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Item C04 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: 2/16/00 Division: Community Services Bulk Item: Yes-X No_ Department: Extension Services AGENDA ITEM WORDING: Approval to amend the closing period of the grant award from the Florida Learn & Serve, K-12 Program to provide funding for the establishment of a 4-H Florida Keys Youth Council to June 30,2000. ITEM BACKGROUND: The grant application for $10,000 provides funds to establish a self supporting Youth Council. This council along with the 4H program and other community groups, agencies and businesses will provide youth in Monroe County with mini-grant support for service learning projects targeting 4 main areas: education, public safety, human needs and environment. PREVIOUS RELEVANT BOCC ACTION: Grant acceptance was approved by BOCC on Jan. 13, 1999. Grant period extension was approved by BOCC on Sept. 9, 1999 STAFF RECOMMENDATION: Approval TOTAL COST: $ 10.000 BUDGETED: Yes NoL COST TO COUNTY: $1180 (Staff time)& $ 3740 (volunteer time and community qroup inkind) REVENUE PRODUCING: YES NO X AMI. PER MONTH _YEAR Risk Mgmt~ APPROVED BY: County Attorney ~ DIVISION DIRECTOR APPROVAL: To Follow_ - Not Required _ Agenda Item #: ~ DOCUMENTATION: Included X DISPOSITION MONROE COUNTY BOARD OF COUNTY COMMISSIONERS Contract witb: Florida Learn & Serve, Florida Commission on Community Service CONTRACT SUMMARY Contract # Effective Date: 1/1/99 Expiration Date: 6/30100 Contract P.urposeIDescription: (This contract was originally approved at the BOCC meeting on 1/13/99 and this no cost extension is an amendment to the expiration date previously amended and approved at the 9/8/99 meeting) Project funds will provide training and educational programs, small equipment, supplies, travel, curriculum, supplementary resources, and recognition awards for the estabJishment of a Florida Keys Youth Council that will oversee service learning projects conducted by members of the Youth Council (youth of middle and highschool age) any youth service & development organization through the 4H program by utilizing community groups, agencies, and businesses for support in training and project development. (Name) Contract Manager: Bryant L. Diersing 292-4501 (Ext.) Extension Services for BOCC meeting on Feb. 16,2000 (Department) Agenda Deadline: Feb. 2, 2000 Total Dollar Value of Contract: Budgeted? No Grant: $10,000 CONTRACT COSTS $14,920.00 Current Year Portion: $14,920 Account Codes: GX9902 County Matcb: $1180 in kind (for admin. And training - staff time only) Estimated Ongoing Cost: $ 0 Iyr (Not included in dollar value above) Division Director Date In L/2-/0U \\:'>\\00 \ ' 11 3l/ Db 1/;),7/00 . . ~~anage~ent O.M.B./Pu~ing County Attorney Comments: ADDmONAL COSTS For: eg: maintenance, utilities, janitorial, salaries, etc. CONTRACT REVIEW Changes Needed Date Out ~/21oD . I , (I ~r--'<- ~'-\:.,=t.'1-- <~r~,~ ~tt c-tc:- &;~ Yes (1;) Yes ~: Yes (~) Yes c9 \\ '- l Florida '~~,;'~ Cc)mmission gCommuniity Service Dr. George W. Yll'''~ l ,~ I (1r. LeVestN r"htl.. V"" I ~H' 8~rn('v T_ Bi,>ho )J1{ Jreo J- t ,~ I Mary Wyatt ,\lll'll 5l. I'f:te~ju-~ Mark l. Sa Ie.,. "1;.11"; Don I h~ ;trr West /)aln: llifl(n Pdt hfle J'U1I."i Joe Fo Lnan Talla In.!I.' Tom Gillll'jll"r r(lltdi1_~5te Joseph L GI"'_.P.llS It. Llllddd.rle red f'f'Ild,)' /..,'...., IIr"fa Karen M.1f - ,>"0 tJf'lla Dall t:i 19 i'1f)<I'od Carlo:; U,)It'I'te !L LUi'(I'<;W(I!'" Maria Cnstin,' :'Iiva r1hlm1 Wendy E. Po'ke, IltlJia Wam'n L " nllth l'Ir....-:dC R()lJelt~ l Z !'(,erel J('(~'(", ,m,. Freel ';.ln~lJ I 'dno EXt'(ullr. "'.n~(to' 444 Appleyarv Drive Tallahassee, florid.. l2304 Phone 850-921-5172 Fax 850-92 :1-5146 SunCom 291,5172 ME MO RAND Ul\'1 TO; FROM; Mr. Bryant Diersing, Extension Educator. 4 - H ~ Kathleen Forsyth, Florida Learn & Serve, Program --- \\1 Coordinator No Cost Extension Decembe.. 30. 1999 RE: DATE: This is a follow-up to your writteJ~ request and our phone conversation earlier this month regarding a No Cost Extension of your 1998-99 Learn & Serve grant until June 30, 2000 for Monroe County Extension Services Youth Service Leaming Council. After reviewing your request, the extension has been approved, however, all funds will need to be encumbered by June 30, 2000. All other terms and conditions of the award remain the same. Your Progress Reports and Financial Status Reports for the remainder of the grant period will need to be submitted to the Florida Commission on Community Service on the following schedule: 5th Period 6th period Final Period January 15,2000 April 15, 2000 July 30,2000 Your Final Period Progress Report needs to include activities on your last quarter's activity as well as a one-to-two page report that includes the following items: A. Cumulativt: figures on frequency of activities, participants, people served, trainings, presentations, hours of service, and related accomplishments. B. Final assessments on the degree to which projected goals were reached. C. Descriptions and samples of the evaluation instruments and how assessments were conducted. (Please attach) D. Future plans, growth of project, changes in activities, and/or plans to apply for future funds. If you have any questions or if I can be of any assistance, do not hesitate to contact me at (850) 488-3883. BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: 9/8/99 Division: Community Services Bulk Item: YesX No_ Department: Extension Services AGENDA ITEM WORDING: Approval to amend the closing period from August 31,1999 to December 31,1999 the grant award from the Florida Learn & Serve, K-12 Program to provide funding for the establishment of a 4-H Florida Keys Youth Council from August 31 to December 31,1999. ITEM BACKGROUND: The grant application for $10,000 provides funds to establish a self supporting Youth Council. This council along with the 4H program and other community groups, agencies and businesses will provide youth in Monroe County with mini-grant support for service learning projects targeting 4 main areas: education, public safety, human needs and environment. PREVIOUS RELEVANT BOCC ACTION: Grant acceptance was approved by BOCC on Jan. 13, 1999. STAFF RECOMMENDATION: Approval TOTAL COST: $ 10,000 BUDGETED: Yes NoL COST TO COUNTY: $1180 (Staff time)& $ 3740 (volunteer time and community Qroup inkind) REVENUE PRODUCING: YES NO X AMT. PER MONTH _YEAR APPROVED BY: County Attorney Risk Mgmt _ DIVISION DIRECTOR APPROVAL: DOCUMENTATION: Included To Follow X Not Required _ DISPOSITION Agenda Item #: MONROE COUN lY BOAKO at- CUUN I Y LUMMI0~IVI'lt::.nv CONTRACT SUMMARY Contract # Effective Date:01/1/99 Expiration Date: 12/31/99 Contract With: Florida Learn and Serve FI. Commission on Community Service Contract Purpose/Description: (This contract was previously approved at the SDCe meeting on 1/13/99 and this no cost extension is an amendment to the expiration date of the original contract.) Project funds will provide training and educational programs, small equipment, supplies, travel, curriculum. supplementary resources, and recognition awards for the establishment of a Florida Keys Youth Council that will oversee service learning projects conducted by members or me y'oum Council (yuuU. ur middle and high3ohool ~9.) any youth <;erviM ~ development organization through the 4H program by utilizing community groups, agencies. and businesses for support in training and project development Contract Manager: Bryant L. DiersinQ 292-4501 Extension Service For BOCC meeting on :9/8/99 Aaenda Deadline: 8/25/99 CONTRACT COSTS Total DoUar Value of Contract $14,920 Current Year Portion: $14.920 (IncludeS $3740 community in-kind serviC8li Budgeted? No Account Codes: Gl9q tJ 2- Grant: $10.000 County Match: $1180 in-kind (for admin. and training - staff time only) ADDITIONAL COSTS Estimated Ongoing Cost: $ 0 Iyr (not included in dollar value above) For: (eg: maintenance. utilities, janitorial, 5aIaries,etc.) GRANT REVIEW ~gm\ ~ I OMB/PurCh~ jJ 3 (:/-j Date Out 9-/~-1-/ ~ -.2/ (7 (1 Date In Division Director 7---1.2.)J? County Attorney Comments: 1-/ ~/ J9 ilL/f.9 ~tL~ m cfz, _ ~/VI~'" l Lill:/ :1/ 'J I 7' OMit FOIW it_MIl '123IllO . -----.--.....- -~--'..,~.~:.:...~~.. Fees . \.'~ II , . FlOrld~ ';!(): .~ 1..1 om"" $:s.von' Commllflliay , Self''tice . Dr. {.(:OIS'" \/IOllng Ch.-ir Dr ltV~:t~, lubbs :~\1 rile;' 8arn,y r 1t-!'l.;o.l1I T)c!OJUfW" '1II.t~. \Valt~~ '''''~1J''I'' .:':.:t c/toir "'"rf W,/. .l AIIl!I1 :i-. J""rV$lIlIlg Al~) ~,"puo ~lif,h",Mf' . ""~r~ '. Ilailey ".mrrt ['I. Dc- 1l0!.tiC 0""'" Ocr' (;'l!I~ ","u ,-,;". 4rot:11 .10)1;( Vhonau pr. t ":' Bt'Odt "J: FIne ""- Jat'ollm",,' l'''',,''''~ Tor.I I illlagller hJuhauet' Jowph (. (;~'Wo!tJs . . !'.~wt!~ .T.,: .'Ienclry :",,~.:&J~ K.ren.' ; ?n~.tfI Orm. hr King I.'~ CMO; I i';''l!"4e' n ". 'j'I~t':I1#k ~hrfd Cr'S, r d Oliva fl,."" v.rrnG~ " ParQr 0<"'" fclwil" LewIs ~;('tlimlc Idra...", '.-.... ~tt,..."tf Jilt, Sh'IA l~9. Jr. r,,"'PO '^~r't" .:. :illlith :)"fimlo Robtr..d C "r :l\?~r .]~t...~n"lW rf.~tJ 5.., ; tJ iiJ r.o :.hIf-.( ~ I l1;flt:tllt 444. Appl~,;,rrl Dm.. , TalldhaSS4U:. florlCiil J2304 PhOnE '50. J2I.5HZ . f.. '50 H /-5146 $un(om 1I1.SJ12 Il1tp;/lWW. .ICU.Mg . _. ~ .__._ _. u__ . .. -'''--'''~-_._..-..,."~._..~...... 9215172 09/02 '99 08:30 NO.276 02/02 MEMORANDUM TO~ FROM: Mr. Bryut lJiusing, E:ltcDsioll Educator, 4 . H Kathleru :rorsyt~ Florida LearD & Serve, Program C.)QrdiDator ~o Cost E1.'lensiOD September ~19?9 RE: DAn:~ TlUs is a follow-up to your "!rittc:n request and our phone ~nv~(ion of. August 3 I, 1999. Your ~uesl for a No Cost Extension. until DecemberJ 1, 1999,forMoriroe County EXten>ion Services,. Youth Serlice Learning Council's 1998-99 Florida Learn & Serve grant has been approved. All funds wi)) need.lobe encumbered by December 31.1999. All ather terms and conditions of the conttaCt renUlin the same. ' Your Progms: Reports and Finan.;inJ Status ltepOlts for the rtmainder of the grant periodwiU i1eed 10 be ,suornittedlo the Florida Commission on Comm1mity Service on. the fOllowing schedule: . 4111 Period Septttnbcr 15,1999 Final Pe.t1od Febr1wy 15.2000 It is unfortunate that you have experienced sucl1 difficulty getting your youth Service Learning CounciIo1fthe grourd. Ithin1c that the training Joe FoU.r,nan . }ViUprovidc in September on Youth ColIOC11s will be vay beneficial fOr ~, youth and adult volunteers. If yw have any questions or if I ~iO be of any assistance, do not hesitate to contact me at (850) 488-3883. BOARD OF COUNTY COMMISSIONERS , AGENDAIT~M;;~lJ.M'MABJ Meeting Date: 1/13/99 Division: Community Services Bulk Item: Yes-X No_ Department: Extension Services AGENDA ITEM WORDING: Approval to accept a grant award from the Florida Learn & Serve, K-12 Program to provide funding for the establishment of a 4-H Florida Keys Youth CounciL ITEM BACKGROUND: The grant application for $10,000 will provide funds to establish a self supporting Youth Council. This council along with the 4H program and other community groups, agencies and businesses will provide youth in Monroe County with mini-grant support for service learning projects targeting 4 main areas: education, public safety, human needs and environment. PREVIOUS RELEVANT BOCC ACTION: Grant application approved by BOCC on Sept 10,1998. STAFF RECOMMENDATION: Approval TOTAL COST: $ 10,000 BUDGETED: Yes_ NoL COST TO COUNTY: $1180 (Staff time)& $ 3740 (volunteer time and community group inkind) REVENUE PRODUCING: YES NO X AMT. PER MONTH _YEAR APPROVED BY: County Attorney L OMB/Purchasing <)c Risk Mgmt L DIVISION DIRECTOR APPROVAL: ratt (Signature) DOCUMENTATION: Included X To Follow Not Required _ ! DISPOSITION Agenda Item '#: " ,.----'-.-.-,.,.-. ~ -'-~--"'-""---~;-'"'''' ~ MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract # Effective Date:01/1/99 Expiration Date: 08/31/99 Contract With: Florida Learn and Serve FI. Commission on Community Service Contract Purpose/Description: ' r Project funds will provide training and educational programs, small equipment, supplies, travel, curriculum, supplementary resources, and recognition awards for the establishment of a Florida Keys Youth Council that will oversee service learning projects conducted by members of the Youth Council (youth of middle and highschool age) any youth service & development organization through the 4H program by utilizing community groups, agencies, and businesses for support in training and project development Contract Manager: Bryant L. Diersing 292-4501 Extension Service For BOCC meeting on :1/13/99 Agenda Deadline: 12/29/98 t. CONTRACT COSTS Total Dollar Value of Contract: $14,920 Current Year Portion: $14,920 (Includes $3740 community in-kind services Budgeted? No Account Codes: Grant: $10,000 County Match: $1180 in-kind (for admin. and training - staff time only) ADDITIONAL COSTS Estimated Ongoing Cost: $ 0 /yr For: (not included in dollar value above) (eg: maintenance, utilities. janitorial. salaries,etc) GRANT REVIEW Date In Division Director /lJ z..1I5~ ~viewer Date Out ~/1..c;./~ Risk Mgmt O~~~g Ll5l.57 ~~~ itS/9CJ ~L @( rz= / rZJdJ-/ze, O~~ ~/~~9 7 !J ~-/ fl a/-?~& County Attorney Comments: OMB fORM Revised 1/23196 , \ \ I ,. ,.' , . F',orida ::~; < . Cf)mm'ssion BCommunity Service Abuv Walt,,,, Dr George IV rill 'I / I' '" UL Ih.lll lif.~ tf. fm"'t!JUJ(I f'U~ r I' . MJry Wy.ttt AlI:1l Sf 111.- /. Alpx 1\01.';010 (flli"h!..': Mark I. R.i "I Barney T. BI~hnl', ;, I (itJ,,; S," F'all' Brl J \11 Don 0)( . (., W<<st fo!m,l. f/l Joyce Dh(; l./U OrmQlk1 I!" ClI P3t (he ,.:,.,; Joe foHn.n lo'lc"l.,"" J(: ~eph C .::; erw~ 1 ~ Ft , lluC"tl1 1,1' TEd 'if-IClry [tn\,;- 'w Karen "t Jec .", ;::- II Dan 10:",,; '.fl....LI Carlo~ I""", Ft IUu(fl; J I: Maria (nsl ill.J 0"'1 ",." Wendy E, I'.Fk!1 " ole Edw~rd leWl'. ~dll,.' ;, Allaffl(mlc ~J / " J.m Shiml/l"'I ., III leVe';1I '.d", n,/, ~ ' R"hl'rta ( ;'PI," "., It (.(:;(., I { I 'I'd SiI'"1"""" II hrcu".'! U" I' 444 Appleyard ()nve TaHOJhassee. florfda 3 Z J )4 Phone 850-921-S 112 Fax 850-921-~U6 SIHlCom 291-S 112 , 'l - - __. - "_"0' ~ ".__.~_._.-..._. '._m. December 13. 1998 Hryant L Diersing Monroe County Extension Services 4H Program 939 I Overseas Highway Tavernier, Florida 33070 '".,.,; Dear Mr. Diersing: I am pleased to advise you that your application for funding (If a r-!<)rida Learn & Serve Community Based project has been appmvcd as follows: Total Project Amount: $10,000 Project Period: September 1, 1998 - August 31, 1999 The following timelines and requirements have been established: Goal! and Objectives AU recipients of Learn & Serve Community Based funds must agree to provide services and/or products as outlined in the proposal submitted for funding. An amendment request must be submitted and approved in writing for changes to the original approved project application for any of the following: I. Program Amendmenb a. change in overall scope, goals or objectives b. substantial changes in the level of participant supervision c. add a position or professional or technical services nol described In the project application 2, Budget Amendments a, increase in the tOlal amount of the project b revisions necessary to implement any of the above program amendment.s c. shifts of greater than 10% of the total award Projec1 Expenditures All expenditures must be adhered 10 as outlined in the attached budget Your award is a cos~ reimbursement contract, with reimbursements made quarterly upon your submission of the attached Financial Status Report (FSR) and Progress Report. These reports are due to the Florida Commission on Community Service on the following dates: December 15th, March 15th, June 15th. and September 15th ,-Ir , 'I ':' . ~~~g.1~~~~~ !(:ommunnty Servi(~e Abhy W?II"I" U, George W. Y':l!ll(j V'll ',.,,,. Dr Do" H. ,.i, Immed;olr F'u', . .,,, Mary W'Idrt ,\1 :" s.. I'~,. '-,I,; Alex AniI" "J :di{.J..J~ ;.'(' Mark L. fl. illy J",.-,rl Barney r. Bi~ho". ., ({IU';/.t.!. ~"~ Frallk 8r":J /JI 'oUr-", ~ ..'~ Don Chl',ll" WeJt Polm ole .. ".1 Joyce Ohon lU Of1r.cmd .'l"'li; Pat Ii II! ,"'.il.,-;; Joe Fall; 1.111 .;(I(lul;. S'I.~ Joseph C. Ger"'!"~ Fl- ~"I1Cn(..",! Ted Herdry Prns':ClIII Karen ,.,. Jelli"n :':;.(1 Dan Kj'l:J La'<.'("lCI (arlo~ L1or.,.:~ Ft .CIII:p.1.,.(, MoIria Cristi.l.! 01 i" ~ (.Il}t' Wendy E. P~,l ~I ;:'/r Edw.ard Lewis Schr.ll< Afta"'l'r.te 5l':t1~. "ill Shj'llt"'rll I ',') I 1.'1 I eVe,II" Tt,iJi, 'J, - r , P,(lhl".ld I /'1'P.I'" Jmb",' I I rt'd SallIJuili\"l fJ hr{u~Il'(' 1);,.-.':, 444 Appleyard Ill' 'Ie Tall.,h4H~t!. Florida 3Z304 Phone 850-921-51 n fax 850-921-!; 14f Sun Com 291-5172 J ' ~~"'.' Monroe County Extension Services Page Two ~.. u' The Florida Commission on Community Service should be notIfied in writing of any nudget amendment not requiring prior approval Al\ project funds must be encumbered by August 3 I, 1999. All final reports are due by October 15, 1999, All funding is contingent upon availability of funds from the Corporation for National Service. Best wishes to you in the coming year [or a successful Florida Learn & Serve Program. If you have any questions regarding this contract and/or reimbursements, please contact Amieko Watson at (850) 921-5172. If you have any questions regarding programmatic issues. please contact Joe Follman at {35:;, 644-0260. Attachments cc: Joe Follman Venita Montgomery Arie Sailor Amieko Watson Contract File , ~ ." Line-Item Budget - Clarified Monroe County Extension Services 4-H Program Category Fees Amount $ 9,500 Matchl Total In-Kind $ 4,920 ,$ 14,420 , --- Implementation, Expansion, Operation, & Replication of Service Learning Programs: $ 500 2,000 4,500 $ 2.500 9500 --- _..-.'- Planning and Capacity Building: Travel $ 500 Pers.:mnel Trcwsportatian Supplies Equipment $ 500 $ $ 500 -- Administration --------- TOTAL ~ $ _h 1(},9.~O 4920 o 14920 Note: The Budget Recommendation sheet (which was sent at an earlier date) has been attached for reference purposes. The reductions/additions noted, If any, were used in calculating the above budget amounts. Project Summary Service learning is a successful educational strategy for community and youth organizations. Recently, a group of youth and adult leaders that reside in the Florida Keys have been employing this strategy . Service learning projects offer "hands on" educational experiences and opportunities to instill values like active community participation, volunteerism, and civic responsibility in students as well as enhancing academic pursuits, This proposal is for start-up money to establish a self-supporting Youth Council in 3 years, Establishing a Florida Keys Youth Council would formalize these prksent efforts and create a vehicle to further empower youth participating in community service. This goal can be optimized through creating partnerships in the community for resources, programming & activities, And in turn, serving the community by offering support either directly to these organizations, or through participation in projects that are related to their mission and function. The program objectives are goals for learning that we have applied to students working in groups or'individually. Through the 4H program, there is an organized approach utilizing a variety of community groups and agencies and private businesses for support in programming, training, and project development. The Florida Keys Youth Council (FKYC) targets four areas of service: education, public safety, human needs, and the environment. The council will develop and participate in their own service learning project while making funding decisions for youth groups submitting proposals for mini-grants. Funding will provide the opportunity to disseminate funds to other youth engaged in service learning as well as valuable leadership experience and would meet our goal of establishing an ongoing service project. Membership to the Florida Keys Youth Council (10-20 youth of middle and high school age) would require a nomination from an adult leader, a background of community service, and membership in an existing youth group. The 4-H Youth Agent will serve as an advisor for the council , promote youth recruitment for the project, present materials, information and activities for leadership development of council members and consult with youth groups receiving funding for their projects. The 4-H program has educational information on record keeping skills, communication skills and community service related materials that can be used by the council members and youth groups doing the service projects. At least two 4-H assistant leaders, and the county 4H ~'tiv:'sory Board will work directly with the council. The targeted audience for the mini grant program is the segment of the approximately 9500 youth between the ages of 5-18 who are enrolled in a youth development organization, center or club in Monroe County, Florida and their adult leaders/advisors. Service learning will take place within the council: 1) as they perform their own service learning projects 2, ) When they market the program, review requests, determine fundability of other's prbjects, and make site visits 3. ) as they evaluate their progress and reflect upon the entire process. The project will culminate with an event organized by the council recognizing,the efforts and accomplishments of the mini-grant recipient groups. The council can make 'use of a variety of tools to evaluate their work and provide ongoing accountability, - Administrative costs for the operation of the FKYC can be kept to a minimum through volunteer involvement and in-kind services provided by the 4-H program. Funding will be used for travel expenses, training and educational programs, small equipment and supplies, recognition and awards, curriculum and supplementary resources. Development of funding priorities and grant giving guidelines will be developed further by the FKYC in accordance to Florida Learn & Serve guidelines and requirements.