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HomeMy WebLinkAboutContract 43490 (2)The Wallace Foundation Supporting ideas. Sharing solutions. Expanding opportunities. Mr. Richard Zavala Director City of Fort Worth, Parks and Community Services Department 4200 South Freeway, Suite 2200 Fort Worth, TX 76115-1499 Dear Mr. Zavala: CITY SECRETARY CONTRACT NO. As of March 15, 2012 OFFICIAL nECORD CITY SECRETARY Ft WORTh TX 5 Penn Plaza. 7th Floor New York. NY 10001 212.251.9700 Telephone .679.6990 Facsimile www.wallacefoundation.org I am pleased to advise you that the directors of The Wall: e oun• ation ("Wallace") have approved a four-year grant totaling up to Seven Hundred Sixty -Five Thousand Dollars ($765,000) to City of Fort Worth for the use of the Parks and Community Services Department ("you," "your," or "the City") to be used for the purposes, and subject to the conditions, set forth below: 1. Wallace's Goals Wallace aims to improve the lives of disadvantaged children in American cities by providing more opportunities to learn, both in and out of school. In particular, we focus on improving: the quality of the principals who lead our schools; the use of more time during the school year and the summer for learning; and the access to and equitable distribution of quality arts learning and after -school programs. We work collaboratively with our grantees, identifying areas of common interest where we can make progress toward our mutual goals. Because we hope that the ideas generated from this work are used widely to benefit children, we also invest in research to find out what is and is not effective and share the results of our work publicly. Since Wallace launched its after -school effort eight years ago, our work in five cities has taught us — and the field — an important lesson: When communities coordinate the work of the many different groups involved in after -school programming, more children and teens get access to high -quality experiences. We call this approach "system -building," and as we enter the second generation of our effort to build better after -school programs, we want to encourage more cities to adopt it. This grant is part of our effort to offer incentives to selected cities already building after -school systems to encourage their efforts and increase the number of sites working to assemble and strengthen system building blocks. 2. Purpose of Grant; Tax Status of Grantee (a) This grant is restricted to support the project and activities described in the scope of work attached as Appendix A, which is incorporated herein by reference (hereinafter 00-10-12 A10:19 IN referred to as the "Project"). Should you determine that a change in Project focus is desirable, Wallace must be consulted in advance and give its written agreement prior to any changes being made. (b) In all cases it is expected that grant funds will be used exclusively to further your public charitable purposes consistent with your tax-exempt status. Because the United States Internal Revenue Code places certain restrictions on the use of grants made by piivate foundations such as Wallace, you agree that no portion of this grant may be used for lobbying or to attempt to influence legislation or the outcome of any specific public election, or for any other purpose prohibited by the Code, particularly Section 4945 thereof. (c) You confirm that your official name is "City of Fort Worth"; that you are recognized by the Internal Revenue Service as a tax-exempt organization because you are a governmental entity; that you are not a private foundation or a supporting organization; and that such tax status remains in effect. You agree to notify Wallace if your tax status changes. 3. Payment and Management of Grant (a) Upon receipt of this signed grant agreement, Wallace will send you an electronic ACH transfer in the amount of Two Hundred Thirty -Two Thousand One Hundred Eight Dollars ($232,108). Subsequent payments will be made according to the following schedule: • Three Hundred Four Thousand Five Hundred Forty -Six Dollars ($304,546) on January 15, 2013; • Two Hundred Thirteen Thousand Three Hundred Forty -Six Dollars ($213,346) on January 15, 2014, and • Fifteen Thousand Dollars ($15,000) on January 15, 2015. The subsequent payments are subject to the conditions precedent that you have continued to comply with the terms and conditions of this giant agreement submitted timely reports as required by this agreement and that the leadership and management of the Project continue to meet with Wallace s approval. (b) The grant funds are to be invested in U.S. Treasury Bills or an FDIC -insured certificate of deposit, checking or savings account or a money market mutual fund that is registered under the Investment Company Act of 1940 (Section 270.2a-7) until such time as the funds are expended to meet the purposes of the grant, unless otherwise mutually agreed to in writing by you and Wallace Any income earned by the grant funds prior to expenditure shall be reported to Wallace and used only for projects and programs negotiated with and authorized in writing by Wallace. (c) This grant is to be used as represented in the agreed -upon budget attached as Appendix B, and may not be used in any other way or for any other purpose without the prior written approval of Wallace. No restrictions other than those imposed by this agreement may be placed on the use of funds as represented in the agreed -upon budget attached as Appendix B. Budget revisions of more than five percent of any line item cost in the approved budget must be approved by Wallace prior to expenditure. If the approved budget involves charging indirect costs as a percent of direct project costs, the indirect rate should be applied to actual expenditures for the grant period. (d) Funds may be used to engage subcontractors and/oi consultants as agreed -upon in Appendix B but subcontract agreements and budgets in excess of Fifty Thousand Dollars ($50,000) must be reviewed by Wallace prior to signing the subcontracts. (e) Wallace reserves the right to cancel this agreement and request repayment of any unexpended and unencumbered grant money under the following circumstances: (i) You fail to comply with the terms of this Agreement, and such failure has not been corrected within thirty (30) days of receiving written notice from Wallace describing such failure In such event Wallace shall provide a written notice of cancellation specifying a date of cancellation of not less than thirty (30) days from the date of such cancellation notice. (ii) Significant organizational leadership changes occur that Wallace in its sole discretion, determines threaten the implementation of the Project Wallace will not make this determination without thoughtful consideration and discussion with the new leaders and its local partners. (iii) The City may terminate this Agreement at any time and for any reason by providing Wallace with thirty (30) days written notice of termination. In the event of cancellation of this agreement your previously approved expenditures and obligations incurred in good faith prior to the effective date of cancellation shall be considered authorized expenses under this agreement. All other grant funds must be returned to Wallace, unless Wallace agrees, in writing, that the grant money may be used to support other work. 4. Publications & Other Products; Conferences (a) If during the term of this grant agreement you create publications or other written materials, including but not limited to reports, webinais, articles produced for newsletters, email blasts or other in-house periodicals (hereinafter collectively referred to as "Products"), you shall retain the copyright to all such Pioducts. However, you hereby grant, transfer and assign to Wallace a non-exclusive, royalty - flee license to use, reproduce excerpt, summarize, copy and distribute for non- commercial purposes any and all such Pioducts for the full term of copyright, in all countries, in all languages and in all media now known or hereafter developed. Wallace shall not use reproduce, copy, or distribute the City's logo without specific written consent from the City. You shall send Wallace an electronic version of all such Products. (b) In addition, in the course of performing the work outlined in Appendix A, you may create conferences, lectures, panel discussions or webinais featuring Wallace - commissioned research or other Wallace Products (hereinafter collectively referred to as "Conferences"). You agree to provide Wallace the opportunity to review and comment on your recommended topics and speakers for all Conferences. These recommendations will be shared with Wallace with sufficient time to enable Wallace to suggest alternative or additional topics and speakers for your consideration, provided that such suggestions are received in a timely manner to meet your planning deadlines. 5. Reports Evaluation (a) To provide an opportunity to reflect on the funded project, its accomplishments, challenges, progress and lessons learned, Wallace requires annual narrative and financial reports on the outcomes of the work supported by this grant. Wallace is interested in your critical analysis of the progress made compared to your original goals (a plan vs. performance analysis) and your reflections about what worked, and what did not and why, and your observations about future directions your organization might take as a result of your funded work. The due dates for the reports are detailed in Appendix A. Please use Appendix C, Grantee Reporting Form, for the narrative reports. (b) This grant represents the beginning of a multi -year partnership between you and Wallace. The goal of the partnership is to determine how city systems can strengthen after -school programs in your city and other cities where Wallace has made similar grants. Wallace intends to support this partnership effort with one or more independent third -party research and evaluation efforts that will seek to answer decision -makers' biggest questions about city systems supporting after -school programs, most importantly: how do these systems work, and how can cities make improvements in these systems that improve program quality and attendance? By entering into this partnership you agree to cooperate fully with each independent third -party research and evaluation effort undertaken, including but not limited to the provision of appropriate data, including student enrollment, attendance, and participation data, and program quality data. In all public reports Wallace will ensure that you have an opportunity to review periodic progress reports and draft versions of the reports to correct any factual mistakes or identify other errors before a report is made public, and to receive an advance copy of each completed report before it is publicly released. (c) If you commission an evaluation of the Project, you will provide documentation of the evaluation design, including the principal investigators to Wallace. In addition, during the course of the evaluation, you agree to provide Wallace an opportunity to review periodic progress reports, including information on ongoing implementation issues and/or proposed changes in the evaluation's design, as well as advance copies of all evaluation reports and publications. 6. Our Working Relationship Wallace aspires to have open and collaborative relationships with its grantees. To that end, this paragraph explains what you can expect from Wallace and how we hope to work together dui ing the course of the grant. (a) The designated Wallace contact for your project is Priscilla M. Little. Please feel free to contact her at (212) 251-9780 or plittlegwallacefoundation.org at any time. Wallace will try to respond promptly to youi letters and reports and aim to return emails and phone calls within forty-eight (48) hours of receipt. (b) This grant is listed in Wallace's database as grant # 20120016. Please include this number in the upper right-hand coiner of all correspondence referring to this giant and its terms, on all reports and on all related supporting materials and attachments. (c) In order to serve our mutual interest in broadly sharing knowledge, you agree to provide a link to Wallace's website on your website. At youi request, Wallace will also consider adding a reciprocal link on its website. (d) Neither party shall use the name or logo of the other in any form of advertising or promotion without the prior written permission of the other. 7. Advisory Boards and Meetings (a) If in conducting the Project you create an advisory board, you agree that, at Wallace's request, a member of our staff will serve ex-officio. (b) You also agree to give Wallace advance written notice of all major meetings to be held in connection with the Project, and to work with Wallace to schedule such meetings so its staff can attend (c) In addition, you understand and acknowledge that Wallace asks all its grantees to: attend periodic meetings with other grantees and experts to facilitate the exchange of ideas; share experiences and documentation that contribute to Wallace's understanding of your work, advise about issues that may be relevant to the field in which you are working; and provide data and information that may be useful to Wallace's creation of certain knowledge products. In furtherance of these efforts, you agree to attend such meetings and provide such information as Wallace may reasonably request. You are authorized to use Wallace grant funds to defray reasonable and necessary expenses incurred in connection with the activities described in this paragraph. 8. Acknowledgments and Public Announcements (a) Acknowledgment of this grant should include: a general acknowledgment of "The Wallace Foundation" among your list of annual funders in all appropriate programs, publications, and public announcements for the grant period and specific acknowledgment of Wallace's support of the Project on all related printed materials including books posters brochures, press releases, email blasts and in public announcements (both in person and online) referring to the Project. Prominence of acknowledgment should be commensurate with the level of Wallace s support to other funding sources. (b) Wallace reserves the right to announce this grant publicly in a manner and at a time of its choosing. You may make your own announcement, subject to Wallace's right to approve the release before it is issued. 9. Miscellaneous (a) This agreement shall be governed by and construed in accordance with the laws of the State of New York, and may not be modified except by written agreement executed by both parties. A waiver of any breach shall not be construed as a waiver of any subsequent breach. (b) No third party beneficiary rights are created by virtue of this agreement. (c) This agreement sets forth the entire agreement between the parties and supersedes all prior written or oral representations or understandings between the parties, all of which are merged herein. If this agreement accurately reflects our mutual understanding, please sign in the space provided below and return this agreement to us for our records. ACCEPTED CITY OF FORT WORTH PARKS AND COMMUNITY SERVICES DEPARTMENT By Richard Zavala, Director Sincerely, THE WALLACE FOUNDATION By "V ful(Lew Will Miller, President CITY OF Fp.R1., WORTH By: Su an 4%nis Assistant City Manager .ATTEST: aryl Kays City Secreta AI'PRO AND LE By: Tyler allac Assistant Ci • AL ry. M&C G-1 7344 ttorney FFICMAL EC ©gni SEC 't , .Y 1 Fre, WORTN9T CITY OF FORT WORTH FORT WORTH, TX, 76115 APPENDIX A REQUEST ID #20120016 Grant Amount: Up to $765,000 to be used over four years (from March 15, 2012 through March 14, 2016) to support the work described in the proposal you submitted on March 26, 2011, which is incorporated herein by reference and summarized in this Appendix In the event of a conflict between the grant agreement (including this Appendix) and your proposal, the terms of the grant agreement shall control. Program Summary Fort Worth's over -arching goal is to create a systemic approach for ensuring high quality, accessible year-round opportunities for all of Fort Worth s youth, including those who are living in the city of Fort Worth yet outside of the Fort Worth Independent School District (FWISD) service area or are attending alternative or private schools. The primacy focus of Fort Worth's approach to achieving this goal is through support for the Reliable Information building block; specifically by conducting geographical mapping, asset tracking, market research, data collection and training in order to improve access to and participation in quality programs. The second building block is Commitment to Quality. Fort Worth will develop city wide OST program quality standards, assessment tools, training, and incentives for OST providers in Fort Worth in order to improve program quality across the city. A final building block effort, Coordinating Entity, will address the establishment, enhancement and/or revitalization of a 501(c)(3) organization with a Board of Directors in order to ensure sustainability of the data and quality efforts. Program Goals and Goal Attainment Indicators Key expected accomplishments of this grant and measures by which we will know goals are being achieved, by Building Block Building Block Goals 1. Reliable Information 1.1 Improve access to quality programming by identifying locations of existing programs and where service gaps occur, using geo-mapping tools 1.2 Coordinate efforts of OST providers citywide to collect reliable data (including attendance and piogram effectiveness) utilizing a common record keeping system (MIS) Goal Attainment Indicators A database of year -long, school term and summer OST programs will be compiled and made available to the public in order to improve access to programming. A geographical map of Fort Worth depicting the location of OST providers will be created and made accessible to the public in order to improve access to programming. Building Block Goals 1.3 Capture reliable information about the demand for quality OST programs through conducting market research 1.4 Build capacity of individual providers to use a common record keeping system (MIS) 2. Commitment to Quality 2.1 Improve program quality by defining City-wide quality standards 2.2 Improve program quality through identification of quality components and the development/adoption of a common program quality assessment tool 2.3 Develop a citywide training system for OST providers for quality programming, evaluation, and business practices Goal Attainment Indicators A detailed market research study by geographic areas will be made available to OST partnei s showing the desire and need for OST programs in the city in order to better serve under -served neighborhoods. A citywide MIS will be in place (either through an agreement with FWISD to use their MIS citywide or the acquisition/development of a new data system) and will be used by providers to support improved programming. Common measures across programs will be identified and reported on. A list of quality standards will be developed and adopted citywide by at least 60 % of providers. Comprehensive program quality monitoring and evaluation tools will be developed and used by at least 60% of OST providers. An incentive program that rewards OST providers for adherence to standards and piogram quality will be established, as well as support for those needing assistance in improving program quality. 2 Building Block 3. Coordinating Entity Goals 2 4 Implement a quality rating system to guide funding decisions 3 1 Establish a sustainable citywide OST coordinating entity Goal Attainment Indicators A collaborative citywide system of ongoing training for OST providers will be in place to improve quality and at least 60% of the providers citywide are participating in training on a yearly basis. A cadre of 10-15 key providers and community partners will meet at least quarterly to identify and address OST needs in Fort Worth, during the grant period and beyond. An identified user group of children, parents, educators and community members will meet annually to help inform decision makers about impact. A 501(c)(3) organization will be created or an existing one will be named as the coordinating entity for the Fort Worth OST system; this organization will include a coordinating board to provide oversight and community input. Year One Action Plan What the City of Fort Worth will do in the first year to make progress toward attainment of the indicators listed above; results the City will be accountable for achieving. Bldg. Block 1 1 1 Goal Task Year 1 Action Steps Result(s) of these Who is Start Date End Date ID Related to Goals Action Steps Responsible? 1.1 Improve access to quality programming by identifying locations of existing programs and where service gaps occur, using geo-mapping tools 1.1 1.1.1 Compile a list of all List of OST City of Fort March June OST providers in Fort providers Worth Worth. 1.1 1.1.2 Develop a requirements GIS requirements City of Fort March June document for GIS document Worth capabilities needed. 3 Bldg. Goal Task Year 1 Action Steps Result(s) of these Who is Start Date End Date Block ID Related to Goals Action Steps Responsible? 1 1.1 1.1.3 Determine if the internal Decision regarding City of Fort June July GIS capabilities are the internal GIS Worth sufficient to meet capabilities program requirements. 1 1.1 1.1.4 If the Local GIS resource RFP City of Fort July August is inadequate: Develop Worth an RFP and submit to Recommended recommended vendors. vendor list 1 1.1 1.1.5 If the local GIS resource City of Fort August September is inadequate: Review Vendor selected Worth proposals, conduct interviews, and make GIS agreement with selection. selected vendor 1 1.1 1.1.6 Prepare the agreement City of Fort October November (including a detailed Mapping underway Worth work plan and schedule), and engage the vendor. 1 1.1 1.1.7 Begin the mapping City of Fort December December process Worth 1.2 Coordinate efforts of OST providers citywide to collect reliable data ( ncluding attendance and program effectiveness) utilizing a common record keeping system (MIS) 1 1.2 1.2.1 Develop list of common List of national list City of Fort March August data points nationally of common data Worth for use in MIS record points keeping systems. 1 1.2 1.2.2 Confirm record keeping Local list of City of Fort August September requirements currently common data points Worth used by local providers through interviews or Decision regarding surveys or task force. the internal MIS 1 1.2 1.2.3 Compare preferred data capabilities City of Fort August November requirements to internal Worth & MIS capabilities. If decision is to OST Require a demonstration seek outside providers including report capability, then generation and development of instruction in system RFP and selection use. process will occur 1 1.2 1.2.4 Decide if existing in year 2 City of Fort October November system is adequate or Worth & decide to pursue outside OST vendors. providers 1 1.3 Capture reliable information about the demand for quality OST programs through conducting market research 1 1.3 1.3.1 Determine a strategy for Parent survey work City of Fort June July surveying Fort Worth plan Worth parents of youth eligible for OST programming RFP 1 1.3 1.3.2 Develop an RFP and City of Fort August September submit to recommended Recommended list Worth market research of market research providers. providers 4 Bldg. Block 1 1 1 1 1 Goal Task Year 1 Action Steps ID Related to Goals 1.3 1.3.3 Review proposals, conduct interviews, and make selection. 1.3 1.3.4 Prepare the agreement (including a detailed work plan and schedule). 1.3 1.3.5 Engage the firm. 1.3 1.3.6 Work is performed according to the agreement. 1.4 Build capacity of individual No action taken this year Result(s) of these Action Steps Firm selected and agreement executed Report: Needs and Gaps in Local OST Programming Analysis and Recommendations (Strategy) Who is Responsible? City of Fort Worth City of Fort Worth City of Fort Worth City of Fort Worth Start Date September October November December End Date October November December December providers to use a common record keeping system (MIS) 2 2.1 Improve program quality by defining City-wide quality standards 2 2.1 2.1.1 Collect nationally National standards City of Fort May May recognized quality Worth standards. Standards from 2 2.1 2.1.2 Collect standards from other "Wallace Grant" cities. 2 2.1 2.1.3 Collect standards from OST providers. 2 2.1 2.1.4 Analyze and distill standards in a workable format. 2 2.1 2.1.5 Conduct a series of surveys and meetings of local providers to define City-wide standards. 2 2.1 2.1.6 Finalize and distribute the list of agreed -upon standards Wallace Grant cities City of Fort May June Worth Standards from local providers Standai ds "worksheet" Series of surveys and meetings Agreed -upon quality standards City of Fort June June Worth & OST Providers City of Fort June August Worth City of Fort June December Worth City of Fort November December Worth 2 2.2 Improve program quality through identification of quality components and the development/adoption of a common program quality assessment tool 2 2.2 2.2.1 Collect assessment National assessment City of Fort May instruments tied to instruments Worth nationally recognized standards, drawing on experiences of other Wallace -funded cities. 2 2.2 2.2.2 Collect assessment instruments from local OST providers. 2 2.2 2.2.3 Analyze and distill assessment instruments in a workable format. 2 2.2 2.2.4 Conduct a series of surveys and meetings of Assessment instruments from local providers Assessment instrument "worksheet" Series of surveys and meetings City of Fort May Worth & OST Providers City of Fort June Worth City of Fort Worth & June June August September December 5 Bldg. Goal Task Year 1 Action Steps Result(s) of these Who is Start Date End Date Block ID Related to Goals Action Steps Responsible? local providers to define OST and come to consensus Providers on a City-wide assessment instrument. (Note: it is unlikely that consensus will be reached in Year 1 as we need to be sure the standards are in place first) 2 2.3 Develop a citywide training system for OST providers for quality programming, eva uation, and business practices 2 2.4 3 3.1 No action taken this year Implement a quality rating system to guide funding decisions No action taken this year Establish a sustainable citywide OST coordinating entity 3 3.1 3.1.1 Recruit core OST provider cadre to participate as advisors. 3 3.1 3.1.2 Meet with potential funders and academic institutions to support the central coordinating entity. 3 3.1 3.1.3 Recruit advocates, students and parents to receive input on entity's focus and strategies. 3 3.1 3.1.4 Draft work plan to ensure each group's effectiveness. 3 3.1 3.1.5 Develop a communication plan and calendar to ensure consistent communications among key partners. 3 3.1 3.1.6 Begin discussions focusing on the optimal responsibilities and composition of the central coordinating entity. List of potential OST provider/advisors is developed Workplan developed for OST advisors Potential funder and academic institution list Communication plan List of potential advocates, students and par ents Work plan for advocates, students and parents Coordinating entity task force is formed City of Fort Worth City of Fort Worth City of Fort Worth City of Fort Worth April May April May City of Fort ' April Worth City of Fort June Worth August July September September September December 6 Required Reports, Deliverables to Wallace Work products and specific due dates Due October 15, 2012: Annual progress report (for work completed March 15 — September 15, 2012), including critical analysis of performance against plan for each Building Block using Appendix C, Grantee Reporting Form; financial summary of expenditures; and, Action Plan for Year 2 (beginning March 15, 2013) with a detailed budget (including updated goal attainment indicators as needed). This report should include any woik products such as memoranda of understanding, data -sharing agreements, work plans, program quality standards and assessments developed, and other tools that have been generated through the Next Generation After School System Building Initiative. Please also include with this report verification that you are a government instrumentality. Due October 15, 2013: Annual progress report (for work completed September 16, 2012 September 15, 2013), including critical analysis of performance against plan for each Building Block using Appendix C, Grantee Reporting Form; financial summary of expenditures; and, Action Plan for Year 3 (beginning March 15, 2014) with a detailed budget (including updated goal attainment indicators as needed). This report should include any woik products such as memoranda of understanding, data -sharing agreements, work plans, program quality standards and assessments developed, and other tools that have been generated through the Next Generation After School System Building Initiative. Please also include with this report verification that you are a government instrumentality. Due October 15, 2014: Annual progress report (for work completed September 16, 2013 — September 15, 2014), including critical analysis of performance against plan for each Building Block using Appendix C, Grantee Reporting Form; and, financial summary of expenditures This report should include any work products such as memoranda of understanding, data -sharing agreements, work plans, program quality standards and assessments developed, and other tools that have been generated through the Next Generation After School System Building Initiative. Please also include with this report verification that you are a government instrumentality. Due April 15, 2015: Final progress report (for work completed September 16, 2014 — March 15, 2015, the last six months of the project -related activities), including a critical analysis of performance against plan for each Building Block using Appendix C Grantee Reporting Forme and, final financial summary of expenditures related to the project -related expenses. This report should include any work products such as memoranda of understanding, data -sharing agreements, work plans, program quality standards and assessments developed, and other tools that have been generated through the Next Generation After School System Building Initiative. Due April 15, 2016: Narrative reflection on participation in the Initiative in a format to be determined six -months prior to due date. Final financial summary of expenditures from March 16, 2015 — March 15, 2016. 7 City Name Grant Recipient Grant Period Date Submitted Projected Revenue Wallace Foundation (note annual payments in the appropriate columns) Cash match (CDBG - Other ISD fund allocation) In -kind match (CFW support - resources and staff) The Wallace Foundation After School Systems II Budget Fort Worth City of Fort Worth March 15, 2012 - March 14, 2016 3/15-12/31/2012 2013 2014 APPENDIX B REQUEST ID #20120016 1/1/15-3/14/16 Total Total Wallace Match Wallace Match Wallace Match Wallace Match Wallace Match Grand Total 232,108 10,000 40,000 304,546 40,750 59,250 213,346 31,047 68,953 $15,000 Total Projected Revenue $232,108 50,000 $304,546 $100,000 $213,346 $100,000 $15,000 Projected Expenses Salaries and fringes Director of PACS (1%); FWAS Director (5%); Assistant Director of PACS (5%); Fiscal Administrator (1%); District Superintendent (10%); Contract Administrator (1%); Mayor's office (1%); Senior Adminstrative Assistant (1%); GIS Planner (1%); IT Programmer (10%); Recreation Programmers (1%) Consultants/Project Management; Web design; Market Research; MIS; Program Evaluation; Trainer; Professional memberships; Conference Travel; Wallace Network Activities (costs related meetings/conferences convened by Wallace or designees) Telephone and fax Printing Postage and delivery Office supplies Other direct costs: GIS software, Incentives, IT support, Meeting space, Food, Transportation Indirect costs (not to exceed 15%) Total Projected Expenses Mar 15 - Dec 31 2012 Wallace Match 27,000 Jan - Dec 2013 Wallace Match 33,750 Jan - Dec 2014 Wallace Match 43,453 $765,000 , $0 $765,000 $0 $81,797 $81,797 $0 $168,203 $168,203 $0 $0 $0, $0 $0 $0 $0 $765,000 $250,000 $1,015,000 Jan 2015- Mar 2016 Total Total Wallace Match Wallace Match Grand Total $0 $104,203 $104,203 203,683 259,552 10,000 181,502 10,000 $644,737 $20,000 $664,737 7,500 20,925 $232,108 7,500 1,000 1,000 100 900 1,000 1,000 100 900 7,500 1,000 1,000 100 900 15,000 7,500 37,494 40,750 24,344 31,047 12,500 12,500 12,500 $50,000 $304,546 $100,000 $213,346 $100,000 $15,000 $37,500 $0 $0 $3,000 $0 $3,000 $0 $300 $0 $2,700 $37,500 $3,000 $3,000 $300 $2,700 $82,763 $79,297 $162,060 $0 $37,500 $37,500 $0 $765,000 $250,000 $1,015,000 1 APPENDIX C THE WALLACE FOUNDATION NEXT GENERATION AFTER SCHOOL SYSTEM BUILDING INITIATIVE GRANTEE PROGRESS REPORT GUIDELINE To provide an opportunity to reflect 017 the funded Project, its accomplishments, challenges, progress, and lessons learned, Wallace requires periodic narrative and financial reports on the progress of the work suppoi ted by this grant. The due dates of such reports, and the substance of such reports, are detailed in Appendix A of your grant agreement. Wallace highly values and seeks your critical analysis of the progress made compared to your goals (a plan vs. performance analysis); your reflections about what worked, what did not, and why; and explanation of revisions to your next year's plan. The insights and data provided may be used as source material for future knowledge products; you will be consulted in the event that we would like to share information provided in your report for research puiposes. Please, refer to Appendix A of your grant agreement, and focus answers on evidence related to the agreed upon Program Goals and Attainment Indicators. Organization Name CITY OF FORT WORTH, PARKS AND COMMUNITY SERVICES DEPARTMENT Request ID #: 20120016 Period covered by report: Report Deadline: Preferred Report Length: up to 15 pages, single-spaced I. Plan vs. Performance Restate each goal in Appendix A of youi gi ant agreement below, organized by Building Blocks. For each goal please list the Key Activities (the Action Steps from Appendix A of the grant agreement or any subsequent amendments) and assess your progress toward the results, using the agreed upon measures listed in Appendix A of your work plan or any subsequent amendments. If any of the proposed activities and results that relate to the goals varied from what vas outlined in Appendix A please explain variation and any lessons learned f our the implementation (in the Assessment & Identification of Changes column). Add additional rows for goals and additional matrices as needed for each Building Block Listed in Appendix A. Building Block: GOAL 1: Key Activities Progress Toward Results Assessment & Identification of Changes in Strategy Needed GOAL 2: GOAL 3: Overall summary of progress and challenges: II. Common Measures that All Cities are Reporting Against Please respond to the following three sets of questions (half a page for each question): I . What progress have you made toward being able to report site -level youth participation by program session and grade, as measured by average daily attendance? If you have a data system in place at this time how many programs aie currently entering data into the system? What was your average daily attendance for the last reporting period of your programming? 2. What progress have you made toward establishing common program quality standards for the providers in your city? What percentage of providers has agreed to adopt the standards? What progress have you made toward developing and implementing an assessment tool used by the providers in your system? What percentage of providers undertook program quality assessment in this reporting period? How many providers have been trained on program quality? If you are working on staff credentialing, how many providers currently have an OST credential? 3. What progress have you made toward building the capacity of your providers to use your city's MIS and program quality data to improve programming? Please provide examples of how 2 data has been used to support programming and/or policy (for example, using data to build public support for aftersehool, to advocate for funding, to expand program slots). III. Overall Reflections (half page) Reflecting on the activities and results described above, what have been your City's most important successes in this reporting period? What are your greatest concerns about the work moving forward? IV. Leadership Changes (half page if needed) Were there any major changes in leadership positions that affect this grant/contract? If so, what is your assessment of the likely effect of those changes on the funded work? V. Continuous Improvement (one page) In your opinion could anything have been done differently during the grant period that would have led to better results, as well as communication and partnership? • By you: • By the lead Wallace staff on this grant: • By the foundation: • By NLC, the Technical Assistance Coordinator: VI. Technical Assistance and the Learning Network (half page) Please critique your experience with the technical assistance provided during this reporting period. • • What has been most beneficial aspect of the TA to your work so far? Looking ahead, what technical assistance do you anticipate needing to carry out your next year of work? VII. Publications, Communications, and Media • Please provide any notable press clippings, major publications, or other tools (including web sites) that have been developed or released in this reporting period. This includes strategic plans, evaluation reports pi ogram quality standards, memorandum of understanding, etc. • Please provide the following information about key public events in which your organization's work was highlighted and/or your leadership presented: Title, location, date, venue and size of audience for events VIII. Financial Assessment (half page) Was the grant money spent as anticipated in the budget attached as Appendix B to the grant agreement or any subsequent amendments? Please include an expenditure report that compares protected to actual expenses. If there is a balance left to be spent please propose and explain how and when the grant will be spent in full. IX. Attachments • Please provide documentation that you are a government instrumentality. 3 • Please provide a Year 2 action plan. • Please provide an updated project budget and overall system budget using the forms provided. • Please provide a Year 2 budget narrative and match documentation using the forms provided. Submitted By: Executive Director Date Board Chair Date 4 M&C Review Page 1 of 2 CIL Official site of the City of Fort Worth, Texas FORT WORTH COUNCIL ACTION: Approved on 8/9/2011 - Ordinance No. 19834 DATE' 8/9/2011 REFERENCE NO.: G-17344 CODE SUBJECT: G TYPE NON - CONSENT LOG NAME PUBLIC HEARING: 80WALLACE FOUNDATION 2011 NO Authorize Application for and Acceptance, if Awarded, of a Three -Year Grant for a Total Amount Up to $750,000 00 from The Wallace Foundation to Participate in a System - Building Initiative for Out -of -School Time Programs and Adopt Appropriation Ordinance (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council: 1. Authorize application for and acceptance, if awarded, of a three-year grant for a total amount up to $750,000.00 from The Wallace Foundation to participate in a system -building initiative for out -of - school time programs, and 2. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Grants Fund by $750,000.00 subject to receipt of the grant. DISCUSSION: The Wallace Foundation (The Foundation) is a philanthropic organization based in New York City whose mission is to improve learning and enrichment opportunities for children, particularly those living in distressed urban areas. The Foundation pursues its mission through five major initiatives, including one that is targeted at building systems to provide children with after -school, summer and other Out -of -School Time (OST) programs. The Foundation identified the City of Fort Worth as highly committed to developing and supporting systems for high -quality OST programs citywide. The Foundation's OST system -building initiative is currently focusing on cities with (i) populations over 100,000 (ii) sizeable percentages of low-income families and (iii) a record of Mayor and City Council leadership commitment to OST. The Foundation invited the City to submit a proposal to participate in its OST system -building initiative beginning in early 2012. This system -building initiative is expected to last approximately three years. From a pool of approximately 17 cities invited to submit proposals, The Foundation will select up to 10 cities to take part in the initiative. On June 22, 2011, staff was notified that Fort Worth has been selected to move forward to the next round of review, which will involve the submission of additional materials and a site visit from representatives of The Foundation and the National League of Cities. The Foundation will require participating cities to utilize local resources to cover 25 percent of the total project budget. The resources for the match may come from new or redirected public dollars or from private sources. To provide the required match of $250,000.00, staff is proposing to allocate in - kind support in the form of existing administrative and managerial staff, supplies and materials and to solicit other resources including grants and donations. The goals of the City's OST system -building grant project are as follows: to gather new and better data to understand the needs of the community, particularly in the geographic areas of greatest needs, to focus on efforts to improve and advance program quality through the establishment of standards and assessments and to work on developing strategies to improve program sustainability http://apps. cfwnet. org/council_packet/mc_review.asp?ID 1 5540&councildate-8/9/2011 5/4/2012 M&C Review Page 2 of 2 and structure. The City of Fort Worth Parks and Community Services Department is serving as the grant applicant and will partner with Fort Worth Independent School District and Fort Worth After School. Additional partners will be added throughout the life of the grant. The proposed grant program would serve ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that upon approval of the above recommendations, receipt of the grant and adoption of the attached Appropriation Ordinance, funds will be available in the current operating budget, as appropriated, of the Grants Fund. TO Fund/Account/Centers FROM Fund/Account/Centers 1 2) GR76 488928 080497465000 1 2) GR76 5XXXXX 080497465010 $750.000.00 $750.000.00 Submitted for Citv Manager's Office bv: Susan Alanis (8180) Originating Department Head: Richard Zavala (5704) Additional Information Contact: Sandra Youngblood (5755) ATTACHMENTS 80WALLACE FOUNDATION 2011 AON.doc http://apps. cfwnet. org/council_packet/mc_review. asp?ID=15 540&councildate=8/9/2011 5/4/2012 M&C Review Page 1 of 2 Official site of the City of Fort Worth, Texas FORT WORTII COUNCIL ACTION: Approved on 8/7/2012 - Ordinance No. 20308-08-2012 DATE: 8/7/2012 REFERENCE NO.: **G-17643 LOG NAME: CODE: SUBJECT: G TYPE: CONSENT PUBLIC HEARING: Amend Mayor and Council Communication G-17344 Increasing the Wallace Foundation Grant Amount from $750,000.00 to $765,000.00 and Increasing the Three Year Grant Period to a Four Year Grant Period to Participate in a System Building Initiative for Out - of -School Time Programs, Authorize Execution of a Four Year Agreement with the Wallace Foundation in the Amount of $765,000.00 to Participate in a System Building Initiative for Out -of -School Time Programs and Adopt Appropriation Ordinance (ALL COUNCIL DISTRICTS) 80WALLACE FOUNDATION 2012 NO RECOMMENDATION: It is recommended that the City Council: 1. Amend Mayor and Council Communication G-17344 increasing the Wallace Foundation grant amount from $750,000.00 to $765,000.00 and increasing the three year grant period to a four year grant period to participate in a System Building Initiative for Out -of -School Time programs; 2. Authorize entering into a four year Agreement with the Wallace Foundation in the amount of $765,000.00 to participate in a System Building Initiative for Out -of -School Time programs, and 3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Grants Fund in the amount of $15,000.00 from $750,000 00 to the total grant amount of $765,000.00, subject to receipt of the grant funds. DISCUSSION: On August 9, 2011, (M&C G 17344) the City Council authorized the application for and acceptance, if awarded, of a three year grant in the amount of $750,000.00 from the Wallace Foundation (The Foundation) to participate in a System -Building Initiative for Out -of -School Time (OST) programs, and adopted an appropriation ordinance increasing estimated receipts and appropriations in the grants fund in the amount of $750,000.00. The Foundation is a philanthropic organization based in New York City whose mission is to improve learning and enrichment opportunities for children, particularly those living in distressed urban areas. The Foundation pursues its mission through five major initiatives, including one that is targeted at building systems to provide children with after -school, summer, and other OST programs. The Foundation invited the City to submit a proposal to participate in its OST System -Building Initiative to begin in early 2012. After passage of M&C G-17344, the Foundation notified the City that it had been awarded the grant and informed Staff that the Foundation would be increasing the total grant allocation from $750,000.00 to $765,000.00 and extending the term of the grant from three years to four years. The Foundation determined that, in the fourth year of the grant, the additional $15,000.00 would be used to complete the final year wrap up, including a written evaluation piece and required travel. The overall grant period runs from March 15, 2012 through March 14 2016. The appropriation ordinance will increase estimated receipts and appropriations in the grants fund by the additional aforementioned $15,000.00, thereby, increasing the total funds available for this project from $750,000 00 to the full grant amount of $765,000.00. This Mayor and Council Communication is necessary so that the City can execute an Agreement with the Wallace Foundation for the full amount http://apps.cfwnet org/council_packet/mc jeview.asp?ID=17146&councildate=8/7/2012 8/8/2012 M&C Review Page 2 of 2 and term of the grant. The goals of the City's OST System -Building grant project are as follows: to gather new and better data to understand the needs of the community, particularly in the geographic areas of greatest needs, to focus on efforts to improve and advance program quality through the establishment of standards and assessments, and to work on developing strategies to improve program sustainability and structure. The proposed grant program would serve ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that upon approval of the above recommendations, receipt of the grant and adoption of the attached Appropriation Ordinance, funds will be available in the current operating budget, as appropriated, of the Grants Fund. TO Fund/Account/Centers FROM Fund/Account/Centers 1 2) GR76 488928 080497465000 1 2) GR76 5XXXXX 080497465010 $15.000.00 $15.000.00 Submitted for City Manaaer's Office by: Susan Alanis (8180) Oriainatina Department Head: Richard Zavala (5704) Additional Information Contact: Sandra Youngblood (5755) ATTACHMENTS 80WALLACE FOUNDATION 2012 A012.doc http://apps.cfwnet org/council_packet/mc_revi ew. asp?ID=1 7 1 46&c ouncildate=8/7/2 0 1 2 8/8/2012