HomeMy WebLinkAbout20101429.tiff RESOLUTION
RE: APPROVE SITE AGREEMENT FOR WELD COUNTY YOUTH CONSERVATION CORPS
AND AUTHORIZE CHAIR TO SIGN -SOUTHWEST CONSERVATION CORPS
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Site Agreement for the Weld County
Youth Conservation Corps between the County of Weld, State of Colorado, by and through the
Board of County Commissioners of Weld County, on behalf of the Department of Human Services,
and the Southwest Conservation Corps, commencing May 1, 2010, and ending October 31, 2010,
with further terms and conditions being as stated in said agreement, and
WHEREAS, after review, the Board deems it advisable to approve said agreement, a copy of
which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Site Agreement for the Weld County Youth Conservation Corps between
the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld
County, on behalf of the Department of Human Services, and the Southwest Conservation Corps
be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said agreement.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 7th day of July, A.D., 2010, nunc pro tunc May 1, 2010.
BOARD OF COUNTY COMMISSIONERS
WELD CO LORADO
Cita
ATTEST: eCcrzz,✓[.t/v
Dougl ademacher, Chair
Weld County Clerk tot
EXCUSED
V c1 Barbara Kirkmeyer, Pro-Tem
BY'
Deputy Cler P. the Board -- r C.S Ca/ea/n// . w
AP . ED AS T RM: p
William F. Garcia
ouny Attorney EXCUSED
David E. Long
Date of signature: 92?/c?G/D
a oni 3 /-/S6 Q C OS6 2010-1429
-I / 7 / 0 \l u HR0081
MEMORANDUM
4*:11 DATE: July 1, 2010
TO: Douglas Rademacher, Chair, Board of County�lD Commissioners�•FROM: Judy A. Griego, Director, Human Servic epa rlfent
W
COLORADORE:
Site Agreement between the Weld County Department of
Human Services' Weld County Youth Conservation Corps
and the Southwest Conservation Corps
Enclosed for Board approval is the Site Agreement between the Department's Weld County Youth
Conservation Corps and the Southwest Conservation Corps. This Site Agreement was presented at
the Board's June 29, 2010, Work Session.
This Site Agreement covers the terms and conditions allowing for the Weld County Youth
Conservation Corps to access funds of$36,000.00 to operate the Learn and Serve Program to serve
Weld County Youth.
The term of this Agreement is May 1, 2010 through October 31, 2010.
If you have questions, please give me a call at extension 6510.
2010-1429
SITE AGREEMENT
BETWEEN
SOUTHWEST CONSERVATION CORPS
AND
Weld County Youth Conservation Corps
May 1, 2010—October 31, 2010
This Agreement outlines the formal arrangement the Parent Organization, SOUTHWEST
CONSERVATION CORPS and WELD COUNTY YOUTH CONSERVATION CORPS
(hereinafter referred to as"Sub-Grantee")to serve as a Sub-Grantee in the Learn and Serve
Summer of Service Corporation for National and Community Service(CNCS) funded project.
Activities will be undertaken in accordance with the proposal submitted by the SOUTHWEST
CONSERVATION CORPS to the Corporation for National and Community Service approved
by CNCS under Grant #10LS 109779 and in accordance with all applicable regulations and
procedures.
SECTION I: PURPOSE
The purpose of Learn and Serve Summer of Service Project is to engage corpsmembers in
community-based service-learning projects that are intensive, structured,supervised,and
designed to produce identifiable improvements to communities across the Intermountain West.
As part of the Learn and Serve Summer of Service Project, Southwest Conservation Corps will:
1. Provide oversight to Weld County Youth Conservation Corps to ensure programmatic
and financial compliance in accordance with the AmeriCorps Provisions, AmeriCorps
Provisions, and other applicable regulations and procedures.
2. Offer opportunities for technical assistance, cross-site collaboration and learning
opportunities focused on climate related conservation projects.
3. Provide programmatic and financial reports to CNCS on all Sub-Grantee activities.
PROJECT OBJECTIVES
A. Scope of Work
The Sub-Grantee will complete project activities in accordance with the Learn and Serve
Summer of Service Project performance measures as proposed to CNCS. (See Page 2, Outcomes
and Performance Measures).
1
In fulfillment of the scope of work and through implementation of the Learn and Serve Summer
of Service Performance Measures, the Sub-Grantee will adequately prepare all staff members to
ensure cooperative, successful implementation of the project. The Sub-Grantee will:
1. Provide adequate member orientation that is appropriate to participant needs and provides
the foundation for successful program completion.
2. Provide access to additional learning opportunities.
3. Engage youth in service as the central element of the project design utilizing service-
learning principles and documenting hours served.
4. Ensure that participants are eligible for AmeriCorps education awards,completing 100
hours of service and understand how they can be utilized
5. Participate in all Technical Assistance calls and other meetings scheduled by Southwest
Conservation Corps.
6. Ensure that all Corpsmembers complete evaluations for their term of service.
B. Project Design
The project design will be developed by the Sub-Grantee, and must be consistent with the Learn
and Serve Summer of Service Performance Measures. Modifications to the project design and/or
scope must be approved by the SOUTHWEST CONSERVATION CORPS.
C. Outcomes and Performance Measures
Enrollment
Enroll 80 eligible corpsmembers(as defined by the AmeriCorps Provisions)in the Learn and
Serve Summer of Service Project based on the following breakdown:
• 80 Full Time Members(minimum 100 hour)
Completion
Ensure that at least 95%of corpsmembers enrolled successfully complete their term of service
and become eligible to receive an Education Award(if applicable).
CNCS Performance Measures:
In accordance with the approved CNCS Performance Measures,the Sub-Grantee will achieve the
following outcomes:
2
Outcome 1 "Summer of Service"communities will receive high quality service work that
accomplishes significant projects beneficial to the community.
Outcome 2 SCC"Summer of Service"will strengthen each participating community by
engaging community volunteers, establishing new community partnerships and
creating sustainable projects.
SECTION II: PERIOD OF SUPPORT
The period of this agreement shall be from May 1, 2010 through October 31,2010.
SECTION III: BUDGET
The amount obligated under this grant is$36,000 which shall be expended in accordance with
the project budget in Attachment B unless amended by written agreement.
Modifications
No modifications to the grant or its parts may be made without express written consent of the
SOUTHWEST CONSERVATION CORPS.
Personnel and Effort
Sub-Grantee will provide a sufficient staffing to ensure that all programmatic and financial
responsibilities are appropriately managed during the Learn and Serve Summer of Service
Project. This includes,but is not limited to:
• Training,orientation and supervision of corpsmembers;
• Submission of Programmatic and Financial Reports;
• Submission of Reimbursement Invoices;
• Submission of Enrollment and Exit information for all corpsmembers to SCC for
certification;
• All functions related to Human Resources,Finance and Administration necessary for
project start-up, implementation, and close-out.
Substitutions or any substantial reduction in level of effort of personnel may not be made without
the prior written approval of the SOUTHWEST CONSERVATION CORPS.
SECTION 1V: PAYMENT
3
This is a cost reimbursement Agreement.
Sub-Grantee shall invoice the SOUTHWEST CONSERVATION CORPS for all approved
expenditures. All invoices must be accompanied by receipts to justify payment of all expenses.
Expenses incurred during the period of support must be submitted for reimbursement no later
than ten (10) days following the end of the period. The site must maintain appropriate
documentation of original receipts,timesheets and other evidence to justify expenses on site.
SECTION V: PROGRAMMATIC REPORTING REQUIREMENTS
The following programmatic reports are required:
1. Lassie Reports must be completed by each Sub-Grantee no later than September 15`h,
2010.
2. A grant-end narrative report describing accomplishments, progress towards performance
measures, number of participants completing the program, and discussing issues,
problems and other key information, in a format to be provided by the SOUTHWEST
CONSERVATION CORPS. The grant-end narrative report will be due by September
15th, 2010.
3. The Sub-Grantee is responsible for maintaining liability insurance that covers all
participants in the program,determining whether withholding is required for taxes or
social security and for determining if state unemployment insurance payment, state tax
withholding, and/or local tax withholding are required. Documentation should be kept at
the Sub-Grantee site in an appropriate and secure place.
4. Sub-Grantee must submit participant certification paperwork ON A TIMELY BASIS to
the Southwest Conservation Corps. (Programs must also maintain hard copies of the
forms.)
VI. FINANCIAL REPORTING AND REIMBURSEMENT REQUIREMENTS
1. Sub-Grantee agrees to submit a detailed budget for approval to SOUTHWEST
CONSERVATION CORPS, in the amount of$36,000.
2. Sub-Grantee must submit a final financial report and request for reimbursement at the
conclusion of the program in accordance with the approved budget. The Sub-Grantee
will include a full accounting of thatch dollars and match sources along with full
documentation. The report will be due thirty days after the conclusion of the program,
but no later than September 1,2010.
Audits and Compliance
4
The SOUTHWEST CONSERVATION CORPS or its designee shall have the right to monitor,
investigate, examine and/or audit at anytime, with reasonable notice,any and all records relating,
to the operations of these activities by Sub-Grantee under this Agreement. Grantee must make
such records available for review and copying by the SOUTHWEST CONSERVATION CORPS
or its designee.
SECTION VII. SPECIAL CONDITIONS
Additional Requirements
Sub-Grantee will accept any additional requirements imposed by the SOUTHWEST
CONSERVATION CORPS in compliance with Federal statute and regulations.
Trainings and Technical Assistance
Sub-Grantee also agrees to participate in all Learn and Serve Summer of Service technical
assistance meetings,workshops or other events convened by the SOUTHWEST
CONSERVATION CORPS or its designee(s).
Education Awards
Sub-Grantee will comply with the corporation for National and Community Service's(CNCS)
guidelines for tracking corpsmember hours. Sub-Grantee will maintain accurate and traceable
records of corpsmember hours to ensure receipt of Education Awards by qualifying program
participants.
Liability Insurance
Grantee shall maintain, at all times, (a) adequate worker's compensation and unemployment
insurance coverage for its employees in accordance with state law(b)comprehensive general
liability insurance in amounts not less than $1,000,000 per occurrence and (c) automobile
liability,including hired and non-owned liability,with limits or at least$1,000,000 for bodily
injury and property damage combined.
Sub-Grantee will amend their comprehensive general liability insurance policy naming
SOUTHWEST CONSERVATION CORPS an additionally insured.
Sub-Grantee will provide the SOUTHWEST CONSERVATION CORPS with proof/certificate
of insurance for all required coverage.
Procurement
Sub-Grantee will observe the following purchasing guidelines for goods and services.
Less than $500.00 No competitive bidding is required
• $500.01 --$5,000.00 Telephone,facsimile,catalog or internet quotes
from three(3)outlets.
$5,000.01 -- $20,000.00 Written solicitation from at least five(5) outlets.
5
Above$20,000 Sealed bids with formal advertising I
Consultant Contracts
For all consultant contracts, the Sub-Grantee will provide the grantee written documentation of
the process used to identify the consultant as the most qualified for the contract, a signed copy of
the consultant agreement,and a recent copy of the consultant's resume. All documentation must
be received PRIOR to requesting reimbursement for consultant fees. Any modifications to
consultant contracts must be approved by the grantee.
Record Retention
Sub-Grantee must retain all records related to the conduct of the project activities included herein
for a minimum of three (3) years following the end of the grant period or until such time as is
required to resolve any audit questioned costs.
SECTION IX: PUBLIC INFORMATION
The SOUTHWEST CONSERVATION CORPS encourages Sub-Grantee to make
announcements of this grant and to publicize activities funded through this Agreement. All
material printed/published under this award should include a statement that this grant is provided
by the SOUTHWEST CONSERVATION CORPS through the Corporation for National and
Community Service. Copies of all pertinent releases and press or television coverage should be
forwarded to the SOUTHWEST CONSERVATION CORPS.
SECTION X: TERMINATION
This Agreement shall terminate automatically and immediately in the event Sub-Grantee fails to
adhere to any provision of this Agreement including,but not limited to,any deletions,additions
or modifications the SOUTHWEST CONSERVATION CORPS or its grantors determine
necessary due to the following: 1) a change in State or local law or regulation having impact on
this Agreement;2)any other change which might be required of the SOUTHWEST
CONSERVATION CORPS by an appropriate governing body.
In addition,this Agreement may be terminated as a result of any,or all of the following
conditions:
a. Mutual agreement and consent of the parties hereto;
b. The SOUTHWEST CONSERVATION CORPS' discretion,as a consequence of the
failure of Sub-Grantee to comply with the terms,progress or quality of services in a
satisfactory manner,with proper allowance being made for circumstances beyond the
control of the Sub-Grantee;
c. By either party,upon failure of the other party to fulfill its obligations as set forth in this
Agreement. Sixty(60)day written notice shall be provided by the party desiring the
termination. Said notice shall set forth the reasons for the termination;
6
d. By the SOUTHWEST CONSERVATION CORPS at its convenience upon thirty(30)
days written notice to Sub-Grantee. In this event, Sub-Grantee shall be reimbursed for
actual work performed up to the notice of termination;
e. Satisfactory completion of all services and obligations described herein.
In the event of termination due to one of any of parts a-d,all tools, uniforms and equipment
purchased under the grant will be returned to the SOUTHWEST CONSERVATION CORPS
within fifteen(15) days of termination date.
SECTION XI: AUTHORIZATIONS
The SOUTHWEST CONSERVATION CORPS' designated contact person for questions
regarding this agreement is:
Ruth Fletcher
The SOUTHWEST CONSERVATION CORPS
701 Camino del Rio, Ste. 101
Durango, CO 81301
(970)403-1146
(970)259-9424, fax
ruth@sccorps.org
The person authorized on behalf of the Sub-Grantee to submit request for reimbursement or
otherwise responsible for matters regarding this Agreement is:
Tami Grant
Weld County Youth Conservation Corps
315B N. 11th Ave
Greeley, CO 80631
Phone:(970)353-3800
tgrant@co.weld.co.us
IN WITNESS THEREOF,the Parties have signified their assent to the terms of this Agreement
by signing below. We acknowledge that appropriate personnel,specifically including the
Executive Director,the Board Chair or appropriate Government Agency Director of the
sponsoring organization, have read and understand this Agreement and found its terms
acceptable, and that we will comply with the terms and conditions outlined herein.
SECTION XII: TERMS AND CONDITIONS
Arbitration
In the event of a dispute arising between the parties during the term of this Agreement,the
SOUTHWEST CONSERVATION CORPS and Sub-Grantee shall each appoint on a timely basis
an arbitrator,preferably the Chief Administrator/Executive Director,to meet,discuss and
arbitrate the dispute(s)before a suit for Breach of Contract or request for termination shall be
instituted. Each party shall bear equally the costs of said arbitration,and said costs shall not be
paid from arbitration; the resolution of the dispute shall become a part of the Agreement.
Conflict of Interest
Neither Sub-Grantee nor its staff shall display organizational and/or personal conflicts of interest
or appearance of such conflicts of interests in the conduct of the activities covered by this
Agreement. Proper disclosure to the SOUTHWEST CONSERVATION CORPS of any potential
conflicts of interest is the responsibility of the Sub-Grantee.
We further certify that we will comply with the regulations and cost principles, including any
subsequent amendments,contained in:
1) 29 CFR Part 95,for Institutions of Higher Education,Hospitals and other Non-Profit
Organizations and Commercial Organizations;
2) OMB Circular A-122,for Non-Profit Organizations;
3) 48 CFR Part 31;
4) 29 CFR Part 96, Single Audit Act;
5) 29 CFR Part 93,Lobbying Certification;
6) 29 CFR Part 37,Nondiscrimination and Equal Opportunity Requirements;
7) Corrective Action Policy
8) Site Information Profile
IN WITNESS WHEREOF,the parties hereto have executed this agreement as of the last
written date below.
Board of County Commissioners ATTEST: r . � ' �
Weld County, Colorado Weld County lerk to the Boar "5• V:40 ftCp
Dougl s Radem her JUL 0 7 1010 Deputy Clerk tot e Board
The authority and format of this instrument
has been reviewed and approved for
signature.
(\iL
J Grieg Dire Harry Bniell,Presient and C.E.O.
d Count Depa ent of man Services Southwest Conservation Corps
8 PLEASE MAIL SIGNED ORIGINAL TO:
Attachments:
Ruth Fletcher
1. Revised Budget Southwest Conservation Corps
701 S.Camino Del Rio
Durango,CO 81301
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