HomeMy WebLinkAboutContract 44977 E
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AGREEMENT FOR COMMUNITY BASED PROGRAM
SAFEHAVE,N OF TAR RANT COUNTY
FISCAL YEAR 201
In consideration of the mutual covenants, promises and agreements contained herein,
THIS AGREEMENT Agreement"') is made and entered into between CITY Off:
b
FORT WORTH, a home rule municipal corporation of the State of Teas, ""City"'
acting by and through Charles W. Daniels, its duly authorized Assistant City manager,
and SAFEHAVEN of TAR RANT COUNTY a Texas private non-profit corporation
("'Contractor") acting by and through Mary Lee Haley, President/CEO, its duly
authorized representative..
RECITALS
b
WHEREAS, City has dete ineld that Comm-unity Biased Programs are necessary
to support crime prevention in City during Fiscal Year 2014 to meet one or more of the
Crime Control and Prevention District ("'CCPD") goals, which are i to support efforts
to reduce viollent crime and gang-related activities through enhanced enforcement
activities and crime prevention programs, 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 tl-rough crime prevention
and intervention programs; and
WHEREAS, Contractor has agreed to operate a Community Based Program
called "Children's Outreach Play Therapy" which will support the police department's
crime prevention efforts throughout the community; and
WHEREAS, City desires to contract with Contractor to operate the Children's
Outreach Play Therapy program and
WHEREAS City, as consideration for the perf n-ranee of Contractor', has
appropriated monies in the CCPD Budget as reimbursed by the CCPD in the amount of
9,240.00 ("Program Funds") to provide to the Contractor for the operation of the
Children's outreach Play Therapy program
No's, THE FORE, in consideration of the mutual covenants herein
expressed, the parties agree as follows:
AGREEMENT
1. R2sponsiibiititlies, of Contracto~
Contractor covenants and agrees to fully perform, or cause to be performed, with
good faith and due diligence, all work and services deseHbed in Exhibit A"' - Program
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Proposal, attached, and 'incorporated herein for all purposes incident to this Agreement.
Contractor shall be responsible for day-to-day administration of the Children's Outreach
Play''Therapy program. Contractor agrees to expend the Program Funds in accordance
with its Children's Outreach Play Therapy program budget, described in Exhibit "B,"
attached. Program activities shall be reported in accordance with Exhibit "D," attached
and effectiveness measures, shall be reported in accordance with E-xhibit c"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 to of this Agreement exceed the total sum of$191,2,40.00.
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 RFIB and Program Activities Report is required even
if services are not provided.
Submit the monthly IMF R with an original signature by an authorized representative to the
Grants and Contracts Management Section of the Fort Worth Police Department,,
ATTENTION-, JACOB BROWNING, 350 W. Belknap Sit.,, Fort Worth, Texas, 76102.
Reimbursements will not be made until after receipt of an acceptable and approved RFR
and a monthly Prograrri 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 St., Fort Worth, Texas, 7'6102.
3. Term
This Agreement shall commence upon October 1, 2013, or the date that the City has
executed this Agreement ("Effective Date"), whichever occurs later, and shall end on
September 30, 2014. All of Contractor's expenditures under this Agreement must be
completed no later than September 30, 2014.�
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4. Program Performance
4.1 Contractor agrees to maintain full documentation supporting the performance of
the work and fulfillment of the objectives set forth in Exhibit "A."
4.2 Contractor agrees to provide a monthly Program Activities Report and quarterly
Program Effectiveness Measures Report to document t he performance of the work.
described in Exhibit "D" and Exhibit "E,'13 respectively. 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 CCPf goals. Program Effectiveness measures shall be reported on a
quarterly basis and included in the January, April, July, and October RFR and Program
Activities deport submittals.. Additionally, the Project Effectiveness Measurement
Report gust include any successes realized in descriptive detail. The monthly Program
Activities and quarterly Program Effectiveness Measurement Reports shall be submitted
to City o later than the 1 f day after the end of each month.
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4.3 A representative of the program shall attend quarterly meetings of the Crime
Control and Prevention District Board as requested.
50 Default and Termun tion
5.1 This Agreement is wholly conditioned upon the actual receipt by City of Program
:funds from the CCPD. All :monies distributed to Contractor 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
payrnent for any work or services performed by Contractor under or in connection with
this A.greenient.
5.2 If for any reason at any time during any term of this Agreement, City Council of
City fails to appropriate finds sufficient for City to fulfill its obligations under the
Agreement, City may ten-runate this Agreement to be effective on the later of(i) thi (30)
days following delivery by City to Contractor of "itten notice of City's intention to
terminate or (ii) the last date for which ftinding has been appropriates by City Council for
the purposes set forth n 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:
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(a) Stop work under the Agreement on the date and to the extent specified in
the notice of ten-nination;
(b) Place no further order or subcontracts, except as may be necessary for
completion of the work not terminated;
(c) Tel-minate 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 to ination 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,
Contractor 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. Egyjiment and Mahitenance
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 Children's, Outreach Play Therapy program. Contractor shall
maintain, replace or repair any item of equipment used in support of the Children's,
Outreach Play Therapy 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 Children's Outreach Play Therapy 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 Children's, Outreach Play Therapy 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 iternized 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.
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SafeHaven of Tarrant County Page 4 of 11
7. Administrative Reguiremeats
7.1 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
all such records relating to operations of Contractor under this Agreement. Contractor, its
officers, members, agents, employees, and subcontractors,, upon dernand 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
resoilved within this period, City reserves the right to withhold further funding under this
andJor future contracts) with Contractor.
7.3 If, as a result of and 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 Program Effectiveness Measurement
Reports, making final payments, disposing, of Children's Outreach Play Therapy 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 shafl have exclusive control of.)
and the exclusive n'ght to control, the details of the work and services, performed
hereunder, and all persons performtrig same, and shall be solely responsible for the acts,
and omissions of its officers, members, agents, servants, employees, subcontractors,
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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 he
construed as creating a partnership or Joint enterprise between City and Contractor. 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
control the details of the tads performed hereunder by Cont actor, 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. Li*abWty a,na : n emni cation
CONTRA CT'OR SHALL RE L BLE AND RESPONSIBLE FOR ANY A"
ALL PROPERTY LOSS, PROPERTY DAMAGE A N IOR PERSONAL
INJUR Y, INCL UDI.NG DEA TH, TO ANY A"l ALL PERSONS OF ANY
KIND OR CHARACTER WHETHER REAL ' ASSERTED., TO THE
EXTENT CAUSED BY THE NEGLIGENT ACT S) OR' OMIS ION'S ,
MALFEASANCE OR INTENTIONAL MISCONDUCT F CONT RACTOR,
ITS OFFICERS,A GENTS,SEE VA NTS OR E PL 0 YEES
CONTRACTOR A G EES TO DEFEND, INDEMNIFY,I "'Y, A" HOLD THE
CITY, ITS OFFICERS, A G "NTaS', SERVANTS, AND E PI YE ,
HARMLESS A G.A INS T ANY ..AND ALL CLAIMS, LAWSUITS, A CT IOONS,
COSTS, AND EXPENSES OF ANY KIND, INCLUDING, BUT NOT
LIMITED TO, THOSE FOR PROPERTY DA GE OR LOSS (INCLUDING
ALLEGED DAA1AGE OR LOSS TO OWNER'S BUSINESS A" ANY
S UL TING L OS PR 0F1 TS A NDIOR PERSONA L INJUR Y INCL UDING
DEA TH THA T MA Y RELA TE TO, ARISE OUT' OT", OR BE 0CCASIONED
BY ('I) CONS UL TA NT'S BREACH OF ANY OF THE TERMS OR
PRO"VISIONS OF THIS A G EMEND' OR (II) A NY NEGLIGENT ACT OR
OMISSION OR INTENTIONAL MISCONDUCT O"E C"O"NTRACTOR, ITS
OFFICERS, A GENT., .A SSO CI.A T.ES, EMPLOYEES, CONTRACTORS
(OTHER THAN THE CITY),, O SUBCONTRACTORS RELATED TO THE
PERFORMANCE OF THIS AGREEMENT; EXCEPT THAT' THE
INDEMNITY PROVIDED FOR IN THIS SECTION SHALL NOT APPLY TO'
ANY L BILIT Y RESULTING L'RO THE SOLE NEGLIGENCE OF THE
CITY OR ITS OFFICERS, AGENTS,VTS, E PL O YEES, OR SEPARATE
CONTRACTORS, AND IN THE EVENT OF JOINT AND CONCURRENT
NEGLIGENCE OF BOTH CONSULTANT AND CITY, RESPONSIBILITY
IF ANY, .SHALL BE APPORTIONED COMPARATIVELY IN
A CCORDANCE WITH THE LA TES OF THE STA T E OF TEX4S. NOTHING
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HEREIN SHALL BE CONSTRUED AS A WAIVER OF THE CITYS
GOVERNMENTAL IMMUNITY AS FURTHER PROVIDED BY THELAWS
OF TEX4S.
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 above.
This section shall survive the expiration or termination of this Agreement.,
10, Non-Assipznment
No assigi-Lment or delegation of duties under this Agreement by Contractor shall be
effective without City's prior written approval.
1 0,0
11. Pro hi nition, Agam* st Interest
11.1 No member, officer or emp�loyee of City, or its designees, or agents; no member of
the governing body of the locality in which the Children's Outreach Play Therapy
program is situated; and no other public official of such locality or localities who
exercises any functions or responsibilities with respect to the Children's Outreach Play
Therapy 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.
120, Non,discrinunation
12.1 In accordance with the federal, state, and local laws and ordinances, Contractor
covenants that neither it nor 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
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SafeHaven of Tarrant County Page 7 of 11
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Contractor permit its officers, members, agents, employees, subcontractors, or program,
participants to engage in such discrimination.
1 . 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
inm,nediately desist from and correct such violation.
1,3.2 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' Contractor or any of its officers,
members, agents, employees, pro gram 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, comps liance, and monitoring.
14. Waiver of Immurt
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,co on law.
15. Insurance RLquirement
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
$2,0010,000.00 annual aggregate limit, in a form that is acceptable to the
City's Risk Manager.
(b) Non-Profit r anization Liabilitv or Directors & Officers Liabilit .
1,000,000 per occurrence, with a 1,000,000 annual aggregate limit, in a
form that is acceptable to the City's ask Manager..
(c) Automobile Liabilit . $1 1,000,000 each accident on a combined single limit
basis OR split limits are acceptable if limits are at least $ 5o1,0000 Bodily
Injury per person, $500,000 Bodily Injury per accident and $100,000
Property Damage.
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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 in 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. IMI'seellaneous 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 corn-mission 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
relinq wish i-nent to any extent of City's right to assert or rely upon any such to or right
on any ftiture occasion.
16.3 Should any action, whether real or asserted, at law or in equity, arise out of the
execution, perfon-nante, attempted performance, or non-plerformance of this Agreement,
venue for said action shall lie in Tarrant County, Texas.
161.4 Contractor represents that it possesses the legal authority, pursuant to any proper,
appropriate, and of motion, resolution, or action passed or taken, to enter into this
Agreement and to perform the responsibilities herein required.
16.5 This written instrument and the exIiibits, 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.
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SafeHaven of aiTant County Page 9 of"'l I
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
(1) deposit in a United States Postal Service post office or receptacle; (ii) with proper
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.
CITY: Charles W. Daniels,Assistant City Manager
City Manager's, Office
City of Fort Worth
1000 Tb-rockmorton Street
Fort Worth,TX 7'6'102
Copies To: Jacob Browning, Planner
Fort Worth Police Department
350 W Belluiap Street
Fort Worth, TX 76102
CONTRACTOR: Mary Lee Hafley, President CEO
SAFEHAVEN OFTARRANT C0tFNTY
8701 W. Bedford Euless Road, Suite 6100
Hurst, TX 76053
16.7 None of the performance rendered under this Agreement shall involve, and no
portion of the Program Funds received hereunder shall bleused, directly or indirectly, for
the construction, operations, maintenance, or administration of any sectarian or religi.ous,
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 to of this Agreement.
16.9 Captions and headings used in this Agr eement 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.
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SafeHaven of Tarrant County Page 10 of 11
IN WITNESS WHE. ,F', the Parties hereto have execute is agreement n u tiples
in Fort Wort h Taunt Count y, Teas to e effective y o
2013.
CITY OF FORT WORTH SAFEHAVEN OF TARRANT
COUNTY, a Texas Private Non Profit
Corporation
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haries an GIs
Assistant City Manager Mary Lee afiey
President CEO
Jefrey Halstead
ro
Chief of Police
APPROVED AS TO FORM
AND, LEGALITY.
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Charlene Sanders
Assistant City Attome�y
ATTEST:
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Safe Haven of Tarrant County Page 11 of 1
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FY 2014 CRIME CONTROL AND PREVENTION, DISTRICT
PROPOSAL COVER SHEET
AGENCY: SafeHaven of Tarrant County
DIRECTO�R: Mary Lee Hafley, resident CEO
PHONE NUMBER: (8 17) 6366462
PHYSICAL ADDRESS: 8701 W. Redford Euless Road, Suite 600
Hurst,Texas 76053
CONTACT PERSON, Stephanie Storey EMAIL ADDRESS: sstorey s,afehaventc.org
PHONE NUMBER,# (817) 535-6462,x 117 FAX N U MBE R: (8117) 610-0230
PROGRAM TITLE, Children's Outreach Play" Therapy
CCPD FUNDS REQUESTED*,
$19,240
AGENCY STATUS,
1111 Private Nonprofit
0 P,uublic Nonprofit
Mark the goal(s) that your program addresses.
E1 Support efforts to reduce violent crime and gang-related activities, through enhanced
enforcement activities and crime prevention programs
0 Support efforts to increase the safety of residents and to decrease crime throughout Fort
Worth neighborhoods; and
0 Support 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?
W Program 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-narned
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 al contract with the City of Fort Worth to provide the services authorized.
TYPED NAME: Mary Lee Hafle
TITLE: President/CEO
/ .4 It
SIGNATURE: DATE,:
4
PROGRAM ABSTRACT
Provide a short description of your program to be funded. Please summadize the
problem and what your program will] do to address it. (Roughly 2 paragraphs in length
on a, separate page)
PRO POSALNARRATIVE
Provide 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,
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,
21), support efforts to increase the safety of' residents and to decrease crime throughout
Fort Worth neighborhoods; and 3)1- support efforts to increase the safety of' youth and
reduce juvenile crime through crime prevention and intervention programs.
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
&1%
addresses this priority?"
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
required to report progress towards these measures, which will be reported to the C,CPD
Board.
5) Who will the program, benefit? How many people? What age group? What geographic
area will' it 111 Please include geographic boundaries,
0 serve?
6) What makes this program unique from any other crime prevention program in Fort Worth.?
7) Is the prog, ram already ire 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?
0% 1
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
w ill occur,
9) Briefly describe the specific upend Lures planned for CCPD funding, You MUST fully
compil,ete attached budget forms.
1 ) If funds are awarded, will this program continue beyond the CCPD funding period?
Please explain your plan to sustain this program.
5
Safel-la ven of Tarrant County April, 19,2013
Children's Outreach Play Therapy Page 1
PROPOSAL ABSTRACT'
Children witnessing domestic violence experience their own victimization as they try to
understand and cope with the abuse through maladaptive behaviors, anxiety, depression
and replicating the cycle of violence as perpetrator or victim. The experience of domestic
violence most significantly 'I'm pacts the cognitive and emotional development,of affected
children, as they are more likely to develop aggressive and antisocial behaviors ironically
at the same time as fearful and inhibited behaviors than are other,children,, resulting in
low self-esteem, depression, anxiety and desensitization of conflict. When children
exposed to or experiencing domestic violence, do not have access to appropriate and
sustained counseling resources, this lack of'service impacts the entire community.,
These victims develop into untreated adults who: likely perpetuate the cycle of violence
as abuser or victim. This violence can manifest itself within an intimate relationship;
however, it can also transfer into violent crimes against non-intimate partners and the
community at large. These child victims and witnesses need, dedicated play therapy
p W m
provided by domestic violence experts that a,llow m s the to heal, from their experiences so
rovi
that they eventually become contributing members, of the community rather than future,
victims or abusers.
The Children's Outreach Play Therapy program will, increase the safety of youth and,
reduce juvenile crime by addressing, one of the root causes of youth violence: domestic
violence. SafeHaven will employ 2 fulltime-equivalent, licensed therapists at its Fort
Worth Counseling Center located at One Safe Place to provide therapeutic services to
children who have experienced and/or witnessed domestic violence. Children typically
meet with the play therapist once every 1-2 weeks for 6-8 weeks. SafeHaven s, children's
professional therapy and counseling utilizes Traurria-Focused Cognitive Behavioral
Therapy (TF-CBT). This nationally-recognized treatment approach is evi dente-baseld
and shown to help children recover from traurna-related experiences. The therapy
addresses,distorted self-images and beliefs resulting from these events. Within this
model, the play therapist uses the client-centered, methods of play, art and filial therapy
to create a supportive, safe space in which the child can honestly communicate her
feedings. Children also attend support groups as appropriate to augment progress.
Safehlaven of Tarrant county April 191 2013
Children's Outreach Pl;ay Therapy Page 1
PROPOSAL NARRATIVE
1) Describe in " tall the problem that your program addresses.
While often thought of'as physical abuse, domestic violence is also emotional,
psychological, sexual and financial abuse and manipulation utilized to maintain power
over another person within an intimate relationship. Tarrant County police departments
reported 12,188 family violence incidents in 2011 Texas Dept. of Public safety, 2011
Crime in Texas, o 2 . Approximately 73% of the reported victirns were female and 16
were children. Nevertheless, children are also secondary victims when their mothers are
abused, and there is no way, to measure the number of child witnesses not identified
within the reported incidents in Tarrant county. Important to note, domestic violence IS
frequently underreported;, only one-fourth of physical assaults are reported to police P
Tjaden, et al., "Extent, Mature, and consequences of Intimate Partner Violence," 2000).
Moreover, researchers have documented a clear link between domestic violence and
child abuse. A national survey in 11990 found that half of men who assaulted their"wives
also abused their children IAA Straus, et al., Physical Violence in Amen,can Families,
1990). wnother study estimated from research that % of children who witness,
domestic violence are also physically abused (d Kaufman, et al., Handbook of Infant
Mental Health, 2000). In addition, children are often inadvertent victims during incidents.
A 1997 study of emergency room records for children presenting with injuries due to
domestic violence observed that children younger than 2 years were most frequently
injured while being held by a parent. Of all the records studied, 39% of children Is injuries
resulted from attempting to intervene in the violence (CW Christian, eldiatrlcs, 1997).
Whether witness or direct victim, children suffer grave emotional, psychological and
physiological repercussions, as they try to cope with and, process what they
experienced. A study in 1998 documented the diverse and lasting effects of domestic
violence on children in different age groups (JF Knapp, Pediatric Clinics of North
America, 1998). Infants exhibit disrupted sleeping and eating patterns, poor weight gain,
excessive screaming and delayed development. preschoolers become withdrawn,
anxious and/or clinging, suffer nightmares and reenact abuse during play. School-aged
children feel responsible for the violence and demonstrate poor academic performance
and inconsistent ,attendance. Adolescents feel shame and/or rage and rebel through
severe marladarptive behaviors, such as truancy, dropping out, substance abuse and
running away. Most disturbingly, this research found that boys who observe their fathers
battering their mothers are 10 times more likely to abuse their future spouses.
Furthermore, witnessing violence as a, child is causally linked to future approval of
violence as an appropriate method for conflict resollution S Spaccarelli, violence and
Victims, 1995).
2 Describe what your program does to , support efforts to reduce violent crime are
gang related activities through enhanced enforcement activities and crime prevention
programs, 2 support efforts to increase the safety of residents and to decrease crime
I
SafeHa,ven of Tarrant County w April 19, 20�1,3
Children's Outrea h,Play Therapy Page 2
throughout Fort Worth, neighborhoods,- and 3) support effolts to increase the safety of
youth and reduce juvenile came through crime prevention and intervention programs.
Children and youth exposed to or experiencing domestic violence have the potential to
perpetuate the cycle of violence in school or later as adults. It can m anifest through peer
abuse and bu i
llying or within intimate relationships, both n adolescence, and adulthood.
These child victims and witnesses need, dedicated play therapy to confront the complex
issues and feelings they face and minimize and transform the 'Impact domestic violence
has on their development, conditioned responses, and future relationships. The
Children's Outreach Play Therapy program will increase the safety of youth and reduce
juvenile crime by addressing domestic violence,.
This program comprises two fu I Itime-eq u:iva lent, licensed therapists at SafeHaven)I s, Fort
Worth Counseling Center, currently located at One, Safe Place, Children and youth are
referred to the program through SafeHavien's 24-hour toll-free crisis hotline, as well as
the Fort Worth Police Department, United Way, schools, and other service providers.
Victims and, their,children who are not in imminent danger requiring shelter are eligible
for these services, (Victims with a high lethality risk are referred to SafeHaven's
emergency shelters, which offer play therapy onisite.) Once the clinica,l, coordinator
completes the intake, the mother and child meet w,ith the pillay therapist. Non abuser
parents must commit to supporting a child's progress and participating in the therapeutic
process. The play therapist structures the first session as an 0xploratory time to create
a rapport with the child and gauge which play themes to utilize in subsequent sessions.
Sessions typically occur once every 12 weeks for 61-8 weeks. Children can also attend
support groups when appropriate to their circumstances.
SafelHaven's children's Professional therapy and counseling utilizes Trauma-Focuseld,
Cognitive Behavioral Therapy (-rF-CBT). This nationally-recognized treatment approach
is evidence-based and shown to help children recover from trauma-related experiences.
The therapy addresses distorted self-images and beliefs resulting from these events.
Eight components characterize the approach: P CT'IC E—Psych o-edu cation and
parenting, skills,, Relaxation techniques, Affective expression, and regulation, Cognitive
coping and processing, Trauma narrative, In vivo exposure, Conjoint parent/child
sessions and Enhancing personal safety and future,growth.
Within this model, the play therapist uses the client-C'enter,ed, methods of play, art and
filial therapy to create a safe space in which the child can frankly communicate her
feelings. Art therapy allows the child to creatively express herself and can include
drawing, painting, or writing activities. The therapist talks, to the child during the art
therapy to access the child's emotions,, but the actual art created can also provide a
window into the child's current emotional state. Play therapy encourages a child to
express herself openly by talking during a common, comfortable activity. The play
therapist uses many objects like toy cars, dolls, sports equipment, sandbox, stuffed
animals, musical instruments, etc. to make the child feel relaxed enough to open up
about her experiences through conversation. The play therapist also structures future,
play and/or art activities to explore themes the child revealed, previously, such as
Safel-laven of Tarrant County April 19, 2013
Children's Outreach Play Therapy Page 3
relationship building, self-soothing, power and control, neglect and abuse, secrecy,
grief, and many others. Filial therapy is a type of play therapy that 'es the parent In,
the process. The sense of comfort and trust created through all three methods offers the
child the best,opportunity to reveal what she has experienced and begin, to heal,. This
intervention also has the best possible chance of ending the cycle of violence so these
child, victims and witnesses do not replicate their experiences within adolescent
environments and adult relationships,.
3) Does, your program, address the CG PD pfioritylspecial emphasis of the prevention or
0
intervention of youth violence andloir family Violence? Diesctibe how your program
addresses this pdotity?
SafeHaven�'s Children's Outreach, Play Therapy program meets both priorities by
preventing both youth violence and family violence through 'Intervention, SafeHaven's
play therapy program addresses, both the symptoms and causes of youth violence.
Numerous research studies have linked the witnessing of domestic violence to future
occurrence and acceptance of violence both during youth and adulthood. By providing
intervention through play therapy and addressing, the current crisis, the program helps
prevent,future 'Incidents of vl violence by child victims,
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 performanco measures will be, included as an exhibit in the contract, and you will
be required to report progress towards these measures, which will be reported' to the
CCPD ,Board,
SafeHaven will track counseling sessions and progress through the Client Relationship
Management System, a relational database. Every time service is provided, the
respective staff person enters that service information into the system. This data is
checked daily for accuracy, and reports of numbers, served, frequency of services and
types of services rendered are compiled and reviewed monthly.
The play therapist completes a Play/Activity Therapy Session Summary after each play
therapy session. This form details the specific intervention used with the session, the
affective and cognitive dispositions of the child during the session, the play themes
discussed, and the toys used. The play therapist rates 5 qualities from 1 to 10 on the
dynamics. of the session and 9 qualities. from 1 to 10 on the child behavior/affect. This
form enables the play therapist to measure the child's progress from session to session
and chart the child's, progress towards the, established goal of increased functioning.
This 'information is also entered into the relational database for reports. The play
therapy sessions will yield the following outcome*.
80% of children receiving play therapy will exhibit an improvement in emotional
functioning.
Safel-laven of Tarrant County April 19, 2013
Children's Outreach Play Therapy Page 4
The support groups will utilize pre- and post-tests to measure the increase in knowledge
in participants. This type of method provides a beginning, baseline of what children
already; know and what, the program has likely helped them to know. The support groups
will yield the following outcome-,
75% of children attending support groups will demonstrate an increase in
knowledge regarding abusive behaviors.
5) Who will the program benefit? Ho many people.9 What age grou ►.? What geographic
area will it serve? Please include geographic boundan"es.
The Children's Outreach Play Therapy program is currently located at SafeHaven's Fort
Worth Counseling Center at One Safe Place, the family justice center in Fort Worth.
Nevertheless, the project is solely operated by SafeHaven of Tarrant County. The
program primarily serves residents of Fort Worth; however, the agenicy does not restrict
services to clients based on geographic residence. The database enables SafeHaven to
track Fort Worth clients, specifically for this grant. The target population is child victims
or witnesses, of domestic violence in Fort Worth. During the 2013-14 program year, the
program will sure 250, unduplicated youth ages 6- years old through counseling. At
least 25 of these youth wilil, also participate in support groups.
6) What makes this program unique from any other crime prevention program in Fort
Worth?
Safe,Haven is the only agency in Fort Worth providing therapy, services, directly targeting
the experience of domestic violence. While other agencies may serve this population,
SafeHaven's counselors and administrators are field experts and specifically focus on
addressing the trauma of domestic violence. All therapists, are trained in Trauma,
Focused Cognitive Behavioral Therapy (TF-CB,T), a technique proven to help children
recover from trauma-related events. The program will also provide special groups for
teen boys, which will promote positive character strengths and teach nonviolent coping
skills.
'2
7) Is the program already in operation.? If so, how long have you operated the program,
What resources are currently used to operate the prograrn? Why are CPD funds
necessary at tars time.?
SafeHaven has provided play therapy services for child victims and witnesses of the
crime of domestic violence in Fort Worth for over 15 years. The current play therapy
program at the Fort Worth Counseling Center includes 2 FT E play therapists. The
program expanded during the current fiscal year by increasing from 1.5 FT'Es to the
current 2 FT'Es, The program is funded by a three-year grant from the Texas Oiff ice of
the Governor, Criminal Justice Division,1 which funds 8,0% of the program costs. This
funding source requires a 20% match, which CCPD has provided during, the current
funding year. SafeHaven requests that CCP,D fund the remaining 2,0% costs of the
progiram for a second year.,
SafeHa,ven of Tarrant County April 19, 2013
Children's Outreach Play Therapy! Page 5
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.
The Children's Outreach Play Therapy program was able to expand last year, thanks to
the funding from the Texas Office, of the Governor, Criminal Justice Division, and C,CPD.
As the program did not have restricted funding to support it services were funded
through unrestricted donations received, by the agency. The grant in the amount of
$74,697.60 per year from the Criminal Justice Division will continue for two more years.
This program is an ongoing program. 'The tirnefrarne for how counseling progresses
depends on each participants' needs, goals, and progress. The program is distinguished
more by the frequency of sessions per client than by a calendar,timeline.
9) Briefly describe the specific expenditures planned for CCPD funding, You MUST fully
complete attached budget forms.
CGPD funding will leverage funding from the State of Texas, and support the efforts of
two fulltime equivalent Masters-level play therapists. Specific expenses supported
include the therapists' salaries and associated, benefits. Because state funds cover 80%
of these costs, CC PD funding, will support 204 of the counselors' sa[aries, and benefits.
10)If funds are awarded, will this program continue beyond the CC:PD funding period.?
Please ex,pllaiin your plan to sustain this program.
The state grant funding the program at 80% is secure for three years, and is currently in
its first year. SafeHaven must match 20% of the state funding each year. If n ecessary',
the agency can also support this program through unrestricted private funds. SafeHaven
has a diversified flAindraising plan in place that includes funds from individuals,, faith-
based congregations, civic, clubs, corporations, foundations, and other government
entities.
J
Cllnlcal Counselor "Play Therapist—FWCC
Summary,.,Assess and counsel child victims who Identify themselves as victims ofabuse.
Major Responsibilities
0 Assess and counsel victims who identify themselves as victims of abuse.
• Provide specialized services as dictated by grants and client needs, such as, but not limited to
bilingual translation,community outreach, networking and life skills instruction.
• Interview and register clients for counseling program services. Assess needs and refer clients to
appropriate agency programs and outside support;services as needed.
0 Establish a schedule that designates 70%i of time,to direct client contact.
• Document client activity and appropriate information in client files and into the agency
database.
0 Provide individual and/or group interventions at agency services sites as assigned by the
supervisor..
0 Participate with the Educator/Case manager to provide community awareness education.
♦ Comply with all agency and HHSC record keeping procedures and !policies.
* Work with allied social service providers in the community, and attend meeting in the
community as,requested by the supervisor.
0 Collaborate with colleagues in the shelter and outreach programs to,assure continuity of care,
for families,
0 Complete and submit all required paperwork in a timely manner.
0 Must be,able to work flexible hours including nights and occasional weekends.
l nImum Requirements: Master's degree M.S. in Counseling, Social Work or related field. Knowledge
of crisis intervention, assessment, counseling,,social work theory and ethics. One to two years
experience with individual counseling aind/or•arrrily interventions. Experience in family violence and
knowledge of family violence theory is preferred.
;. \ � B xhb,, i �
BUDGET SUMMARY
Amount
R LJ Este d
A. Personnel $15 392
B. EE!n a Benefits $ 31848
C. Travel
D. Eguip mein
t
E. Supplies
F. Contracts/Consultants
G. Other
TOTAL. $19,240
BUDGET DETAIL
A, Personnel
Name Position Rate of Pay x # of Hours Cost
Stephen Eller Play Therapist 18.50 hr. x 416 hrs. $7,696
Steffanie Strawbridge Play Therapist $18.50/hr. x 208 hrs, $3y848
Jenn*lfer Fitzgerald Play Therapist $18.5,0/hr. x 208 hrs. $3F1848
LTOTAL Personnel — $151392
B. Fringe Benefits
Name Position Description of Benefits Cost
S. Eller 1.0 F-r Play Thera let FICA, Health, Workman's, Life $3,164
S. Strawbridge 01.,5 FTE Play Therapist FICA, Workman's Comp. $ 342
J. Fiftzgerald .05 FTE Play Therapist FICA, Workman's Comp. $ 342
TOTAL Fringe, Benefits $
C,Travel
Purpose of Travel Location Item Cost
TOTAL, Travel $
10
D,, Equ*ipment
Item Cost per Item Quantity Cost
TOTAL Equipment
E. Suppl'ies,
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, It Quantity Cost
TOTAL Other! Costs
BUDGET NARRATIVE
Please attach a detailed budget narrative that explalins 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 prograrn. Please explain how,costs are calculated.
A. PGrsonnel
The annual salary of the full time Play Therapist position is $138,480.00. CPD funds will support
416 hiours of the total 2,080, hours provided. Salaries for two part-time Play Therapists for 1,040
hours are $19,240 each, and CGPID funds will: support 208 hours each of the 1,0 4,0 hours
provided. Combined total for the program is 2.01 FTE Y s,. These funds represe, t the actual
work/activity of the program. Withoult,funding for the staff providing the play therapy sessions,
the program would not exist.
41
B. Fringe
FICA: $15,392 x .0765 x 2.0 FTE $1 1176
Health Insurance: 2, /year x `1.0 FTE $2,240
Life Insurance: $240/year x 1.0 FTE $240
Workman's horn 26' ear x 2.0 FTE = 1192
Total Fringe.- $3,848
The allocation of fringe benefits is based on the actual, cost of the benefit allocated by the
percentage of employees on direct payroll supported by the CC,PD award, These costs
represent part of the total compensation package received by play therapists funded through the
program. Health and life insurance are 'included for the FT staff, FICA and Workman's
Compensation only included for the PT staff.
C.Travel
D. Equipment
E., Supplies
R Con racts/Consultants
G.Other
12
Exhibit C
Monthly Request for Reimbursement (RFR)
FY 2014 Community-Based Programs
Program Period 10/01/13 to 09130/14,
Submit to: Fort Worth Police Department Submitting Agency- Safe Haven of Tarrant County
Jacob Browning Agency Contact Name: Stephanie Storey
350 West Belknap Street Email: sstore safebaventc.2rg
2nd Floor Phone Number: (8 l)535-6462 x 117
Fort Worth,TX 76102 Address: 8701 West Bedford Euless,Road,Suite 600
Hurst,Texas 76053
Invoice Number:
Period covered by this request: 10/01113 to 09/30/14
MnLlddlyy mmlddlyy
A B C D E
Tot-al of Previous (B+Q (A-D)
Reimbursements This Total Balance
Bu�get �te or Budget Budget Amont Reclixested Request Req nested Available
C
I Personnel
2 Fringe
..........
77-
As,
3 Travel
7//,777,1/7"
4 Equipment
$
en r-/"�
0
5 Supplies
7/,
PUP
6 Construction �1.r„i///, ////%-//„/i//// �. NO
7 Consulta,nts/Contracts
$
8 Other-Direct Cost
9 fndirect Costs $
g V
l'
At—/
ARV
Total Programmatic Costs /,/...........
Please Attach:
I. Attach copies of invoices and the receipts on all expenditures
2. For Personnel Cost,include copies of signed times sheets
I Attach a copy of Monthly Performance Report
Summary:
Total Budget: 19,240.00_
Previous Requests:
I have reviewed thi's request and certify that the listed This Request:
expenses are accurate and are chargeable to the Total,Spent: $
CC PD Community Based Program approved'budget. Balance left in grant: 19,240,00
M ilimi@, MINE I I
,�"� A I/Ell L
Grantee Authorized Official Date
Tide
W
�f
Exh,libi,t D
FY 2014 Community-Based Programs
Program Activities Report
Program Period 10/01/13 to 09/30/14
Submit to: Fort Worth Police Department Agency: Safe Haven of Tarrant CountZ
JacobBrowning Name: Ste Janie Storey
350 West Belknap Street Email: sstorey@safehaventc.9r8
2nd Floor Phone Number. 17)!535-61462 x 117
,I - Suite 6100
Fort Worth f X 76102 Address: 87'011 West Bled,ford,Euless Road,
TX 76053
Period covered 10/1011/13 to 09/301/14,
Cumulative Total
# Aefivifies Monthly Total Oct Ist-Present Year End Goal
I Number of professional therapy and counseling hours/sessions conducted 250
2 Unduplicated participants in professional counseling and therapy sessions 50
3 Number of peer support group sessions conducted 25
4 Unduplicated participants in peer support group sessions 40
E�xhill
t YX 2014 Comma ity-rased Programs
Prograrn Effectiveness,Measurement Report
Pro rant Period 10/01/131 to 09/30/14
Due Quarterly-. 1st Ql,tr(Oct-Dee)due Jan 15th,2nd Qtr(Jan,-Mar)due Apr 15t1 ,3rd Qtr(Apr-Jun)due Jul
15th,and 4th Qtr(Jul-Sep)due Oct 15th
Submit to-. Fort Worth Police Department Agency: SafeHaven of TalTant Cminty
Jacob Browning Manse: Ste Janie Storey
350 West Belknap Street Email- sstorey@slafehavente.org
2nd i Floor Phone Number- (817)535-6462,x 117
Fort Worth,TX 76102 Address-, 8701 West Bedford Eutess Road,Suite 600
Hurst,TX 76053
Periold, covered: 10/01/13 to 09/30/'14
# Effectiveness Measurements
80%of children receiving counseling/play therapy sessions will exhibit an improvement in emotional functioning,as measured by counselor
I assessment and parental feedback.
Please include a narrative of events and accomplishments that occurred during the reporting period,.
75%of children attending support groups,will demonstrate an increase in knowledge regarding abusive behaviors. This will be measured
2
through the utilization of a pre and post assessment.
Please include a narrative of events and a cco mpl i shnients that occurred during the reporting period.
Please hiclude a narrative of any success stories during the reportingperiml