthly Time on Months (BaCaDaE)
Position Salary Budgeted employed (Total)
TOTAL SALARIES -0-
25
v �
Fort Worth Public Library
BUDGET INFORMATION
(1B)Personnel—Fringe Benefits(Employer's Sbare)
Fringe Benefits based on (la)Salaries Paid FY'2001
TOTAL FRINGE BENEFITS -0-
26
Fort Worth Public Library
BUDGET INFORMATION
(1G)Personnel—Travel
FY'2001
Type of Expense Purpose(Destination and Benefits Total
(mileage,food,lodging) To the Program)
TOTAL TRAVEL -0-
27
Fort Worth Public Library
BUDGET INFORMATION
(2)Consumable Supplies
Description and Basis for Cost , FY12001
Computer and Office Supplies* $350.00
Film* $29.50
Refreshments for Teen Cafes* $75.00
Prizes and Incentives for Programs* $75.00
J
Badge-A-Mint Supplies $257.00
Materials for Pride Contests $50.00 ✓
TOTAL CONSUMABLE SUPPLIES $836.50
*Please see Attachment 2L
28
Fort Worth Public Library
Attachment 2i. CONSUMABLE SUPPLIES FY2001
Computer and Office Supplies
2 cartons of paper@$50.80 each 5101.60
5 ink cartridges @$27.00 x135.00
(color&black)
other(i.e.,pens,envelopes,
and other related items) s 113.40
$350.00
Film
10 rolls of film @$2.95 each $29.50
Refreshments for Teen Cafe
Snacks,beverages and other related items $75.00
Prizes and Incentives for Pride Contests
Cameras,Books,Art Materials,Scrapbooks,
Etc. $75.00
Materials for Pride Contests
Disposable cameras for checkout $20
Drawing pads for checkout $20
Art, Scrapbook Kits $10 $50.00
Badge-A-Mint(Badge Maker Machine items)
2 '/4 PinBack sets#3040/500@$81.00
2'/4 Magnetic Back Sets#3083/100(c),$26.00
2'/4 Keychain sets 44430/2500a$85.00
Stock Design Prices#5006(500-999)
@$.13each for 2 '/4 buttons=$65.00
INSERTS:
I'm a Star-A631
Super Kid—W308
Computer Pro—A874 S 257.00
TOTAL: $ 836.50
29
Fort Worth Public Library
BUDGET INFORMATION
(3)Rental,Lease,or Purchase of Equipment
FY'2001
Method Used
Description and Basis for Valuation (lease,rent purchase,etc.) Total
TOTAL EQUIPMENT -0-
*Please see Attachment 3i.
31
Fort Worth Public Library
Attachment 3i. Equipment Rental,Lease or Purchase FY2001
-0-
32
Fort Worth Public Library
BUDGET INFORMATION
(4)Other Costs
Description and Basis for Cost FY'2001
Professional Services Contract:*
Coordinator 1 $12,480.00
Professional Services Contract: *
Coordinator 2 $12,012.00
Professional Services Contract: *
Subject Tutor $6,300.00
Professional Services Contract: *
Computer Tutor $2,800.00
6
Professional Services Contract: *
Study Buddies Tutor 1 $3,075.00
Professional Services Contract: *
Study Buddies Tutor 2 $3,075.00
Printing $246.00
Film Enlargement and Film Processing $50.00
Criminal Background Check $100.00
TOTAL OTHER COSTS $40,138.00
*Please see Attachment 4i.
32
Fort Worth Public Library
Attachment 4i. Other Costs FY2001
Personal Services Contract
Coordinator 1: 1,040 hours @$12.00/hr= $12,480
15 hours X 39 weeks&35 hours X 13 weeks
Personal Services Contract
Coordinator 2: 1,001 hours @$12.00/hr= $12,012
15 hours X 39 weeks&32 hours X 13 weeks
Personal Services Contract
Subject Tutor 520 hours @$10/hr= $5,200
10 hours X 52 weeks
(6 hours-NRS&4 hours-DH/J)
Personal Services Contract
Computer Tutor 1,248 hours @$7/hr= $3,500
10 hours X 50 weeks
Personal Services Contract
Study Buddy'Tutors= $6,150
2 for 1,040 hours @$6.15/Iv
Printing
CYD Forms $246
Film Enlargement and Film Processing
10 rolls processing @$3.00 each $30
2 enlargements for pride contest $20
Criminal Background checks
3 employees @$33.00 $100
33
Fort Worth Public Library
BUDGET JUSTIFICATION
FY'2001;JUNTOS PODEMOS!-Fort North Public Library
$0-#1A-PERSONNEL SALARIES
See#4-OTHER-
$0
THER$0-#1B-PERSONNEL-FRINGE BENEFITS
Project staff are hired on Personal Services contracts.
S0-#1C-PERSONNEL—TRAVEL
Project staff are not reimbursed for mileage for travel in the local area.
$836.50-#2-CONSUMABLE SUPPLIES
The estimated 1,500 new participants consume these supplies.This number is added to the continuing,
previously enrolled participants that use the various program components.
$350.00—Computer and Office Supplies
Paper is used by program participants to print out work completed on the computer.
2 Cartons of Paper @$50.80=$101.60
Program participants to print out work completed on the computer use printer ink cartridges. City of
Fort Worth supplier has increased cost to$27 each.
Black and color ink cartridges-5@$27.=$135.00
Other office supplies include pens for staff and participant use,file folders,envelopes for mailing
evaluation questionnaires and other related items=$113.40
$29.50—Camera Film
Film is used to document program activities and for use in promotional posters.
24 exposure 35mm camera color film—10 rolls @$2.95=$29.50
$75.00—Refreshments for Teen Cafe
An estimated 140 youth would participate during 20 sessions/semester in FY2001.
Snacks,beverages and other related items @$37.50/branch for 20 sessions=$75.00
$75.00—Prizes and Incentives for Pride Contests
Winning entries in the Pride Contests at NRS and DH/J would receive prizes.
Pride in My Family/Our Neighborhood Scrapbook Contest: 2 cameras @$10.00 each=$20.00
2 Scrapbook Craft Kit @$10.00 each=$20.00
Who Am I?Where Am I Going?Pride Contest: 2 Genealogy kits @$10.00 each=$20.00
4 book prizes @$25.00 each=$100.00
Celebration Of Our Imagination Contest: 2 art kits and/or book @$7.50 each=$15.00
$50.00—Library Materials for Pride Contests
To make the Pride Contests equally accessible to all 76106 participants, some materials are available for
checkout by students that do not have these supplies available in their homes.
2 disposable cameras @$10 each=$20.
2 arVscrapbook kits @$10 each=$20.
2 drawing pads Wor craft packets @$5.00 each=$10.00.
34
Fort Worth Public Library
BUDGET JUSTIFICATION
FY12001 iJUNTOS PODEMOS!-Fort Worth Public Library
Page b
$257.00 Badge—A-Mint(Badge Maker Machine supply items
The various items listed below are inserts to make a decorative badge for the youngster or parent. The
Juntos Podemos staff are using them as incentives for a participant's progress in the computer lab,
tutoring,teen cafe,or pride contests. The requested items are:
2 '/+PinBack sets 93010/5002_$81.00
2 '/,Magnetic Back Sets#3083/100 x$26.00
VA Keychain sets#4430/250(a-!$85.00
Stock Design Prices#5006(500-999)
@$.13each for 2 '/4 buttons=$65.00
INSERTS:
I'm a Star-A631
Super Kid-W308
Computer Pro-A874
$ -0--#3- RENTAL,LEASE,OR PURCHASE OF EQUIPMENT
$40,138.00 44-Other Costs
$39.742.00-Personal Services Contracts for 5 Staff
The coordinators will work halftime during the regular school schedule and full-time to cover
Expanded program hours during the summer and holiday weeks. The tutor will continue to work two
evenings each week at each branch or two evenings at one branch and part of Saturday at the other.
The computer assistant/tutor will work 10-20 hours a week depending on the progress of the statistical
monthly reports.The Study Buddies will work alternating schedules so the entire week will offer a
tutoring opportunity for the families ofJuntos Podemos. All the tutors will provide mentoring and
serve as role models while assisting younger participants with basic computer skills,such as how to
use a mouse and educational software programs. The staff schedules for Juntos Podemos depend on
the program's demands.
Coordinator 1: 1,040 hours= 15 hours x 39 weeks&35 hours x 13 weeks @$12.00=$12,480
Coordinator 2: 1,001 hours= 15 hours x 39 weeks&32 hours x 13 weeks @$12.00=$12,012
Subject Tutor:630 hours=15 hours x 42 weeks @$10.00=$6,300
Computer Tutor:400 hours=8 hours x 50 weeks @$7.00=$2,800
Study Buddy 41:500 hours= 10 hours x 50 weeks @$6.15=$3,075
Study Buddy#2:500 hours= 10 hours x 50 weeks @$6.15=$3,075
$246.00-Printiina
2,460 sheets/forms @.10 cents=$246.00
35
y
Fort Worth Public Library
$50.00--Film Enlargement and Film Processing
Processing for a total of 20 rolls
24 exposures x 1 prints each @$3.00 each for 10 rolls_$30.00
Winning photos in the Pride in Our Neighborhood or Pride in Our Family Contest would be enlarged
for display.
2 photo enlargements @$10 each=$20.00
$100.00-Criminal Background Checks
The current staff have had background checks however Juntos Podemos has 3 vacant positions. The
volunteers from the Volunteer Center come with background checks. The program is reserving one
background check for a potential staff or volunteer.
36
GRANT ASSURANCES
(Q•2)
Attachment No. Q-2
PART Ill. SUBCONTRACTOR ASSU`NCI_S(with Certification)
All applicable assurances must be answered'YES-to be considered responsive. The potential contractor
hereby certifies the following to be true:
I Has legal authority to operate under state and federal financial assistance, including -11541
the managerial and financial capacity to ensure proper administration, planning, and YES NO
completion of service provisions.
2 Has no unresolved audit exceptions with the Texas Dept of Protective and Regulatory
Services (PRS), the U.S. Dept. of Health and Human Services (DHHS), or other legal YES NO
governing agency Concerned. An unresolved audit exception is an exception for
which all administrative or judicial remedies have been exhausted and resulting
demand for payment has not been met. list any unresolved audit exceptions on a
separate sheet if applicable. , /
3 Has no outstanding debts that could result in lien(s) or levy(s) placed on payments ,/O`3,./
made by PRS under the proposed contract YES, NO
4 Potential contractor staff` or governing authorities have not participated in the [�+/
development of specific criteria for award of contract and will not participate in the YES NO
selection process for award of contract
5 Has not retained or promised to retain an agent, utilized or promised to utilize an
agent to provide an interest to any person or entity participating in the development of ES NO
specrnc criteria for award of contract or selection of any successful offer.
6 Will give PRS. OHHS, the State of Texas or Federal Comptroller, or other legal
governing agency concerned through any authorized representative access to and ES NO
the right to examine all records, books, papers, or documents related to application
and award; this may include but is not limited to verifying information with third
parties.
7 Understands that a failure to substantiate any statements made in the application
when substantiation is requested by PRS may disqualify proposal to provide services, YES NO
which could cause failure to receive award or lesser amount of award.
3 Agrees to comply with regulations, policies,and procedures specmed by PRS. OHHS, _
and other governing agency concerned regarding particular programs or services for YES NO
contract award;including refraining from any cbnflicts of interests or improper uses of
funds awarded.
9 Will submit biils on a timely basis using State of Texas Purchase Voucher and/or other
PRS approved documentation, and otherwise adhere to State of Texas and PRS fiscal A NO
policies and procedures; and will promptly reimburse PRS for arty losses suffered for
undue delay in performance,misconduct or negligence,or overpayment_
10 Will cooperate fully with PRS. OHHS, or other governing agency concerned in any _
reporting, monitoring, auditing, researching, evaluating, or other recording or YES NO
analyzing of information or data related to the contract under award. I .
1.1 Will have written personnel policies by the effective date of contract that comply with
federal and state regulations and policies and that will successfully initiate and ES NO
complete the work for the contract within applicable periods of time.
12 Will comply with applicable federal and state laws, executive orders, regulations, and _
policies governing this contract;including complying with federal statutes providing in VIAS NO
part that no persons in the United States shall, on the grounds of race, color, national
origin, sex, disability, age, drug or alcohol abuse or alcoholism, political beliefs or
religion be excluded from participation in or denied any aid, care, service or other
benefits provided by federal or state funding or otherwise be subjected to
discrimination; and further agrees to comply with Health and Safety Code Section
85.113 relating to work place and confidentiality guidelines regarding AIOS and HIV
and the Public Health Act of 1912 as amended regarding confidentiality of alcohol and
drug abuse patient records; and to comply with Title 40, Chapter 73, of the Texas
Administrative Code, pertaining to social services and assistance.'
13 Will adhere to generally accepted accounting standards and PRS and OHHS
directives for fiscal management of federal and state financial assistance,will comply is NO
with Office of Management and Budget circilars; will not supplant local funds with
federal funds or apply funds awarded for the contract to other federally or state
funded programs.
Page 16
r
Attachment No. Q-2
14 Certifies that no federal or state financial assistance or contract award or renewal of
contract award has been terminated or denied for noncompliance with policies or YES NO
regulations of any state or federally funded program within the past Sve years; nor is
the offeror currently prohibited from contracting with a government agency.
15 Certifies that no funding under this subcontract will be used to influence: the outcome Aj
of elections or the passage or defeat of any legislative measures. YES NO
16 Will maintain records and information as required by PRS under contract terms for a LU
minimum of three (3) years and 90 days or until resolution of any audit exception, —Y-M NO
litigation, or other outstanding issues; and will make available at reasonable times,
places, and for reasonable periods, records, books, and supporting documents
pertaining to services provided for inspecting, monitoring, auditing, or evaluating by
PRS or DHHS personnel or their representatives.
17 Will seek advance approval from PRS for any subcontract awards and will have
written requirement with the subcontractor to comply with the same terms as the Y'ES NO
contractor in adhering to generally accepted accounting standards, state and federal
laws and regulations, and PRS. OHHS, or other concerned government agency
directives.
18 Will hold PRS harmless from negligence, misconduct. or other improper actions of t
crTeror's agents,representatives,employees,or subcontractors. YES NO.
19 Will establish a method to ensure confidentiality of records or other information Al
relating to clients according to applicable federal and state laws and regulations and YES NO
PRS, OHHS, or other concerned agency directives. This provision does not limit the
right of PRS to have access to any records for contract services. PRS shall have
access to such documents upon request 2Q "'ill fully comply with all the terms of the cants&, award and applicable grant �4///
application and award. YES Pt0
CE.RTTFiCA7iON: i certTiy that the information reported in these assurances is to the
best of my knowledge complete and accurate; that the named agency has authorized
me,as its representative, to submit this proposal;and that the agency will comply with
all terms of the proposal. I have attached a notarized letter of authority to enter into
contracts on behalf of this agency.
Signature of Authorized Re esentadve(Offically Oesignated Signatory)
Gleniece Robinson
Name m Authorized Representative (please type)
Fort Worth Public Library Director
Title of Authorized Representative(please type)
Fort Worth Public Library
Name of Subcontractor(Agency)
Effective 411196
Page 17
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Attachment No. Q-2
Community Youth Development
Federal guidelines prohibit supplanting funds. Supplanting funds means using the grant funds to replace federal,
state or local public funds which are currently being used to provide existing family preservation and family
support services. In other words,the federal government intends that the money used in this grant will be used to
pro`,ide services.
'Your signature signifies your understanding of"supplanting funds" and your efforts to insure supplanting of
funds does not occur during this contract period.
Gleniece Robinson
Contact Name
Contact Signature
September 25 , 2000
Date
871-7706/871-7734
Phone/Fax
n__ 10
City of Fort Worth, Texas
4Vayor and .Council Communication
DATE REFERENCE NUMBER LOG NAME PAGE
9/19/00 **G-13011 84LITERACY 1 of 2
SUBJECT APPROPRIATIONS ORDINANCE AND GRANT AGREEMENT WITH TARRANT
COUNTY FOR CONTINUATION FUNDING OF LITERACY PROGRAM, 76106
COMMUNITY YOUTH DEVELOPMENT PROJECT IN DIAMOND HILUJARVIS AND
NORTHSIDE BRANCHES OF THE FORT WORTH PUBLIC LIBRARY
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the City Manager to apply for a grant and, if approved, execute a grant agreement with
Tarrant County for the City to receive funding in an amount not to exceed a total of $40,974.50 for a
literacy program in'the 76106 Zip Code; and
2. Authorize a non-interest bearing inter-fund loan from the General Fund to the Grants Fund in the
amount of $10,000.00 for interim financing of this grant project pending contract execution; and
3. Adopt the attached appropriations ordinance increasing estimated receipts and appropriations in the
Grants Fund by$40,974.50 from available funds.
DISCUSSION:
The City of Fort Worth, through the Fort Worth Public Library, has been invited to apply for state
FY2001 grant funding for a literacy program that targets Fort Worth's 76106 zip code area. The
Library's project, JUNTOS PODEMOS (Together, We Can!), establishes computer laboratories in the
Northside and Diamond Hill/Jarvis library branches to support initiatives in family and computer literacy
and after-school tutoring in academic and life skills. The project targets children, teens, and their
families living in the 76106 zip code. It will be implemented by two project coordinators, one subject
tutor, one computer tutor and two peer tutors under the direction of the Diamond Hill/Jarvis branch
manager.
Tarrant County is the primary recipient of funds from the Texas Department of Protective and
Regulatory Services for a contract which addresses community and youth development issues in Fort
Worth's 76106 zip code. Tarrant County will also offer sub-contracts to other community-based
organizations. This grant was originally approved for state Fiscal Year 1996. Approval for state Fiscal
Year 2001 (September 2000-August 2001) is requested. Tarrant County will reimburse the City for its
grant expenses as a grant subcontractor.
Grant staff will be hired under personal services contracts recommended herein; therefore, indirect
costs will not be applicable to this contract and costs are not applicable to this grant.
City of Fort Worth, Texas
"agorr and Coun"K Communi
DATE REFERENCE NUMBER LOG NAME PAGE
9/19/00 **G-13011 84LITERACY 2 of 2
SUBJECT APPROPRIATIONS ORDINANCE AND GRANT AGREEMENT WITH TARRANT
COUNTY FOR CONTINUATION FUNDING OF LITERACY PROGRAM, 76106
COMMUNITY YOUTH DEVELOPMENT PROJECT IN DIAMOND HILUJARVIS AND
NORTHSIDE BRANCHES OF THE FORT WORTH PUBLIC LIBRARY
FISCAL INFORMATION/CERTIFICATION:
The Finance Director certifies that upon adoption of the attached appropriations ordinance, funds will be
available in the current operating budget, as appropriated, of the Grants Fund. Upon execution of the
grant contract, the interim inter-fund loan will be returned to the General Fund.
RG:I
ubmitted for City Manager's FUND ACCOUNT CENTER AMOUNT CITY SECRETARY
Mice by: (to)
GR76 220103 000422667000 $10,000.00 APPROVED
amon Guajardo 6104 GR76 451543 084422667000 $40,974.50 CITY COUNCIL
iriginating Department Head: GR76 5(Various) 084422667010 $40,974.50
s E P 19 2000
leniece Robinson 7706 (from)
GG01 136076 0000000 $10,000.00
dditional Information Contact: City Swretary of the
City of Fort Worth,Texas
wren Van Leuvan 7719
Adopted Ordinance ND.�y3y0