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MEMORANDUM OF UNDERSTANDING AND AGRLEMENT
United Way Funded Summer Reading Loss Program 2012
The following are the terms of agreement between the City. of Fort Worth hereinafter, referred
to as the "City," and the Boys & Girls Clubs of Greater Fort Worth, in the capacity as fiscal
agent of the United Way funded Summer Reading Loss Program, hereinafter referred to as the
"Club".
The City is agreeing under this Memorandum of Understanding and Agreement ("Agreement")
to be a site service partner at two community centers operated by the Parks and Community
Services Department as a part of the proposed United Way funded Summer Reading Loss
Program (2012). This Agreement will be in full force and effect from the date signed by both
parties. The following terms and conditions are agreed to by the signatories to this Agreement.
Pre -Award Period Terms and Conditions
The Pre -Award period is effective from the date of the execution of this document until
notification of program award by United Way, anticipated to be May 15, 2012.
The City obligations:
1. The City will assist the Club with gathering basic community, service, and programming
information for the proposal due to the United Way as requested by January 13, 2012.
2. The City shall make facility, personnel, and database available and shall participate in
scheduling and any other needed preparation to allow for the provision of programming
space and support for the Summer Reading Loss Program at Martin Luther King and
Eugene McCray Community Centers.
3. The City will designate a point of contact for the administration of the program and a
point of contact at each center respectively no later than March 1, 2012.
4. The City shall participate actively in the activities established by FWISD, the Club and
the sub -contracted reading program to recruit from the existing, pre -identified pool of
reading -assisted students from D. K. Sellars Elementary School and W. M. Green
Elementary School. City recruitment activities shall be aimed at ensuring there are
sufficient participants to achieve the necessary participation to reach 25 minimum total
students enrolled at each community center, a 75% retention rate in the program, and a
65% participation rate in all instructional activities during the award period.
The Club obligations:
1. The Club will organize the collaborative proposal process and be responsible for the
submission of the proposal to the United Way by January 27, 2012.
2. If successfully funded, the Club will perform contracting with the United Way of Tarrant
County, as the fiscal agent.
3. The Club will designate an administrative point of contact for the program no later than
March 1, 2012.
Summer Reading Program 2012 — CFW PACS and BGC of Greater Fort Worth
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OFFICIAL RECORD
CITY SECRETARY
Ft. WORTH, TX
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The Club will coordinate with FWISD on the recruitment process including the
dissemination of instructions regarding privacy disclosure of names for targeted
recruitment.
5. The Club will sub -contract with a qualified reading program by May 15, 2012.
Award Period Terms and Conditions
The Award period is effective from the date of anticipated award of this program of May 15,
2012 until August 15, 2012 or 12 weeks if the anticipated award date should be later but not
later than August 17, 2012.
The City obligations:
1. The City shall provide all required reporting information requested by the Club for the
purposes of meeting the requirements of the United Way and the independent evaluator
from University of Texas at Arlington by the deadline set by the fiscal agent.
2. The City will make every reasonable effort to attend meetings as needed with the Club,
the United Way, or the evaluator.
The City shall make facility, personnel, and database available and shall participate in
scheduling and other reasonable needed accommodations to allow for the provision of
programming space and support for the Summer Reading Loss Program at Martin Luther
King and Eugene McCray Community Centers. City shall make reasonable efforts to
provide the following - space for reading interventions that accommodates 1 adult and 5
children at one time, that is conducive for reading activities; and that is available at least
four days per week (excluding May 28, 2012 and July 4, 2012), in blocks of three -or -
more consecutive hours, and during a time of day that promotes maximum participation.
4. The City shall cooperate fully with the Club in the planning and delivery of service
including the reading interventions and all associated activities, including but not limited
to providing feedback and coordinating on scheduling field trips, creating a master
calendar of activities, and making every reasonable effort to follow the master calendar.
5. The City shall participate in training for the project to take place the week of June 4, 2012
by sending at least one person from each community center and one management level
person not housed at either center. Training to occur over a period of approximately 16
hours.
6. The City shall follow all minimally established data tracking procedures for enrollment,
participation, and demographic information for all program participants. Procedures are
to be established by the Club with input from the United Way, evaluator and reading
intervention sub contractor, but will be aimed at maintaining a balanced approached to
data collection.
7 The City shall designate a point of contact at each community center to coordinate with
the reading intervention subcontractor on issues related to scheduling and service
delivery.
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8. City shall conduct recruitment and retention activities in an effort to ensure the necessary
participation to reach 25 minimum total students at each participating community center
site, a 75% retention rate in the program, and a 65% participation rate in all instructional
activities during the award period. Those activities include but are not limited to making
efforts to provide or arrange for transportation for participants to the program site and to
field trips as needed.
The City shall meet all the requirements for evaluation as determined by United Way or
the University of Texas at Arlington.
10. The City will provide membership at no cost for the program participants in the summer
program that will offer a fun and engaging environment for students before and/or after
the reading intervention that promotes recruitment and retention. The program activities
will include but are not limited to weekly field trips to UNTHSC and the library.
11. The City will offer parenting support and activities, such as distributing materials and
hosting a parent reading event, to reinforce the overall importance of reading, especially
at home with their children.
12. The City will make reasonable efforts to create a harmonious working relationship with
the reading program subcontractor.
The Club obligations:
1. The Club will coordinate reporting requirements, deadlines, formats, and training to meet
the requirements for evaluation as determined by United Way or the University of Texas
at Arlington.
The Club will organize, announce and host meetings to coordinate activities of this
program.
3. The Club will make the following installment payments to the City for performance and
services rendered consistent with the terms of this Agreement:
June 15, 2012 $4,574
July 15, 2012 $4,573
August 15 2012 $4,573
4. The Club will contract with a qualified individual to serve as a program coordinator for the
program to serve as an additional point of contact for the City by May 15, 2012 The
Program Coordinator will: create a master calendar, assist in coordinating UNTHSC and
library field trips, conduct audits, purchase/setup site software licenses, make/distribute
certain reading materials, assist with training, provide communication, assemble reports,
troubleshoot and support the program generally speaking.
5. The Club shall produce a master calendar of deadlines, reporting, events and field trips
by June 11, 2012.
The Club with assistance from a third party shall organize, host and evaluate training for
the City and all other related personnel the week of June 4, 2012.
Summer Reading Program 2012 — CFW PACS and BGC of Greater Fort Worth Page 3 of 5
7 The Club shall establish minimal data tracking procedures for enrollment, participation,
and demographic information for all program participants in coordination with United
Way, University of Texas at Arlington and the City.
The Club will conduct periodic audits of data to ensure performance to intended program
outcomes and deliverables.
9. The Club shall monitor the performance of the contract with the reading program
subcontractor. Comments regarding the performance of the reading program contractor
may be directed to the Club if necessary.
General
1. The City agrees to release and hold the Club harmless from any and all liability,
demands, claims, actions, losses, interests, costs of defense and expenses, to the extent
caused, or alleged to be caused, by the City, its employees, servants or agents.
2. Termination of this Agreement may be considered by the Club if pre -award period terms
and conditions are not satisfied or if award period terms or considerations are not
satisfied and reasonably threaten the successful completion of the program goals. The
Club shall provide the City with at least fourteen (14) days' advance notice and an
opportunity to cure prior to termination. In the event this Agreement is terminated, Club
shall be obligated to pay City a prorated portion of the amounts listed in Section 3 above
to compensate for services rendered through the effective date of termination.
3. This Agreement is the final, entire and complete Agreement between the City and the
Club and supersedes any prior and contemporaneous negotiations, understandings,
representations and agreements between the parties relating to the United Way Summer
Reading Loss Program 2012
4. This Agreement shall be construed in accordance with the laws of the State of Texas.
Exclusive venue for any lawsuits or actions of law or in equity arising hereunder shall be
in Tarrant County, Texas.
The Chief Operations Officer, telephone number (817) 834-4711 ext 214, will be the
representative for the Boys & Girls Clubs of Greater Fort Worth in regard to the implementation
of the terms of this Agreement.
[SIGNATURES APPEAR ON FOLLOWING PAGE]
Summer Reading Program 2012 — CFW PACS and BGC of Greater Fort Worth Page 4 of 5
If you concur with all of the above terms and conditions of this Agreement, please sign in the
space provided below.
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Dal5hne Barlow Stigliari6, Date
President
Boys &girls Clubs of Greater
Dorf Worth
APPROVED AS TO FORM
AND LEGALITY:
Assistant/Cify Attorney
ATTEST:
Mary J. k'yserj
City Secretary -
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