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HomeMy WebLinkAboutContract 44047 (2)CITY SECRETARY � L CONTRACT No. _ (u l � _-- expressed, the parties agree as follows: AGREEMENT FOR COMMUNITY BASED PROGRAM In consideration of the mutual covenants, promises and agreements contained herein, THIS AGREEMENT ("Agreement") is made and entered into between CITY OF FORT WORTH, a home rule municipal corporation of the State of Texas, ("City") acting by and through Charles W. Daniels, its duly authorized Assistant City Manager, and CASA OF TARRANT COUNTY, INC. a Texas non-profit corporation ("Contractor") acting by and through Julia Summers, Executive Director, its duly authorized representative. RECITALS WHEREAS, City has determined that Community Based Programs are necessary to support crime prevention in City during FY 2013 to meet one or more of the Crime Control and Prevention District ("CCPD") goals, which are (1) to support efforts to reduce violent crime and gang -related activities through enhanced enforcement activities and crime prevention programs, (2) to support efforts to increase the safety of residents and to decrease crime throughout Fort Worth neighborhoods and (3) to support efforts to increase the safety of youth and reduce juvenile crime through crime prevention and intervention programs; and WHEREAS, Contractor has agreed to operate a Community Based Program called "Advocacy Services for Transitioning Youth" which will support the adoption of a prevention focus by the police department and the community; and WHEREAS, City desires to contract with Contractor to operate the Advocacy Services for Transitioning Youth program; and WHEREAS, City, as consideration for the performance of Contractor, has appropriated monies in the CCPD Budget as reimbursed by the CCPD in the amount of $23,539.00 ("Program Funds") to provide to the Contractor for the operation of the Advocacy Services for Transitioning Youth; NOW, THEREFORE, in consideration of the mutual covenants.—.hecin OFFICIM.RECORDk AGREEMENT on SECRETARY i L~in 17A'WORMTrli 1. Responsibilities of Contractor Contractor covenants and agrees to fully perform, or cause to be performed, with good faith and due diligence, all work and services described in Exhibit "A" — Program Proposal, attached, and incorporated herein for all purposes incident to this Agreement. Contractor shall be responsible for day-to-day administration of the Advocacy Services for Transitioning Youth program. Contractor agrees to expend the Program Funds in accordance with its Advocacy Services for Transitioning Youth program budget, described in Exhibit "B", attached. Program activities shall be reported in accordance FY 2013 Community Based Program t i 1 -11 '1 -1 3 PO 5 : 0 3 ANSA of Tarrant County, Inc. with Exhibit "D", attached and effectiveness measures shall be reported in accordance with Exhibit "E", attached. 2. Program Funds 2.1 In no event shall the total distribution of Program Funds from City made to the Contractor during the term of this Agreement exceed the total sum of $23,539.00. 2.2 Payment of the Program Funds from City to Contractor shall be made on a cost - reimbursement basis following receipt by City from Contractor of a signed Request for Reimbursement (RFR) and copies of all receipts. Contractor shall deliver to City a written detailed Program Activities Report and Program Effectiveness Measures Report as described in Section 4.2 below with each RFR to support expenditure of Program Funds. Such reports shall be signed by the Contractor or duly authorized officer of the Contractor. The RFR, as described in Exhibit "C", attached, and monthly Program Activities Report shall be submitted to City no later than the 15th day following the end of the month. Submittal of a monthly RFR and Program Activities Report is required even if services are not provided. Submit the monthly RFR with an original signature by an authorized representative to the Grants and Contracts Management Section of the Fort Worth Police Department. ATTENTION: SASHA KANE, 350 W. Belknap, Fort Worth, Texas 76102. Reimbursements will not be made until after receipt of an acceptable and approved RFR and a monthly Program Activities Report from the Contractor. Reimbursements shall be made within 30 days receipt of said documents 2.3 Contractor is authorized to adjust any categories in the budget in an amount not to exceed 5% of those particular categories without prior approval of City, as long as the total sum does not exceed the amount of the Program Funds; however, Contractor must notify City in writing of any such adjustments. Any adjustment of more than 5% of each category must have written permission from City prior to any budget adjustment being made. Budget adjustments shall be submitted to the Grants and Contracts Management Section of the Fort Worth Police Department, ATTENTION: SASHA KANE, 350 W. Belknap, Fort Worth, Texas, 76102. 3. Term This Agreement shall commence upon the date that both the City and Contractor have executed this Agreement ("Effective Date') and shall end on September 30, 2013. All of Contractor's expenditures under this Agreement must be completed prior to September 30, 2013. FY 2013 Community Based Program 2 CASA of Tarrant County, Inc 4. Program Performance 4.1 Contractor agrees to maintain full documentation supporting the perfoiiiiance of the work and fulfillment of the objectives set forth in Exhibit "A". 4.2 Contractor agrees to provide a monthly Program Activities and Effectiveness Measures Report to document the performance of the work described in Exhibit "D" and Exhibit "E" The Program Activities and Effectiveness Measures shall document the program activity names, numbers of participants attending, details of the activities, and a description of the goals achieved in support of the CCPD goals. Program Effectiveness Measures shall be reported on a quarterly basis and included in the January, April, July and October RFR and Program Activities Report submittals. Additionally, the Project Effectiveness Measurement Report must include any successes realized in descriptive detail. The monthly Program Activities and quarterly Program Effectiveness Measurement Reports shall be submitted to City no later than the 15th day after the end of each month. 5. Default and Termination 5.1 This Agreement is wholly conditioned upon the actual receipt by City of Program Funds from the CCPD. All monies distributed to Contractoi hereunder shall be exclusively from monies received from the CCPD, and not from any other monies of City. In the event that funds from the CCPD are not timely received in whole or in part, City may, at its sole discretion, terminate this Agreement and City shall not be liable for payment for any work or services performed by Contractor under or in connection with this Agreement. 5.2 If for any reason at any time during any term of this Agreement, City Council of City fails to appropriate funds sufficient for City to fulfill its obligations under this Agreement, City may terminate this Agreement to be effective on the later of (i) thirty (30) days following delivery by City to Contractor of written notice of City's intention to terminate or (ii) the last date for which funding has been appropriated by City Council for the purposes set forth in this Agreement. 5.3 This Agreement may be terminated by City, in whole or in part, whenever such termination is determined by City to be in the best interest of City; in event of Contractor default, inability to perform or to comply with the terms herein; or for other good cause. 5.4 Termination will be effected by delivering to Contractor a notice of termination, specifying the portion of the Agreement affected and the effective date of termination. Upon Contractor's receipt of notice of termination, Contractor shall: (a) Stop work under the Agreement on the date and to the extent specified in the notice of termination; (b) Place no further order or subcontracts, except as may be necessary for completion of the work not terminated; FY 2013 Community Based Program 3 CASA of Tarrant County, Inc (c) Terminate all orders and contracts to the extent that they relate to the performance of the work terminated by the notice of termination; and (d) Cease expenditures of Program Funds, except as may be necessary for completion of the work not terminated. 5.5 In the event City suspends or terminates this Agreement for cause, and the cause for such suspension or termination is determined to be invalid, the Contractor's sole remedy shall be reinstatement of this Agreement. Contractor expressly waives any and all rights to monetary damages, including but not limited to actual, consequential, and punitive damages, court costs and attorney's fees. 5.6 Within thirty (30) days following the date of termination of this Agreement, Contractoi shall return to City any property provided hereunder or as so directed by the Contract Administrator (see paragraph 13.3). City will have no responsibility or liability for Contractor's expenditures or actions occurring after the effective date of termination of the Agreement. 6. Equipment and Maintenance All equipment purchased with Program Funds must meet all eligibility requirements of City. Contractor shall maintain all equipment used in the administration and execution of the Advocacy Services for Transitioning Youth program Contractor shall maintain, replace or repair any item of equipment used in support of the Advocacy Services for Transitioning Youth program and/or for use under the terms of this Agreement that no longer functions or is lost or stolen. The cost for maintenance, replacement or repair of any equipment used in support of the Advocacy Services for Ti ansitioning Youth program and/or for use under the terms of this Agreement is the sole responsibility of Contractor. Contractor shall not use Program Funds or City funds to repair or replace said equipment. Contractor shall use any and all equipment purchased with Program Funds exclusively in support of the Advocacy Services for Transitioning Youth program. Within 10 days following the purchase of equipment, Contractor shall submit to City a detailed inventory of all equipment purchased with Program Funds to the Grants and Contracts Management Section at the address set forth in paragraph 2.3 above. The equipment inventory shall include an itemized description of each piece of equipment, the date each piece of equipment was purchased, the cost of purchase for each piece of equipment, and the location of each piece of equipment. 7. Administrative Requirements 71 Contractor agrees to keep sufficient records to document its adherence to applicable local, state and federal regulations, along with documentation and records of all receipts and expenditures of Program Funds. All records shall be retained for three (3) years following the termination or completion of this Agreement. City or its representatives shall have the right to investigate, examine and audit at any time any and FY 2013 Community Based Program 4 CASA of Tarrant County, Inc all such records relating to operations of Contractor under this Agreement Contractor, its officers, members, agents, employees, and subcontractors, upon demand by City shall make such records readily available for investigation, examination, and audit In the event of such audit by City, a single audit of all Contractors' operations will be undertaken and may be conducted either by City or an independent auditor of City's choice. Contractor shall submit a copy of any audit performed by their independent auditor within 30 days of receipt of the final audit report. 7.2 If any audit reveals a questioned practice or expenditure, such questions must be resolved within fifteen (15) days after notice to Contractor by City. If questions are not resolved within this period, City reserves the right to withhold further funding under this and/or future contract(s) with Contractor. 7.3 If, as a result of any audit, it is determined that Contractor misused, misapplied or misappropriated all or any part of the Program Funds, Contractor agrees to reimburse City the amount of such monies so misused, misapplied or misappropriated, plus the amount of any sanction, penalty or other charge levied against City because of such misuse, misapplication or misappropriation. 7.4 Contractor's obligation to City shall not end until all closeout requirements are completed. Activities during this closeout period shall include, but are not limited to: providing final Program Activities Report and Piogram Effectiveness Measurement Reports, making final payments, disposing of Advocacy Services for Transitioning Youth program assets as appropriate and as directed by City's Contract Administrator (see paragraph 13.3.). 7.5 Contractor covenants and agrees to fully cooperate with City in monitoring the effectiveness of the services and work to be performed by Contractor under this Agreement, and City shall have access at all reasonable hours to offices and records of the Contractor, its officers, members, agents, employees, and subcontractors for the purpose of such monitoring. 8. Independent Contractor 8.1 Contractor shall operate hereunder as an independent contractor and not as an officer, agent, or servant or employee of City Contractor shall have exclusive control of, and the exclusive right to control, the details of the work and services performed hereunder, and all persons performing same, and shall be solely responsible for the acts and omissions of its officers, members, agents, servants, employees, subcontractors, program participants, licensees or invitees. The doctrine of respondeat superior shall not apply as between City and Contractor, its officers, members, agents, servants, employees, subcontractors, program participants, licensees or invitees, and nothing herein shall be construed as creating a partnership or joint enterprise between City and Contractoi. It is expressly understood and agreed that no officer, member, agent, employee, subcontractor, licensee or invitee of the Contractor, nor any program participant hereunder is in the paid service of City and that City does not have the legal right to FY 2013 Community Based Program 5 CASA of Tarrant County, Inc control the details of the tasks performed hereunder by Contractor, its officers, members, agents, employees, subcontractors, program participants, licensees or invitees. 8.2 City shall in no way nor under any circumstances be responsible for any property belonging to Contractor, its officers, members, agents, employees, subcontractors, program participants, licensees or invitees, which may be lost, stolen, destroyed or in any way damaged. 9. Indemnification 9.1 Contractor covenants and agrees to indemnify, hold hainiless and defend, at its own expense, City and its officers, agents, servants and employees from and against any and all claims or suits for property loss or damage and/or personal injury, including death, to any and all persons, of whatsoever kind or character, whether real or asserted, arising out of or in connection with the execution, performance, attempted performance or nonperformance of this agreement and/or the operations, activities and services of the program described herein, WHETHER OR NOT CAUSED, IN WHOLE OR IN PART, BY ALLEGED NEGLIGENCE OF OFFICERS, AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS OR SUBCONTRACTORS OF CITY and Contractor hereby assumes all liability and responsibility of City and its officers, agents, servants, and employees for any and all claims or suits for property loss or damage and/or personal injury, including death, to any and all persons, of whatsoever kinds or character, whether real or asserted, arising out of or in connection with the execution, performance, attempted performance or non-performance of this contract and agreement and/or the operations activities and services of the programs described herein, WHETHER OR NOT CAUSED IN WHOLE OR IN PART, BY ALLEGED NEGLIGENCE OF OFFICERS, AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS OR SUBCONTRACTORS OF CITY. Contractor likewise covenants and agrees to and does hereby indemnify and hold harmless City from and against any and all injury, damage or destruction of property of City, arising out of or in connection with all acts or omissions of Contractor, its officers members, agents, employees, subcontractors invitees, licensees, or program participants, WHETHER OR NOT CAUSED, IN WHOLE OR IN PART BY ALLEGED NEGLIGENCE OF OFFICERS AGENTS SERVANTS, EMPLOYEES, CONTRACTORS OR SUBCONTRACTORS OF CITY. 9.2 Contractor agrees to and shall release City, its agents, employees, officers and legal representatives from all liability for injury, death, damage of loss to persons or property sustained in connection with or incidental to perfoiniance under this agreement, even if the injury, death, damage or loss is caused by City's sole or concurrent negligence. 9.3 Contractor shall require all of its subcontractors to include in their subcontracts a release and indemnity in favor of City in substantially the same form as set forth in Paragraphs 9.1 and 9.2 above. FY 2013 Conmlunity Based Program 6 CASA of Tarrant County, Inc 10. Non -Assignment No assignment or delegation of duties under this Agreement by Contractor shall be effective without City's prior written approval. 11. Prohibition Against Interest 11.1 No member, officer or employee of City, or its designees or agents; no member of the governing body of the locality in which the Advocacy Services for Transitioning Youth program is situated; and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the Advocacy Services for Transitioning Youth program during his tenure or for one year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed hereunder. Contractor shall incorporate or cause to be incorporated, like language prohibiting such interest, in all contracts and subcontracts hereunder. 11.2 No officer, employee, member or program participant of Contractor shall have a financial interest, direct or indirect, in this Agreement or the monies transferred hereunder, or be financially interested, directly or indirectly, in the sale to Contractor of any land, materials, supplies, or services purchased with any funds transferred hereunder, except on behalf of Contractor, as an officer employee, member or program participant. Any willful violation of this paragraph with the knowledge expressed or implied, of Contractor or its subcontractors, shall render this Agreement voidable by City of Fort Worth. 12. Nondiscrimination 12.1 In accordance with the federal, state and local laws and ordinances, Contractor covenants that neither it noi any of its officers, members, agents, employees, program participants, or subcontractors, while engaged in performing this Agreement shall in connection with the employment, advancement, or discharge of employees, in connection with the terms, conditions or privileges of their employment, discriminate against persons because of their age, except on the basis of a bona fide occupational qualification, retirement plan, statutory requirement, or statutory or ordinance exception 12.2 Contractor will not unlawfully discriminate against any person or persons because of age, race color, religion, sex, disability, national origin, or sexual orientation, nor will Contractor permit its officers, members agents, employees, subcontractors or program participants to engage in such discrimination. FY 2013 Community Based Program 7 CASA of Tarrant County, Inc. 13. Compliance 13.1 Contractor, its officers, members, agents employees, program participants, and subcontractors, shall abide by and comply with all laws, federal state and local including all ordinances, rules and regulations of City. If City calls to the attention of Contractor any such violation on the part of Contractor or any of its officers, members, agents, employees, subcontractors or program participants, then Contractor shall immediately desist from and correct such violation. 13.2 Contractor shall utilize Program Funds strictly for those purposes and goals intended under the terms and conditions of this Agreement. If City calls the attention of Contractor to any such violations on the part of Contiactor or any of its officers, members, agents, employees, program participants or subcontractors, then Contractor shall immediately desist from and correct such violation. 13.3 City designates Sasha Kane, Senior Contract Compliance Specialist 817-392- 4243, to act as Contract Administrator and delegates to this individual authority for Agreement administration, compliance, and monitoring. 14. Waiver of Immunity If Contractor is a charitable or nonprofit organization and has or claims an immunity or exemption (statutory or otherwise) from and against liability for damages or injury, including death, to persons or property; Contractor hereby expressly waives its rights to plead defensively such immunity or exemption as against City. This section shall not be construed to affect a governmental entity's immunities under constitutional, statutory or common law. 15. Insurance Requirement 15.1 Contractor shall procure and shall maintain during the term of this Agreement the following insurance coverage: a. Commercial General Liability (CGL)• $1,000,000 per occurrence, with a $2,000 000.00 annual aggregate limit, in a form that is acceptable to the City's Risk Manager. b. Non -Profit Organization Liability or Directors & Officers Liability: $1,000,000 per occurTence, with a $1,000,000 annual aggregate limit, in a form that is acceptable to the City s Risk Manager. c. Automobile Liability $1,000,000 each accident on a combined single limit basis OR split limits are acceptable if limits are at least $250,0000 Bodily Injury per person, $500,000 Bodily Injury per accident and $100,000 Property Damage. FY 2013 Community Based Program 8 CASA of Tarrant County, Inc. 15.2 Contractor's insurer(s) must be authorized to do business in the State of Texas for the lines of insurance coverage provided and be currently rated m terms of financial strength and solvency to the satisfaction of the City's Risk Manager. 15.3 Each insurance policy required herein shall be endorsed with a waiver of subrogation in favor of the City Each insurance policy required by this Agreement, except for policies of worker's compensation or accident/medical insurance shall list the City as an additional insured. City shall have the right to revise insurance coverage requirements under this Agreement. 15.4 Contractor further agrees that it shall comply with the Worker's Compensation Act of Texas and shall provide sufficient compensation insurance to protect Contractor and City from and against any and all Worker's Compensation claims arising from the work and services provided under this Agreement 16. Miscellaneous Provisions 16.1 The provisions of this Agreement are severable, and, if for any reason a clause, sentence paragraph or other part of this Agreement shall be determined to be invalid by a court or Federal or state agency, board or commission having jurisdiction over the subject matter thereof, such invalidity shall not affect other provisions which can be given effect without the invalid provision. 16.2 City's failure to insist upon the performance of any term or provision of this Agreement or to exercise any right herein conferred shall not be construed as a waiver or relinquishment to any extent of City's right to assert or rely upon any such term or right on any future occasion 16.3 Should any action, whether real or asserted, at law or in equity, arise out of the execution, performance, attempted performance or non-performance of this Agreement, venue for said action shall he in Tarrant County, Texas. 16.4 Contractor represents that it possesses the legal authority, pursuant to any proper, appropriate and official motion, resolution or action passed or taken, to enter into this Agreement and to perfoiin the responsibilities herein required. 16.5 This written instrument and the exhibits attached hereto, which are incorporated by reference and made a part of this Agreement for all purposes, constitute the entire agreement between the parties concerning the work and services to be performed hereunder, and any prior or contemporaneous oral or written agreement which purports to vary from the terms hereof shall be void. Any amendments to the terms of this Agreement must be in writing and must be signed by authorized representatives of each party. 16.6 All notices required or permitted by this Agreement must be in writing and are deemed delivered on the earlier of the date actually received or the third day following (i) deposit in a United States Postal Service post office or receptacle; (ii) with proper FY 2013 Community Based Program 9 CASA of Tarrant County, Inc postage (certified mail, return receipt requested); and (iii) addressed to the other party at the address as follows or at such other address as the receiving party designates by proper notice to the sending party. 1. CITY: Charles W. Daniels, Assistant City Manager City Manager's Office City of Fort Worth 1000 Throckmorton Street Fort Worth, TX 76102 Copies To: Sasha Kane, Contract Administrator Fort Worth Police Department 350 W. Belknap Street Fort Worth, TX 76102 Charlene Sanders, Assistant City Attorney Law Department 1000 Throckmorton Street Fort Worth, TX 76102 2. CONTRACTOR: Julia Summers, Executive Director CASA OF TARRANT COUNTY, INC. 101 Summit Ave, Ste 505 Fort Worth, TX 76102 16.7 None of the performance rendered under this Agreement shall involve, and no portion of the Program Funds received hereunder shall be used, directly or indirectly, for the construction, operations, maintenance or administration of any sectarian or religious facility or activity, nor shall said performance rendered or funds received be utilized so as to benefit, directly or indirectly, any such sectarian or religious facility or activity. 16.8 Contractor certifies that it has obtained a 501 (c) (3) Certificate from the Internal Revenue Service. Contractor shall notify City in writing of any changes to its 501 (c) (3) tax-exempt status during the term of this Agreement. 16.9 Captions and headings used in this Agreement are for reference purposes only and shall not be deemed a part of this Agreement 16.10 The provisions and conditions of this Agreement are solely for the benefit of City and Contractor and are not intended to create any rights, contractual or otherwise, to any other person or entity. FY 2013 Community Based Program 10 CASA of Tarrant County, Inc IN WITNESS WHEREOF, the parties hereto have executed this agreement in multiples i' �f'J4ay \Y&441211A. n Fort Worth Tarrant County, Texas, to be effective this / of 20 \ -, CITY OF FORT WORTH Charles W.Daniels Assistant City Manager Ws f reyrW. Halstead Chief of Police • t *6/./Ai all A ai fflia Summers irec ate: (sru.7ii/3 APPROVED AS TO FORM AND LEGALITY: letdd Charlene "tinders Assistant City Attorney ATTEST: Mary Ka -' v City Secr A tary =Ir...a, NO MC rt. IQW Date: Dater J/ sh CASA OF TARRANT COUNTY, INC, a Texas n-Profit Co oration 14/4 at�c� /' A $'O*QQOO OO �r��� PApQ o 0� �0 Y ggia 0Q11 Ir° .4°,0 qat� � !zap 0 141 o0000°°° .r✓o° ttbottigNor OFFICIA6 RECORD CITY SECRETARY Ft WO9TH, TX CASA of Tarrant County, Inc. Exhibit A FY 2013 CRIME CONTROL AND PREVENTION DISTRICT PROPOSAL COVER SHEET AGENCY: CASA of Tarrant County, Inc. • DIRECTOR: Julia Summers PHONE NUMBER 817-877-5891 P HYSICAL ADDRESS: 101 Summit Ave, Ste. 505, Fort Worth, TX 76102 CONTACT PERSON: Christina L. Judge EMAIL ADDRESS: christina@casatc.org P HONE NUMBER• 817-877-5891 P ROGRAM TITLE: Advocacy Services for CCPD FUNDS REQUESTED: $23,807.00 AGENCY STATUS: ■ P rivate Nonprofit P ublic Nonprofit Mark the goal(s) that your program addresses. FAX NUMBER* 817-877-3200 S upport efforts to reduce violent crime and gang -related activities through enhanced enforcement activities and crime prevention programs S upport efforts to increase the safety of residents and to decrease crime throughout Fort Worth neighborhoods; and S upport efforts to increase the safety of youth and reduce juvenile crime through crime prevention and intervention programs. Additionally, does program address the priority consideration listed below? P rogram is a prevention or intervention program for youth and/or family violence. CERTIFICATION: I certify that the information contained in this proposal fairly represents the above -named agency's operating plans and budget for the proposed program. I acknowledge that I have read and understand the requirements and provisions of the Request for Proposal and that the above -named agency will comply with all applicable rules and regulations relating to the procurement process. I certify that I am authorized to sign this proposal and to enter into and execute a contract with the City of Fort Worth to provide the services authorized. TYPED NAME: TITLE: SIGNATU Julia Summers Executive Direct • 4 56 2e2/ PROGRAM ABSTRACT Provide a short description of your program to be funded. Please summarize the problem and what your program will do to address it. (Roughly 2 paragraphs in length) The mission of CASA of Tarrant County (Court Appointed Special Advocates), a 501(c)(3) organization incorporated in 1983, is to speak up for abused and neglected children by training court -appointed volunteers to make recommendations for safe, permanent homes where these children can thrive. The proposed program provides court appointed volunteer advocacy services to transitioning youth who are in Permanent Managing Conservatorship (PMC) of the State of Texas. Transitioning youth are foster children positioning to leave the foster care system, or "age out". The average age is 15 to 18, however our agency can provide services to the age of 21 as directed by recent Texas State legislation. These children are particularly vulnerable and at -risk due to stress from previous abuse and neglect, low self-esteem from falling behind in school due to multiple moves, discrimination, poverty and a number of other difficult circumstances. They lack the necessary skills and knowledge to transition into successful adulthood. Additionally, they are at tremendous risk of homelessness, prostitution, drug abuse, pregnancy and other undeserved scenarios. Sadly, many will follow the "cradle to prison" pipeline The addition of a Transitioning Youth Specialist to CASA of Tarrant County has ensured a dedicated professional is on staff and available to promote the unique needs of transitioning youth to trained Advocates desiring to serve this susceptible population. According to Help One Child (helponechild.org), for youth "aging" of foster care alone and without caring adult support, by the age of 21: • 1 in 7 experience homelessness • 50 percent will be unemployed • 71 percent of women will become pregnant • 77 percent of men will be arrested • 20 percent of males will become career criminals (versus 5 percent of general population) The purpose of the proposed program is to provide 50% salary and fringe funding for the 100% FTE Transitioning Youth Specialist in the amount of $23,807. State of Texas Crime Victims Compensation funding has been committed to fund the other 50% of salary and fringe during the grant period in the amount of $23,807. We are asking the City of Fort Worth Police Department to partner with our agency, the state of Texas and Texas CASA to assist us with this critical population of children as they prepare to enter young adulthood with the guidance and mentoring of a caring volunteer Advocate. These older youth cases are very different, as they generally require services for several years until the young person ages out of the foster care system. Many of the children are in residential treatment centers due to behavioral or mental health issues and some are in juvenile detention due to conflicts with the law. In most cases, the volunteer Advocate is the one dependable and consistent person working with these older youth to encourage them to finish school and enter adulthood with skills that will help them become successful members of society. P ROPOSAL NARRATIVE P rovide a 4-5 page description of your program to be funded. In this narrative, please respond to each of the following questions: 1) Describe in detail the problem that your program addresses. Child abuse is a tragedy and the cruel effects on children can be long-lasting and often permanent. Last year, 761 abused and neglected children in Tarrant County were legally removed from their homes in order to protect them from further injury. At the end of 2011, 2,194 Tarrant County children remained in the care of the State of Texas through the Department of Family and Protective Services. As a child moves through the labyrinth of the judicial system, the volunteer Advocate is generally the most consistent person in that child s life. CASA of Tarrant County recruits, trains and supervises local citizens with the necessary skills to become volunteer Advocates and provides effective voices for the children in court. Our services are unduplicated in Tarrant County, as we are the only agency granted automatic court appointment on all CPS (Child Protective Services) cases. Child Protective Services (CPS) is an overburdened system with high caseworker attrition rates due to burnout from numerous case loads. The Texas Department of Family and Protective Services reports that CPS experienced 25% staff turnover in 2011. (See report: http://www dfps.state.tx.us/documents/about/Data_Books_and_Annual_Reports/20 11/5CPSAII.pdf) It is not unusual for multiple CPS caseworkers to cycle through o ne case The children in foster care are vulnerable for slipping through the cracks and when this happens, the worst fear shared by all is the possibility that these children will be returned to an unsafe environment that could result in more harm and abuse, or possibly even death. The volunteer Advocate helps safeguard against these threats by serving as an extra set of eyes and ears for the judge. In 2011, our agency served 750 abused and neglected children with a record n umber of 290 Advocates. A burgeoning population in Tarrant County, as well as an u ncertain economy challenging already stressed families have undoubtedly contributed to the elevated numbers of children being removed from their homes due to abuse and neglect. Recent Census data indicates that Tarrant County has experienced 25% growth in the last decade and is now the third largest county in Texas, second to Harris and Dallas Counties. The City of Fort Worth experienced an astounding 38% growth in the last decade, while the City of Dallas grew roughly 1% in comparison. Our agency now has approximately 400 children waiting for an Advocate. We have the potential to provide advocacy for all Tarrant County children entering foster care as a result of abuse and neglect, as long as enough volunteer Advocates are available 2) Describe what your program does to 1) support efforts to reduce violent crime and gang - related activities through enhanced enforcement activities and crime prevention -programs, 2) support efforts to increase the safety of residents and to decrease crime throughout Fort Worth neighborhoods, and 3) support efforts to increase the safety of youth and reduce juvenile crime through crime prevention and intervention programs. 6 Priority #3 -- It is of particular concern to find an Advocate to serve transitioning youth without delay, because the window of opportunity to help them is so small. These children need someone who is there for them, as a mentor, encourager, cheerleader and a motivator. So often, when children "age out" of the system, they will go home to their abusers and an unsafe environment. Many will end up on the streets as the preferred alternative to going home to an abuser. The volunteer Advocates will make safe living arrangements a priority for these children, looking for responsible relatives, friends, even caring teachers and coaches More often, the transitioning youth are likely to discuss potential living options with an Advocate, rather than the CPS Caseworker, because the Advocates have forged a trusting bond over time. Because of the CPS caseworkers' heavy caseloads, resources and services to these youth may not be offered on a timely basis — or even before they exit the system. The volunteer Advocates will provide advice and guidance on matters such as driver's licenses, social security cards, resumes and college admissions. Advocates who serve transitioning youth have specialized knowledge on resource and referral to other agencies that will provide vital services to these young adults before and after they leave the system. The potential benefit to the community is a prepared young adult, armed with at least a high school education or GED, and basic life skills to become a functioning and contributing member of society. These children deserve a fighting chance at a successful life, and as a community, we owe it to them. 3) Does your program address the CCPD priority/special emphasis of the prevention or intervention of youth violence and/or family violence? Describe how your program addresses this priority? Yes. The agency provides services based on prevention and intervention, as our programs are both proactive and reactive. The children our agency serve are victims of domestic violence at the hands of the people they should trust the most — their parents. In terms of prevention (proactive), the volunteer Advocate becomes privy to more details in the case than any other party because they generally have only one case at a time. The Child Welfare League of America recommends caseloads of 15-17 cases per CPS worker in conservatorship cases; Texas CPS conservatorship workers had an average of 32 cases per worker in 2011. Texas CASA reports that many judges have only 10 to 15 minutes to hear each CPS case. The volunteer Advocate serves as extra set of eyes and ears to the judge, in order to help prevent a return to an unsafe environment. In terms of intervention (reactive), the volunteer Advocate has the well-being of the child as the highest priority, in order to make a recommendation to the judge for a safe and permanent home. Children with a CASA volunteer are more likely to get the services they need to heal and grow up into healthy adults, are less likely to spend time in long-term foster care (defined as 3 years or more), and are less likely to re-enter the foster care system than children without a CASA volunteer (Senate Criminal Justice Committee — Texas CASA 2012). 4) How will you measure the effectiveness of the program? You must include specific performance measures within the Activities and Outcomes Summary and describe evaluation tools and the method of data collection that you will use. If awarded funding, these performance measures will be included as an exhibit in the contract, and you will be 7 required to report progress towards these measures, which will be reported to the CCPD Board. A. Agency will maintain effectiveness by guaranteeing that the Transitioning Youth Specialist will receive at least a satisfactory annual performance evaluation by the agency Program Director. Please refer to employee evaluation form as evaluation tool with data measurements. B Agency will maintain effectiveness by guaranteeing a minimum of one form of contact per month between Transitioning Youth Specialist and volunteer Advocates regarding their cases. This includes via email, phone, or in person. Please refer to attached Minimum Expectations of Service and casework Evaluation forms. C. Agency will maintain effectiveness by guaranteeing a minimum of two case activities per month for older youth. This includes: personal visits, phone calls, contact with ad litems, CPS, therapists/counselors, submitting court reports, attending court hearings. Monthly contact with school guidance counselors is required. 5) Who will the program benefit? How many people? What age group? What geographic area will it serve? Please include geographic boundaries. CASA of Tarrant County specifically serves abused and neglected children who have been removed from their homes and placed in foster care while the judges determine a permanent living solution with recommendations from our volunteer Advocates as an important piece of the information process. Our service jurisdiction is Tarrant County, which includes a population of almost 1.8 million people, with 28% of these residents being under the age of 18 (US Census) Due to recent changes in state legislation affecting foster children, our agency now has the ability to serve foster young adults up to age 21. The major urban communities are Fort Worth and Arlington with an additional 33 municipalities in the county. Sixty-two percent of the children we served last year were from the city of Fort Worth, therefore the majority of the children the agency serves are from Fort Worth. For the purposes of this project, we are proposing that 30 transitioning youth will receive concentrated advocacy and mentoring services during the grant period. 6) What makes this program unique from any other came prevention program in Fort Worth? CASA of Tarrant County is unique in that its services are unduplicated in Tarrant County, because it is the only agency with automatic court appointment on all CPS removals due to abuse and neglect. CASA of Tarrant County collaborates and works closely with Child Protective Services, the District Attorney's office, and 322' , 323rd, 324th, 325th, and 360th District Courts. The judges, attorneys and CPS often rely on volunteer Advocates for specific details regarding the cases, as these individuals are able to dedicate the most time to gathering details and getting to know the children and their circumstances. 7) Is the program already in operation? If so, how long have you operated the program? What resources are currently used to operate the program? Why are CCPD funds necessary at this time? Yes, the Transitioning Youth program has been in operation for almost three years, however it originally budgeted at 50% FTE and then increased a year ago to 100% FTE 8 due to demand for the services. The Texas Bar Foundation and CVC funding provided initial seed monies. We are seeking a community partner in the Fort Worth Police Department as our program benefits at -risk youth who are victims of family violence, which is a CCPD funding priority. 8) Is this a new program? If so, what other funds have you applied for? Also, please describe the sequence of steps needed to implement your program and the timeframe in which this will occur. No, this program is not new; it has been in operation for almost three years and will continue at 100% FIE. Our agency has not applied for any other funding for the remaining 50% of the position. The program is fully implemented and the staff member and volunteer Advocates are committed to seeking out new and innovative ways to provide increased and improved service to these youth through additional training and education. It must be noted that all active volunteer Advocates must complete at least 12 hours of continuing education every year. 9) Briefly describe the specific expenditures planned for CCPD funding. You MUST fully complete attached budget forms. The annual salary for this Casework Supervisor position is $35,800, which is in line with the social services industry standard. We are asking the Fort Worth Police Department CCPD to fund half of this position's salary in the amount of $17,900, since more than 50% of the children served by the agency are from the City of Fort Worth. It is especially worthy to note that the staff member occupying this position is a retired high school teacher and was once a volunteer Advocate herself. Fringe includes: $8,000 annually for health insurance, $ 1,074 for retirement, and $2,740 for payroll taxes including Social Security and Medicare The total fringe for this position is $11,814. CCPD funds will be used to pay 50%, or $5,907 of this fringe. 10) If funds are awarded will this program continue beyond the CCPD funding period? Please explain your plan to sustain this program. Yes, our agency embarked on a substantial growth initiative two years ago. The leaders of this 28 year old organization, both professional and voluntary, felt as though the agency was suffering from an identity crisis in terms of the community's comprehension of our mission and overall awareness of our services. By implementing this strategic plan for growth, CASA of Tarrant County has been acquiring the tools it needs to more fully engage the community in its mission, and become an even more powerful voice on behalf of children in Tarrant County. Phase 1 of the growth initiative included• strategic planning, market research, brand/messaging, PR/media relations, collateral materials, new website, social media and an advertising plan Generous funding for Phase I was provided by the Amon G. Carter Foundation and the Balcom Agency, a well -respected Fort Worth advertising and public relations firm, who provided their services at a 50% discount. Phase II of the initiative includes personnel, print collaterals, advertising, technology, physical space, and volunteer retention Most of these components are either finished or nearing completion. The rest of the funding for Phase II was supplied by Meadows Foundation in the amount of $93,000. Financial sustainability over the long-term has already begun with the implementation of the growth initiative. Development efforts brought in almost $1.2 million in funding, which is an agency record. A surplus of more than $100,000 (revenue over expenses) 9 was generated. We met or exceeded or goals in several budget categories targeted by the growth initiative's community awareness objective Children's Campaign, board campaign, third party events, individual donations, foundations and trusts, and the Judge Scott Moore Awards Dinner fundraiser. We are confident that the momentum will continue from this initiative will continue with the complete implementation of Phase II. Additionally, as we close a successful three year strategic plan, we are in the planning stages of implementing another aggressive plan that will benefit the young victims of abuse and neglect in our community. PROGRAM ACTIVITIES & SCHEDULE Organization: CASA of Tarrant County, Inc. Program Title: Court -appointed Advocacy for Transitioning Youth Please indicate month(s) when each program activity will occur by placing an "X" in the month column. ACTIVITY OCT NOV DEC JAN FEB MAR APR MAY JUN JULY AUG SEPT A The Transitioning Youth Specialist will X X X X X X X X X X X X supervise and mentor a cadre of 30 trained court -appointed volunteer Advocates. The details of our work are not segmented or seasonal, but ongoing day after day. B Thirty volunteer Advocates will support X X X X X X X X X X X X and mentor 30 foster youth. The details of our work are not segmented or seasonal, but ongoing day after day. C D E F G 11 Organization: CASA of Tarrant County, Inc. List Specific Program Activities Supervision of 30 volunteer Advocates by the Transitioning Youth Specialist. Plan of action will ensure documentation of monthly contact A. between Transitioning Youth Specialist and volunteer Advocates. 30 Volunteer Advocates will provide mentoring and guidance to 30 transitioning youth. Advocate will perform minimum expectations of B. 2 case activities per child per month. C. D. PROGRAM ACTIVITIES SUMMARY Number of Unduplicated Participants Served by this Activity 30 transitioning youth served by 30 volunteer Advocates 30 transitioning youth served by 30 volunteer Advocates Program Title: Court -appointed Advocacy for Transitioning Youth Duration: Hours/Days/ Weeks 8:30 am to 5:00 pm Monday through Friday and evenings and weekends as required for visitation 8:30 am to 5:00 pm Monday through Friday and evenings and weekends as required for visitation How does this activity relate to one of the three CCPD goals? Support efforts to increase the safety of youth: With adequate supervision, Transitioning Youth Specialist will ensure that the volunteer Advocate is providing the level of service needed to effectively help transitioning youth. Support efforts to increase the safety of youth: mentoring and guidance by a caring adult will help youth with resources and skills to transition from foster care to adulthood. 12 E. * The CCPD Board and/or scoring committee may request modifications or additions to the activities measured as a condition of award. PROGRAM EFFECTIVENESS MEASURE SUMMARY Effectiveness measures are to assess whether or not an activity is achieving its desired goals. The program's activities, identified o' page 7, will be measured for their effectiveness in achieving the CCPD goal(s) the program is set to address. In the space below, provide three or more effectiveness measures for the program. Organization: CASA of Tarrant County, Inc. Program Title: Court -appointed Advocacy for Transitioning Youth Effectiveness Measure Agency will maintain effectiveness by guaranteeing that the Transitioning Youth Specialist will receive at least a satisfactory annual performance evaluation by the agency A. Program Director. List the activity (activities) that relate to the effectiveness measure. Position is evaluated annually using these metrics: Initiative & adaptability, skill set/job knowledge, implementation of policies & procedures quality of work, professional growth. Short and long term goals are set by the Program Director and Executive Director as well as professional development goals. Internal audits of case files are performed randomly by the Program Director. How will data for the effectiveness measure be collected? Please refer to employee evaluation form as evaluation tool with data measurements. How does the effectiveness measure achieve the CCPD goal(s) the program is set to address? Support efforts to increase the safety of youth: Ensuring staff member occupying position is providing adequate supervision, guidance and training to the volunteer Advocates serving transitioning youth. 13 Agency will maintain effectiveness by guaranteeing a minimum of one form of contact B. per month between Transitioning Youth Specialist and volunteer Advocates regarding their cases. Agency will maintain effectiveness by guaranteeing volunteer Advocates perform a minimum of two case activities per month per youth. C. D. Contact is required at least once a month between •Transitioning Youth Specialist and Volunteer Advocates: activity includes via email, phone, or in person. Case activities include: personal visits, phone calls, contact with ad !items, CPS, therapists/counselors, submitting court reports, attending court hearings. Monthly contact with school guidance counselors is required. Please refer to attached Minimum Expectations of Service and casework Evaluation forms. Please refer to attached Minimum Expectations of Service and casework Evaluation forms. Support efforts to increase the safety of youth: Ensuring that staff member and volunteer Advocates are communicating on a regular basis regarding th,progress of the cases. Support efforts to increase the safety of youth: Ensuring that transitioning youth are receiving necessary services from volunteer Advocates to help them transition. 14 LEVERAGE OF FUNDS Please identify other sources of funding that have been secured for the proposed program. Please indicate the source of funding, dollar amount of each source, and describe in detail how these funds support the program. Source 1: State of Texas Crime Victims Compensation (Texas CASA pass -through) funding for this position is $23,807. These are State funds allotted to Texas CASA and then passed to the Texas CASA affiiates based on the number of children served and the number of volunteer Advocates The funds have already been committed and will pay 50% of the annual Transitioning Youth Specialist position. Source 2: Source 3: Source 4: Source 5: BUDGET SUMMARY A. Personnel Name Lynne Burns A. Personnel B. Fringe Benefits C. Travel D. Equipment E. Supplies F. Contracts/Consultants G. Other TOTAL BUDGET DETAIL Amount Requested $17 900 00 $5,907.00 $23,807.00 Position Rate of Pay x # of Hours Transitioning $18.64 x 1920 hours Youth Specialist TOTAL Personnel B Fringe Benefits Name - Position Lynne Burns TYS Lynne Burns TYS Lynne Burns TYS TOTAL Fringe Benefits C. Travel Purpose of Travel TOTAL Travel Description of Benefits FICA Health Insurance Retirement Location Item stzp 3 O, 5° Cost $35,800.00 $35,800.00 Cost $2,740.00 $8,000.00 $537.00 $11,814.00 Cost 16 D Equipment Item Cost per Item Quantity Cost TOTAL Equipment $ E. Supplies Item Cost per Item Quantity Cost TOTAL Supplies F. Contracts/Consultants Description of the Service Cost TOTAL Contracts/Consultants $ G Other Costs Item Cost per Item Quantity Cost TOTAL Other Costs $ BUDGET NARRATIVE Please attach a detailed budget narrative that explains the need for all proposed expenditures by individual item. The budget narrative should clearly explain how funds will be used and why expenditures are necessary for successful implementation of your program Please explain how costs are calculated. A. Personnel - The annual salary for this transitioning Youth Specialist position is $35,800, which is in line with the social services industry standard. Leveraged CVC and CCPD funds will be used to pay this essential salary. B Fringe - Fringe includes $8,000 annually for health insurance and $1,074 for retirement, and $2,740 for payroll taxes Including Social Security and Medicare. The total fringe for this position is $11,814. Leveraged CVC and CCPD funds will be used to pay fringe for this position. C. Travel D Equipment E. Supplies F. Contracts/Consultants G. Other Exhibit B BUDGET SUMMARY A. Personnel Name Lynne Burns A. Personnel B. Fringe Benefits C. Travel D. Equipment E. Supplies F. Contracts/Consultants G. Other TOTAL Position Transitioning Youth Specialist TOTAL Personnel B. Fringe Benefits Name Lynne Burns Lynne Burns Lynne Burns Position TYS TYS TYS TOTAL Fringe Benefits C. Travel Purpose of Travel TOTAL Travel BUDGET DETAIL Amount Requested $17 900.00 $5,907.00 $23,807.00 Rate of Pay x # of Hours $18.64 x 1920 hours Description of Benefits FICA Health Insurance Retirement Location Item 511p3v.Jv Cost $35,800.00 $35,800.00 Cost $2,740.00 $8,000.00 $537 00 $11,814.00 Cost 16 D Equipment Item Cost per Item Quantity TOTAL Equipment E Supplies Item Cost per Item TOTAL Supplies F. Contracts/Consultants Description of the Service Quantity Cost Cost Cost TOTAL Contracts/Consultants $ G Other Costs Item Cost per Item Quantity Cost TOTAL Other Costs $ BUDGET NARRATIVE Please attach a detailed budget narrative that explains the need for all proposed expenditures by individual item. The budget narrative should clearly explain how funds will be used and why expenditures are necessary for successful implementation of your program Please explain how costs are calculated. A. Personnel - The annual salary for this transitioning Youth Specialist position is $35,800, which is in line with the social services industry standard Leveraged CVC and CCPD funds will be used to pay this essential salary. B Fringe - Fringe includes $8,000 annually for health insurance and $1,074 for retirement, and $2,740 for payroll taxes including Social Security and Medicare. The total fringe for this position is $11,814 Leveraged CVC and CCPD funds will be used to pay fringe for this position. C. Travel D Equipment E Supplies F. Contracts/Consultants G. Other Exhibit C Monthly Request for Reimbursement (RFR) FY 2013 Community -Based Programs Program Period 12/01/12 to 09/30/13 Submit to: Fort Worth Police Department Sasha Kane 350 West Belknap Street 2nd Floor Fort Worth, TX 76102 Period covered by this request: Budget Category 1 Personnel 2 Fringe 3 Travel 4 Equipment 5 Supplies 6 Construction 7 Consultants/Contracts 8 Other -Direct Cost 9 Indirect Costs Total Programmatic Costs A Submitting Agency: CASA of Tarrant County, Inc. Agency Contact Name: Phone Number: Christina L. Judge 817.877.5891 Email: christinacasatc.orq Invoice Number: Address: 101 Summit Ave. Ste. 505 Fort Worth, TX 76102 12/01/12 to 09/30/13 mm/dd/yy mm/dd/yy B Total of Previous Reimbursements Budget Amount Requested 17,900.00 $ $5,638.50 $ $ $ $ 23,538.50 $ Please Attach: 1. Attach copies of invoices and the receipts on all expenditures 2. For Personnel Cost, include copies of signed times sheets 3. Attach a copy of Monthly Performance Report 1 have reviewed this request and certify that the listed expenses are accurate and are chargeable to the CCPD Community Based Program approved budget. Grantee Authorized Official Date Title C This Request Summary: Total Budget: $ Previous Requests: $ This Request: $ Total Spent: $ Balance left in grant: $ Fund D (B+C) Total Requested E (A-D) Balance Available 17,900.00 5,638.50 23,538.50 23,538.50 -- Fiscal Agent Use Only Account $ - - $ 23,538.50 Center Exhibit D 1 FY 2013 Community -Based Programs Program Activities Report Program Period 12/01/12 to 09/30/13 Submit to: Fort Worth Police Department Sasha Kane 350 West Belknap Street 2nd Floor Fort Worth, TX 76102 Period covered: 12/01/12 to 09/30/13 Activities Number of unduplicated Volunteer Advocates supervised by the Transitioning Youth Specialist 2 Number of unduplicated transitioning youth receiving mentoring and guidance from Volunteer Advocates 3 Number of contacts made between Transitioning Youth Specialist and Volunteer Advocates 4 Number of case activities performed by Volunteer Advocates Agency: Name: email: Phone Number: Address: Monthly Total CASA of Tarrant County Christina L. Judge christina a�casatc.orq 817.877.5891 101 Summit Ave. #505 Fort Worth, TX 76102 Cumulative Total Oct 1st- Present Year End Goal 30 30 30 Exhibit E FY 2013 Community -Based Programs Program Effectiveness Measurement Report Program Period 12/01/12 to 09/30/13 Due Quarterly: Oct -Jan due Feb 15th, Feb -Apr due May 15th, May -Jul due Aug 15th , and Aug -Sep due Oct 15th Submit to: Fort Worth Police Department Sasha Kane 350 West Belknap Street 2nd Floor Fort Worth, TX 76102 Period covered: 12/01/12 to 09/30/13 Effectiveness Measurements Agency: Name: email: Phone Number: Address: CASA of Tarrant County Christina L. Judge christina dd casatc.ora 817.877.5891 101 Summit Ave. Ste. 505 Fort Worth, TX 76102 Will maintain effectiveness by guaranteeing that the Transitioning Youth Specialist will receive at least a satisfactory annual performance by the agency Program Director. Please include a narrative of events and accomplishment that occurred during the reporting period 2 Youth Specialist and the volunteer Advocates regarding their cases. 3 per youth. Please include a narrative of events and accomplishment that occurred during the reporting period Will maintain effectiveness by guaranteeing a minimum of one form of contact per month between the Transitioning Please include a narrative of events and accomplishment that occurred during the reporting period Will maintain effectiveness by guaranteeing volunteer Advocates perform a minimum of two case activities per month Please include a narrative of any success stories during the reporting period.