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HomeMy WebLinkAbout2017-206 Health - Chapel Hill Carrboro City Schools to provide summer K-Readiness program ORANGE COUNTY HEALTH DEPARTMENT FAMILY SUCCESS ALLIANCE OUTSIDE AGENCY PERFORMANCE AGREEMENT FY 2016-17 THIS AGREEMENT, made and entered into the first day of May 2017, ("Effective Date") by and between the County of Orange, a political subdivision of the State of North Carolina, 200 South Cameron Street, Hillsborough, North Carolina, 27278, on behalf of the Orange County Health Department ("County") and Chapel Hill Carrboro City Schools, located at 750 S. Merritt Mill Road, Chapel Hill,North Carolina 27516("Provider"). WITNESSETH: WHEREAS, it is in the interests of the County that said program be assisted by the County and thereby enhance its availability to residents of the County, and said program addresses an important community human services need,as identified by the Board of Commissioners; NOW, THEREFORE, in consideration of the above and the mutual covenants and conditions hereafter set forth,the County and Chapel Hill Carrboro City Schools agree as follows: 1. Term of the Agreement. The term of this Agreement shall be a program year beginning May 22, 2017 to October 1,2017. 2. Scope of Services. a. Provider will provide services, as outlined in the attached Outside Agency Funding Application Scope of Services and any amendments or revision thereto which is attached as Exhibit"A" and incorporated by reference, to the residents of Orange County. The Scope of Services may be different from the original application based on County appropriation; however, any revisions or amendments to this Agreement must be approved in writing by the County and attached to this Agreement. b. The Provider shall be solely responsible for the means, methods, techniques, sequence, safety program and procedures necessary to properly and fully complete the work set forth in the Scope of Services. 3. Funding. a. The County agrees to appropriate for the provision of services described in Exhibit A, Scope of Services and more particularly described in the Program Budget, the maximum sum of Sixty thousand four hundred four dollars($60,404). b. All funds appropriated shall be used for purposes described in Exhibit A. Any funds not used for the purposes stated shall be returned to the County. Any changes in the use of funds must be authorized in writing by the County prior to any expenditure of the funds by the Provider. If the funds are expended not in accordance with the Scope of Services,at the discretion of the County the Provider may be required to repay the funds to the County. c. The Provider shall be paid in two installments each in the amount of $30,202. The first payment is contingent upon receipt of the fully executed agency's performance agreement. Revised 512016 Page I o,f 6 d. The County's obligation to make the final payment is contingent upon receipt of a Progress Report, which show satisfactory progress toward completion of performance measures and an accounting of expenditures as detailed in the attached Scope of Services. e. Once Provider has satisfied its obligations as provided in (d) final payment will be made within 21 days after receipt of the Progress Report and Request for Reimbursement or 21 days after due date of Progress Report whichever is later. £ The County is not obligated to provide any other support to Provider in this or in succeeding fiscal years. 4. Agency Reporting. a. Provider will provide Orange County a Progress Report by August 15, 2017 that includes a summary of satisfactory progress toward completion of performance measures. Provider will also provide a Final Report by October 1, 2017 that includes a fiscal report and final evaluation and performance measures as outlined in Exhibit A. b. Provider agrees to allow the County to inspect its financial books and records, which document costs of those services, upon reasonable notice during normal working hours. 5. Termination. a. In the event of any of the circumstances set forth below (hereinafter referred to as "default"), the County may immediately terminate this Agreement, in whole or in part, and from time to time. Notice of termination must be in writing, state the reason or reasons for the termination, and specify the effective date of the termination: i. In the event that Provider shall cease to exist as an organization or shall enter bankruptcy proceedings, be declared insolvent, or liquidate all or substantially all of its assets, or significantly reduce its services or accessibility to Orange County residents during the term of this Agreement; or ii. In the event that Provider shall fail to render a satisfactory accounting as provided section 4 above, the County may terminate this Agreement and Provider shall return all payments already made to it by the County for services which have not been provided or for which no satisfactory accounting has been rendered;or iii. In the event of any fraudulent representation by the Provider in an invoice or other verification required to obtain payment under this Agreement or other dishonesty on a material matter relating to the performance of services under this Agreement. iv. Nonperformance, incomplete service or performance,or failure to satisfactorily perform any part of the work identified in the Scope of Services or to comply with any provision of this Agreement,as determined by the County in its sole discretion. v. Failure to adhere to the terms of applicable county, state or federal laws, regulations,or stated public policy. b. In the event of default by the Provider,the county may elect to terminate this Agreement, in whole or in part and/or require the Provider to repay the funds within ten(10)business days Page 2 of 6 Revised 512016 from written notice of default. The County may (but shall not be required to) grant the Provider an opportunity to cure the default without termination of this Agreement. This clause shall not be interpreted to limit the County's remedies in law or in equity. c. Notwithstanding the foregoing, either party may terminate the agreement at any time without penalty; provided that written notice of such termination is furnished to the other party at least 30 days prior to termination. In the event of such termination, any payment due shall be prorated to the date of termination and any unused funds shall be returned to the County within 10 days of termination. d. Any termination of this Agreement for default under this section that is later deemed to be unjustified shall be deemed a termination for convenience. 6. Insurance. a. General Requirements. The Provider shall purchase and maintain,during the period of performance of this Agreement,insurance: i. Worker's Compensation. For protection from claims under workers'or workmen's compensation acts; ii. Comprehensive General Liability Insurance covering claims arising out of or relating to bodily injury,including bodily injury, sickness, disease or death of any of the Consultant's employees or any other person and to real and personal property including loss of use resulting thereof, iii. Comprehensive Automobile Liability Insurance, including hired and non-owned vehicles, if any,covering personal injury or death,and property damage; and b. Limits of Coverage: Minimum limits of insurance coverage shall be as follows: INSURANCE DESCRIPTION MINIMUM REQUIRED COVERAGE • Worker's Compensation Limits for Coverage A-Statutory State NC&Coverage B -Employers Liability $500,000 each accident, disease policy limit and disease each employee • Commercial General $1,000,000 Each Occurrence Liability $2,000,000 Aggregate • Automobile Liability $500,000 Combined Single Limit c. All insurance policies(with the exception of Worker's Compensation and Professional Liability)required under this Agreement shall name the County as an additional insured party and as a certificate holder. Evidence of such insurance and all correspondence shall be sent to: Orange County Risk Manager Post Office Box 8181 Hillsborough,NC 27278 d. Nothing in this section is intended to affect or abrogate the County's sovereign immunity defenses. Page 3 of 6 Revised 512016 7. Relationship of the Parties. Provider is an independent contractor of the County. Provider represents that they have or will secure, at his own expense, all personnel required in performing the services under this Agreement. Such personnel shall not be employees or have any contractual relationship with the County. All personnel engaged in work under this Agreement shall be fully qualified and shall be authorized and permitted under federal, state and local law to perform such services. 8. Compliance with all Laws. The Provider, at its sole expense, shall comply with all laws, ordinances, orders and regulations of the federal, state or local governments, as well as their respective departments, commissions, boards, and officers, which are in effect at the time of execution of this Agreement or are adopted at any time following execution of this agreement. 9. Subcontract. The County and Provider deem the services provided under this Agreement to be personal in nature and Provider may not subcontract any rights or duties under this Agreement to any other party without prior written consent from the County. 10. Assignment. The Provider shall not assign this Agreement, including the rights to payment, to any other party without the prior written consent of the County. 11. Indemnification. Each party shall hold the other harmless from all loss, liability, claims or expense arising from bodily injury, including death or property damage, to any person or persons caused in whole or in part by its own employees functioning under this Memorandum of Agreement and shall bear responsibility for liability, claims or expenses arising from the acts or omissions of the party's own personnel to the extent provided by North Carolina law. Nothing in this section is intended to affect or abrogate the either Party's sovereign immunity defenses. 12. Non-Appropriation. This Agreement is subject to the availability of funds to purchase the specified services and may be terminated at any time if such funds become unavailable. 13. Non-Discrimination. Provider agrees as part of consideration of the granting of funds by Orange County the parties hereto for themselves,their agents,officials, employees and servants agree not to discriminate in any manner of these basis of race, color, gender, national origin, age, handicap, religion, sexual orientation, familial status or veterans status with reference to any activities carried out by the grantee,no matter how remote. The parties hereto further agree in all respects to conform to the provision and intent of Orange County Civil Rights Ordinance, as amended. This provision is enforced by action for specific performance, injunctive relief, or other remedy as by law provided; this provision shall be binding on the grantees, the successors and assigns of the parties hereto with reference to the above subject manner. 14. Living Wage. Orange County is committed to providing its employees with a living wage and encourages agencies if funds to pursue the same goal. The County's living wage is $13.25 per hour. To the extent possible, Orange County recommends that Orange County Schools provide a living wage to its employees. 15. Notice. The Parties hereto agree and understand that written notice, mailed or delivered, to the last known address shall constitute sufficient notice to the County and the Provider. All notices required and/or made pursuant to this Agreement to be given to the County and the Provides shall be in writing and mailed to the party addressed as follows: County: Orange County Health Department Provider: Chapel Hill Carrboro City ATTN: Kimberlee Quatrone Schools Post Office Box 8181 750 s. Merritt Mill Road Page 4 of 6 Revised 512016 Hillsborough,NC 27278 Chapel Hill,NC 27516 16. Entire Agreement. This Agreement, including any referenced attachments, constitutes the entire Agreement between the parties and shall supersede, replace or nullify any and all prior Agreements of understandings; written or oral, relating to the matters set forth herein, and any such prior Agreements or understandings shall have no force or affect whatsoever on this Agreement. The County and Provider have read this Agreement and agree to be bound by all of its terms, and further agree that this Agreement constitutes the complete and exclusive statement of the Agreement between the County and Provider. 17. Severability. All clauses found herein shall act independently of each other. If a clause is found to be illegal or unenforceable,it shall have no effect on the other provisions of this Agreement. It is understood by the parties hereto that if any part, term or provision of this Agreement is by the Courts held to be illegal or in conflict with any laws of the State of North Carolina or the United States, the validity of the remaining portions or provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the Agreement did not contain the particular part,term or provision held to be invalid. 18. Governing Law. The laws of the State of North Carolina shall govern all aspects of this Agreement. In the event that it is necessary for either party to initiate legal action regarding this Agreement, venue shall lie in Orange County, North Carolina. The parties hereby waive their right to trial by jury in any action,proceeding or claim, arising out of this Agreement,which may be brought by either of the parties. By executing this Agreement Provider affirms that Provider and any subcontractors of Provider are and shall remain in compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. By executing this Agreement Provider certifies that Provider has not been identified, and has not utilized the services of any agent or subcontractor, on the list created by the State Treasurer pursuant to G.S. 147-86.58. 19. Signatures. This Agreement together with any amendments or modifications may be executed electronically. All electronic signatures affixed hereto evidence the intent of the Parties to comply with Article 11A and Article 40 of North Carolina General Statute Chapter 66. IN WITNESS WHEREOF,Orange County and the Provider have signed this Agreement,effective on the last date this Agreement is signed by both parties as indicated by the dates set forth under signatures below. For and on behalf of the Provider Dr. Pamela Baldwin Date � ntj&- LX I Jwyi Printed Name For and on behalf of Orange County Government onnie amm rsley,County Man ate Page 5 of 6 Revised 512016 Exhibit A Scope of Services for Chapel Hill Carrboro City Schools "Ready for K" Summer 2017 program and additional out of school time (OST) programs for the Family Success Alliance (FSA) Purpose: Program support resources for Chapel Hill Carrboro City schools to provide out of school time summer academic programs for Family Success Alliance (FSA) students attending Northside, Carrboro and Frank Porter Graham elementary schools, all zone 6 schools. Budget: $60,404 • $45,540: Summer K-Readiness program for 60 FSA rising kindergarten students at a cost of$759 per student, 20 students from each of the three schools. Funds will be used to pay teacher salaries and payroll,transportation, curriculum materials and supplies. • Up to$14,864 to provide academic programming comparable to Read to Achieve (RTA)for an estimated 16 FSA rising 1St and 2nd graders who do not qualify for RTA at a cost of$759 per student. Remaining funds will be used to pay for additional enrichment programming in order to provide a full day of camp for these students through CHCCS community schools summer camp program at a cost of $170 per student. Program Services: Program Name Components Outcomes Ready for K With assistance from FSA staf, recruit and Provide academic assessments enroll 60 incoming kindergarteners into a based on at least three domains of summer kindergartern readiness program to the KEA (object counting, letter be held at one central location at Carrboro naming and emotional literacy) at Elementary school (CES). the beginning and end of the program to evaluate the impact of Provide a four week program for students the program and collect parent (16 program days) to prepare students to and teacher surveys. Report data enter school at grade level using an no later than September 2017. evidence-based curriculum and an 8:1 student teacher ratio. Provide a program orientation for parents, and an end of program celebration. Provide parent engagement tools and resources. Alternate RTA Provide academic programming comparable Implement assessments to Read to Achieve (RTA)for FSA students comparable to the RTA program who do not qualify for RTA. Program will be and provide reporting at the end located at Northside Elementary and include of the program, no later than rising 1St and 2nd graders enrolled in FSA. September 2017. 1 Run of show: Roles and Responsibilities Ready Camp: 60 Ris in Kinrs Task Planning Assigned to Deadline Follow Up/Notes Area Confirm camp date& Program Dr.Harrison 10/24/16 locations. planning J. LaSerna Proposed dates: 7/10/16-Aug 4/16 at Carrboro Elementary Decision: Is CHCCS willing to Program Dr. Harrison 10/24/16 CHCCS interested in a full expand camp to a full day planning J. LaSerna day program and want to with a partnership with either establish clear criteria Chapel Hill or Carrboro Park for how roles and and Rec? responsibilities are shared. If yes to decision above, Program M. 11/7/16 Spoke with Carrboro request and confirm planning McMonigle Parks &Rec and partnership with Park and Carrboro Arts Center. Rec CAC is prepared to move forward and onboard with budget. The team chose CAC. Meet with CAC and CHCCS to Program J.Woody 12/21/16 Reminders: coordinate key logistics planning Dr.Ryan -Criminal Background M. checks through volunteer McMonigle office CAC Staff -Custodial services Write draft contract between Contract M. 12/5/16 CHCCS and FSA for program McMonigle funding Dr.Williams Dr. Harrison Revise and improve Recruitmen Dr. Harrison 12/5/16 recruitment plan including t C. Mau tiered enrollment criteria, K. Moore coordination with K registration and pre-k program,recruitment start date and FSA outreach plan Identify site coordinator and Staffing Dr.Harrison 1/17 teachers and write contracts J. LaSerna 2 J.Woody K.Moore Dr.Ryan Determine specific program Program Dr. Harrison 1/17 Previewing K skills. goals (social/emotional and planning J. LaSerna Align content to KEA. academic) and identify Dr. Darlene Determine relevant anticipated student outcomes K. Moore baseline data. Start student recruitment Recruitmen M. 2/17 -Prioritize students with no t McMonigle PreK and fill open slots with CHCCS PreK students Coordinate recruitment with Bus and Dr.Williams 5/17 transportation and nutrition meals Complete student recruitment Recruitmen M. 6/17 t McMonigle Hold professional Curriculum Site 6/17 development Coordinator July Start of Program Start of program&attendance FSA July 2016 Navigators available to navigators provide program support as needed such as riding the bus the first day, calling about absent students, etc.. Parent Engagement Site July 2016 This will include: Coordinator --Orientation before start of program --end of program celebration. Evaluation Site August Provide pre and post Coordinator 2016 test academic data and in KHA data. FSA can conjunction provide technical with UNC assistance as needed. 3 I 1 1,V Ready for K Site Coordinator Job Description Student Recruitment and Enrollment: • Recruit program participants with assistance from FSA navigators. • Use kindergarten registration to determine which students should receive program applications. • Keep program applications in your school's front office. • Ask front office staff to share applications with family of rising kindergarteners. • Make applications available to the ESL Resource Center. • Distribute applications at school events. • Seek referrals from PTA and teachers. • Inform community listservs about the program. • Flyer local churches, neighborhood centers, apartment complexes, and school. • Accept 60 students into the program. Priority for enrollment is given to students with little to no schooling. Acceptance decisions should be made no later than two weeks prior to the parent orientation. o Place on the waitlist students who are not accepted. • Create an enrollment spreadsheet of accepted students. • Send out Welcome Packets to parents of accepted students. • Send out waitlist letters to parents of waitlist students. Program Logistics: • Assign students to a program teacher. o Provide teachers with a copy of the class lists, a list of car and bus riders and a completed enrollment spreadsheet. • Meals—Submit a Summer Food Program Site application to request breakfast and lunch from Child Nutrition. • Once meals are secured, contact child nutrition for a summer calendar of meals. • Make a Lunch Calendar to pass out at the Parent Orientation. • Bus Transportation—Contact transportation to request morning and afternoon transportation during the program two months prior to start of program. o Once the route is finalized, copy and paste the Bus Stop Template and make one for each child to pass out at the Parent Orientation. Curriculum and Evaluation • Schedule meeting with FSA staff contact to review the program evaluation plan and prepare for its execution. 4 • Plan and share curriculum calendar with teachers FSA contact. Make copies available for the parents at Parent Orientation. • Organize classroom supplies and make any necessary purchases. • Invite guests/groups to work with the students as appropriate. • Plan and prepare for Parent Orientation. o Before the scheduled Parent Orientation ensure all applications are placed in a binder in alphabetical order. • Check each application to ensure all pertinent information has been collected. If not, use Orientation Checklist to highlight missing information that will need to be collected at Parent Orientation. Provide staff helping at Orientation with copies. • One week prior to Orientation call all registered families and remind them of the orientation. Some parents will notify you that their child will not participate in the program. At this time,fill their spot with a child from the waitlist. • Teachers and TAs are expected to attend the Parent Orientation. • Recruit volunteers or school staff to support parent check-in. • Conduct a teacher/TA orientation/PD before the Parent Orientation. • Review daily schedule. • Prepare a take-home folder for each child. Label one side of the folder"Return to School' and the other side "Keep at Home." Discuss this folder during the Parent Orientation. • Determine student arrival and departure procedures. • Determine if the teachers want to assign homework. ■ Nightly Reading: Send home a little book each night and have the parents sign a reading log. Parent Orientation (usually held within a week of the start of the program): • Prepare and bring to meeting: • Agenda • Copies of Lunch Calendar • Copies of Second Step Calendar • Binder with applications in alphabetical order with missing information highlighted o Checklist of Information • Sign-in form (make sure the phone number they sign in with is the same as you have on your enrollment spreadsheet) • List of parent reminders • Bus Stop Slips to pass out for each child o Distribute class lists • After the orientation, call all families that did not attend to verify child will be participating and to remind them that they will need to bring their child to school on the first day of the program. • Update enrollment spreadsheet with any information that was missing prior to the orientation. First Day of the Program: 5 • Prior to program start verify that breakfast and lunch will be provided on the first day. • Call Child Nutrition if meals are missing. • Children ride the bus to school on the first day. Appoint two teachers to greet students and direct families to the cafeteria for breakfast. Allow the families to stay for breakfast, but encourage them to leave after. o During this time you will be in the office waiting for the families that did not attend the Parent Orientation. They will need to complete or turn in their paperwork before the child can start the program. Have all necessary forms available for children that came off of the waitlist (behavior contracts and bus stop information). • Prior to lunch arrive at the cafeteria 5-10 minutes to check that food has arrived. • End of Program Day • Prior to the children boarding the bus, check each child's backpack to verify their name tag includes their first name and phone number. Make the bus driver and monitor aware that these are on the backpacks. • Introduce each child to the bus driver. Verify route and name of child. (Make sure you have your binder so that you can check addresses if needed). • Give the bus driver your phone number and ask him/her to text or call when all children have been dropped off. *Be prepared for parents to call on that first day as they work out the bus route. During the Program: • Execute your student arrival and departure plan. • Circulate through the rooms frequently and handle any behavior issues that arise, either with a note home or a phone call at the time it occurs. • Prepare any papers that need to go home and stuff folders before lunchtime. • Make sure to set up times that parents can come in to register to volunteer. Send home the Parent Volunteer Registration form. • Plan parent workshops. • Conduct pre-and post-program evaluations with all children (one-on-one). Give FSA contact all completed evaluation results. • Distribute parent satisfaction survey and teacher program evaluation towards the end of the program. Give FSA contact all completed evaluations. Closing Celebration: 6 • Throughout the program encourage teachers to practice songs and dances with their children in preparation for a closing celebration on the last day of the program. • Encourage teachers to take lots of pictures throughout the program or leave their camera out so that you can take pictures whenever you are in the classroom. The teacher can then prepare a photo slideshow to present to the parents during the last day celebration. • Prepare a Certificate for each student. • Prepare a packet of activities for the children to work on before the start of school. • Send families a Celebration Invitation and RSVP. • Secure refreshments, interpretation, and child care if necessary. • Parents are allowed to take their child home after the celebration. Be sure to send home all of their belongings, including spare clothing. Program Conclusion: • Help teachers clean and pack up the classrooms for summer cleaning. • Place all documents in binder and use as a reference during program de-brief. • Hold a program de-brief with teachers where you share what worked, what didn't and what you would like to change for the following year to improve the program. Invite FSA contact to attend. Document key points and share with FSA contact. 7