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Agenda 10/08/2013 Item #16D 6 10/8/2013 16.D.6. EXECUTIVE SUMMARY Recommendation to approve and authorize the Chair to execute an Agreement between Southwest Florida Workforce Development Board, Inc. and Collier County to provide snacks and/or supper for afterschool programs. OBJECTIVE: To provide nutritional snacks and suppers during the school year for those children who participate in the Parks and Recreation Department afterschool programs. CONSIDERATIONS: The Southwest Florida Workforce Development Board (SFWDB) is the sponsor of the Afterschool Meals Program (AMP) which is a food program funded by the State of Florida. As a sponsor, SFWDB contracts through a caterer to distribute hot meals to afterschool programs in Collier County on a daily basis. Hot meals and snacks are delivered to the sponsored site. Currently SFWDB sponsors 8 sites in Immokalee (all the schools) and are expanding the program adding new sites that serve afterschool students with academic and personal enrichment activities. There are no fees to the participating sites. SFWDB is reimbursed by the state and provides all the necessary services at each site. The Collier County Parks and Recreation Department would like to enter into an agreement with the Southwest Florida Workforce Development Board, Inc. to provide snacks and/or supper at the Immokalee Sports Complex and Immokalee Community Center(the sites). The site (Parks and Recreation Department-Immokalee Parks) is required to: 1. Keep attendance records needed for inspections. 2. Provide the Facilities (sites) and Staff to assist the program. 3. Maintain current child care license/accreditation if applicable. 4. Attend training sessions required by the sponsor. The Sponsor(Southwest Florida Workforce Development Board) agrees to: 1. Provide snacks and/or meals and/or pay for catered snacks and/or meals delivered to the site at no cost to the site. 2. Distribute all necessary record keeping forms. 3. Provide required training to site staff. 4. Maintain records concerning the location and dates of all compliance reviews, problems noted, corrective actions prescribed, sanctions imposed. FISCAL IMPACT: The estimated cost of staff time involved in the program is $3,900 and is budgeted within the Parks and Recreation operating cost centers Recreation/MSTD (156343) and Immokalee Aquatic Facility (156349). LEGAL CONSIDERATIONS: This item has been approved as to form and legality and required majority vote for approval. - CMG Packet Page -2149- 10/8/2013 16.D.6. GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this request. RECOMMENDATION: Recommendation that the Board approve and authorize the Chairwoman to sign an agreement between Southwest Florida Workforce Development Board, Inc. and the Parks and Recreation Department to provide food for afterschool programs offered at Immokalee Sports Complex and Immokalee Community Center. Prepared By: Natali Betancur, Operations Analyst, Parks and Recreation Department Attachment(s): 1) Immokalee Sports Complex Sponsor-site Agreement, 2) Immokalee Community Park Sponsor-site Agreement Packet Page -2150- 10/8/2013 16.D.6. COLLIER COUNTY Board of County Commissioners Item Number: 16.16.D.16.D.6. Item Summary: Recommendation to approve and authorize the Chair to execute an Agreement between Southwest Florida Workforce Development Board, Inc. and Collier County to provide snacks and/or supper for afterschool programs. Meeting Date: 10/8/2013 Prepared By Name: BetancurNatali Title: Operations Analys,Parks &Rec-NCRP Admin 9/13/2013 3:01:30 PM Submitted by Title: VALUE MISSING Name: AlvarezAnnie 9/13/2013 3:01:31 PM Approved By Name: WilliamsBarry Title: Director-Parks&Recreation,Parks &Recreation Date: 9/20/2013 2:42:42 PM Name: AlonsoHailey Title: Operations Analyst,Public Service Division Date: 9/23/2013 3:51:08 PM Name: CarnellSteve Title: Purchasing/General Services Director Date: 9/25/2013 1:46:39 PM Name: GreeneColleen Title: Assistant County Attorney,County Attorney Date: 9/27/2013 1:34:09 PM Packet Page-2151- 10/8/2013 16.D.6. Name: PryorCheryl Ask Title: Management/Budget Analyst, Senior,Office of Manag Date: 9/30/2013 8:50:24 AM Name: KlatzkowJeff Title: County Attorney Date: 9/30/2013 11:11:13 AM Name: IsacksonMark Title: Director-Corp Financial and Mgmt Svs,CMO Date: 9/30/2013 12:24:58 PM Packet Page-2152- 10/8/2013 16.D.6.1 AFTERSCHOOL MEALS PROGRAM SPONSOR-SITE AGREEMENT FOR UNAFFILIATED SITES This agreement Is entered into between ' 1-Np"t© ,nL' c�2 e ,hereinafter referred to as the of 1 `sponsor,'and CC 1ti 1 Cr' i y slip t� ' v�r � ,hereinafter referred to as the'site.- Marne or Sits I. THE SPONSOR AGREES TO: A. Instruct the site to comply with site requirements set forth in the Child Care Food Program(CCFP) Procedure Manual for Afterschool Programs, as revised,and applicable CCFP policy memoranda. B. Train site personnel on program requirements before the site begins pa Program. The training will cover all required topics, Including but not limited t in to I Meals requirements;recording and maintaining menus,meal counts,and attendance records;and civic rights em and requirements. C. Offer,at least annually,additional training sessions scheduled at times and places mutually convenient for the sponsor and site. D. Respond to the site's requests for technical assistance within two(2)days. E. Distribute to the site all necessary CCFP Afterschool Meals Program record keeping forms. F. Collect monthly,all necessary program records for claiming CCFP Afterschool Meals Program reimbursement including,but not limited to, menus for each meal service claimed,Attendance Records, and Meal Count Records including daily meal count documentation if meat counts were recorded on another document and later transferred to the Monthly Meal Count Record form. G. Review the site's Afersc pool Meals.Program operations to assess compliance with the record keeping,and other program requirements. At least one review will occur during meal pattern four weeks of CCFP participation. Unless.otherwise approved by the Florida u g a new site's first reviews WIN be conducted at least three times within each 12-month and not Department of aHsixtto(DOH), will elapse between'reviews,even if the reviews period more than six months occur in different federal fiscal years. H. Maintain records concerning the location and dates of all compliance reviews, problems noted,corrective actions prescribed,and sanctions imposed. I. Present photo identification when making visits to the site. J. Hold site responsible for compliance with program policies and procedures,and disallow snacks and/or meals not meeting U.S. Department of Agriculture(USDA)meal pattern requirements or not supported by appropriate records. K. Not discriminate against any child because of race,color, national origin,sex,age,or disability. L. Determine the site's area eligibility to participate in the Afterschool Meals Program at least once every five years,and maintain the site's eligibility documentation as directed in the Procedure Manual for Afterschool Programs,as revised. M. Provide snacks and/or prepared meals,and/or pay for catered snacks and/or meals delivered by registered caterer,to the site at no cost to the site. However, if a site is responsible a DOH snacks and/or meals due to the me failure to meet program s,the s le for r may y charge the of site for the amount that the sponsor paid for the disallowed snacks and/or the sponsor may charge the solos and/or meals. Revised 62013 Page 1 of 3 4.016.09 Packet Pa:e-2153- 10/8/2013 16.D.6.■ N. Not charge the site a fee for the sponsor's program services. H. THE SITE AGREES TO: A. ib ttli r serve age specific snacks and/or meals that meet Program meal pattern requirements. B. Record meal counts within one hour of the end of each snack and/or meal service. C. Claim only those meal types approved by the sponsor for reimbursement. D. Claim reimbursement for no more than one snack and one meal per child per day. E. Maintain copies of all Child Care Food Program(CCFP)Afterschool Meals Program records such as menus,Meal Count Records,Attendance Records,etc.for the current fiscal year and three subsequent fiscal years. Records for the current month and the previous 12 months shall be maintained at the site. Records older than 13 months may be maintained off-site or stored electronically, but these records shall be made available to staff of the sponsor,the Florida Department of Health(DOH),the U.S. Department of Agriculture(USDA),the Florida Department of Law Enforcement(FDLE),the Florida Department of Financial Services, Division of Public Assistance Fraud,and Early Learning Coalitions upon presentation of proper photo identification. F. Send the previous month's claim documentation (Attendance Records, Monthly Meal Count Records and daily meal count sheets,menus)to the sponsor by the fifth(5i")day of each month. If the fifth(5'")day of the month falls on a weekend or holiday,these records must be received by the sponsor on the first business day following the weekend/holiday. G. Attend training sessions as required by the sponsor. H. Mow representatives of the sponsor, DOH, USDA, FDLE,the Florida Department of Financial Services, Division of Public Assistance Fraud,and Early Learning Coalitions access to the site during operating for the purpose of reviewing CCFP Afterscliool Meals Program meal services and/or records. he site will allow such access upon presentation of photo identification whether the review is announced or unannounced. I. Allow representatives of the sponsor,DOH, USDA, FDLE,the Florida Department of Financial Services, Division of Public Assistance Fraud, and Early Learning Coalitions to conduct parental/household contacts regarding the CCFP Afterschool Meals Program. J. If licensed or accredited,maintain a current child care iicense/axneditatbn and notify the sponsor of any change. (e.g.,capacity, hours/days of operation,expiration, revocation,etc.)within two(2)days of a K. Maintain current food service inspection documentation(satisfactory inspection report and notify the sponsor of any food service changes a P or valid �9 es( expiration or revocation,etc.)within two(2)days of a change. g.�food servi ce method, permit L. Report a change of address or ownership,site closure, and any permanent changes in meal service times to the sponsor immediately. M. Report to the sponsor any pending sale of the site prior to the sale closing date. (Note:This agreement is not transferable to a new owner.) N. Provide all eligible children the same snacks and/or meals at no separate cost to the parent or guardian. O. When requested by the sponsor,distribute to parents copies of CCFP Afterschool Meals Program materials. Revised H/2013 Pps 2 of 3 A416409 Packet Page -2154- �� 10/8/2013 16.D.6.■ P. Not discriminate against any child because of race, color, national origin, sex, age, or disability. Q. The site agrees to use the U.S. Department of Homeland Security's E-Verify system, https://e-verifv,uscis.Qov/emp, to verify the employment eligibility of: 1. All persons employed during the agreement term by the site to perform employment duties within Florida; 2. All persons(including subcontractors) assigned by the site to perform work pursuant to this agreement. III. THE SPONSOR AND SITE MUTUALLY AGREE: A. Effective Date This agreement shall begin on the latest date on which both parties have signed the agreement. B. Termination 1. Termination at Will This agreement may be terminated by either party or the Florida Department of Health without cause upon no less than thirty(30) days notice in writing to the other party, unless a lesser time is mutually agreed upon in writing by the parties. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. 2. Termination Because of Lack of Funds In the event funds to finance this agreement become unavailable and the Florida Department of Health terminates the sponsor's contract,the sponsor may terminate this agreement upon no less than twenty- four(24) hours notice in writing to the site. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. I have read the above agreement and I understand each section and paragraph. IN WITNESS THEREOF, the parties have caused this three (3) page agreement to be executed by their undersigned officials as duly authorized. Site Owner/Director First Last Mailing Address Signature Date Date of Birth Sponsor Representative 7;16.<7.4,_ Title ,�''/K65/` , Signature ! � Date '7 /-2 Sponsor must ensure that both signature boxes are complete -- f Approved as to form and legality ATTEST: !!iwtfittilsW1E. BROCK. Clerk Page 3 of 3 A-0I6-04 Assistant County Attorney () Packet Page-2155- 10/8/2013 16.D.6.1 AFTERSCHOOL SPONSOR-SITE MEALS PROGRAM MENT FOR UNAFFILIATED SITES This agreement is entered ktto between a,`�`�' 'e5� ttrsra Wos ,ce Nwns of hereinafter referred to as the"s ponsor,`and • aaaaa • , WA. hereinafter referred to as the-site." °f ° I. THE SPONSOR AGREES TO: A. Instruct the site to comply with site requirements set forth in the Child Care Food Program Manual for Afterschool Programs,as revised,and rogram(CCFP. applicable CCFP policy memoranda. B. Train site personnel on program requirements before the site Program. The training will cover all begins participation in the Afterschool Meals requirements;recording and maintaining menus, eal counts,and attendance records;and rights pattern requirements. C. Offer,at bast annually,additional training sessions scheduled at times and places mutually 1 the sponsor and site. y convenient for D. Respond to the site's requests for technical assistance within two(2)days. E. Distribute to the site all necessary CCFP Afterschool Meals Program record keeping forms. F. Collect monthly,all necessary program records for claiming CCFP Afterschool Meals Program reimbursement including, but not limited to,menus for each meal service claimed,Meal Count Records including daily meal count documentation Attendance darn Records, AS MI.44 another document and later transferred to the Monthly Meal Coouunt Records foorrm. were recopied on G. Review the site's Afterschool Meals Program operations to assess compliance keeping,and other program requirements. At least one pOe with the meal pattern, four weeks of CCFP participation. Unless review will occur during a new site's first four we will be conducted ip least Unless is otherwise�se approved by the Florida Department of Health(DOH), will elapse between reviews,even if the n each 12-month and not more than six months reviews occur in different federal fiscal years. H. Maintain records concerning the location and dates of all compliance reviews, problems noted, corrective actions prescribed,and sanctions imposed. I. Present photo identification when making visits to the site. J. Hold site responsible for compliance with program policies and procedures,and disallow snacks and/or meals not meeting U.S. Department of Agriculture(USDA)meal pattern requirements or not supported by appropriate records. K. Not discriminate against any child because of race, color, national origin,sex, age,or disability. L. Determine the site's area eligibility to participate in the Afterschool Meals Program at least once every five years,and maintain the site's eligibility documentation as directed in the Procedure Manual for Afterschool Programs, as revised. M. Provide snacks and/or prepared meals,and/or pay for catered snacks and/or meals delivered registered caterer,to the site at no cost to the site. However,if a site is the disallowance bll a DOH snacks and/or meals due to the failure to meet_ responsible for r m y h gh of site for the amount that the sponsor paid for the disallowed snacks and/ ls.sponsor may charge the Revised 6/2013 Pape 1 or 3 MOr6.09 Packet Page -2156- 10/8/2013 16.D.6., N. Not charge the site a fee for the sponsors program services. IL THE SiTE AGREES TO: A. 1111114111111111F serve age specific snacks and/or meals that meet program meal pattern requirements. B. Record meal counts within one hour of the end of each snack and/or meal service. C. Claim only those meal types approved by the sponsor for reimbursement D. Claim reimbursement for no more than one snack and one meal per child per day. E. Maintain copies of all Child Care Food Program(CCFP)Afterschool Meals P ro menus,Meal Count Records,Attendance Records,etc.for the year reco r three subsequent u t fiscal years. Records for the current month and the previous 12 months shall bemaintained at the site. Records older than 13 months may be maintained off-site or stored electronically, these be made available to staff of the sponsor,the Florida Department �' shall Agriculture(USDA),the Florida partntaerat of Health(DOH),the U.S. Department of Department of Law Enforcement(FDLE),the Florida Department of Financial Services, Division of Public Assistance Fraud,and Early Learning of proper photo Identification. Coalitions upon presentation F. Send the previous month's claim documentation(Attendance Records, Monthly Meal Count Records and daily meal count sheets, menus)to the sponsor by the fifth(56)day of each month. If the fifth(56)day of the month falls on a weekend or holiday,these records must be received by the sponsor on the first business day following the weekend/holiday. G. Attend training sessions as required by the sponsor. H. Allow representatives of the sponsor, DOH, USDA, FDLE,the Florida Department of Financial Services, Division of Public Assistance Fraud,and Early Learning Coalitions access to the site during operating hours for the purpose of reviewing CCFP Afterschool Meals Program meal services and/or records. The site will allow such access upon presentation of photo identification whether the review is announced or unannounced. I. Allow representatives of the sponsor, DOH, USDA,FDLE,the Florida Department of Financial Services, Division of Public Assistance Fraud, and Early Learning Coalitions to conduct parental/househoid contacts regarding the CCFP Afterschool Meals Program. J. If licensed or accredited, maintain a current child care license/accreditation and notify the sponsor of any changes(e.g., capacity, hours/days of operation,expiration,revocation,etc.)within two(2)days of a change. K. Maintain current food service inspection documentation(satisfactory inspection report or valid permlt/certlficate)and notify the sponsor of any food service changes(e.g.,food service method, permit expiration or revocation,etc.)within two(2)days of a change. L. Report a change of address or ownership,site closure,and any permanent changes in meal service times to the sponsor immediately. M. Report to the sponsor any pending sale of the site prior to the sale closing date. (Note:This agreement is not transferable to a new owner.) N. Provide all eligible children the same snacks and/or meals at no separate cost to the parent or guardian. O. When requested by the sponsor,distribute to parents copies of CCFP Afterschool Meals Program materials. Reviled 62013 Page 2 of 3 A-016-09 Packet Page -2157- 10/8/2013 16.D.6.■ P. Not discriminate against any child because of race, color, national origin, sex, age, or disability. Q. The site agrees to use the U.S. Department of Homeland Security's E-Verify system, https://e-verifv.uscis.gov/emp, to verify the employment eligibility of: 1. All persons employed during the agreement term by the site to perform employment duties within Florida; 2. All persons(including subcontractors) assigned by the site to perform work pursuant to this agreement. III. THE SPONSOR AND SITE MUTUALLY AGREE: A. Effective Date This agreement shall begin on the latest date on which both parties have signed the agreement. B. Termination 1. Termination at Will This agreement may be terminated by either party or the Florida Department of Health without cause upon no less than thirty(30) days notice in writing to the other party, unless a lesser time is mutually agreed upon in writing by the parties. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. 2. Termination Because of Lack of Funds In the event funds to finance this agreement become unavailable and the Florida Department of Health terminates the sponsor's contract, the sponsor may terminate this agreement upon no less than twenty- four(24) hours notice in writing to the site, Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. I have read the above agreement and I understand each section and paragraph. IN WITNESS THEREOF, the parties have caused this three(3) page agreement to be executed by their undersigned officials as duly authorized. Site Owner/Director First Last Mailing Address Signature Date Date of Birth Sponsor Representative t �f ,e-� 542/`i'rrr.t-(`!'f. ,r - 4_ Title )/ cc:�/17 ' l Signature 9 - � . � Date , .'�G� Sponsor must ensure that both signature boxes are complete .• go ved as to form and legality Revised 6/2013 Pag=.'. A-016-)9 ATTEST: DWIGHT E. BROCK, Clerk Assistant County Attorney By: CA Packet Page 72158-