1998-185AN ORDINANCE AUTHORIZING THE CITY MANAGER TO MAKE APPLICATION TO
THE CHILDREN'S TRUST FUND OF TEXAS TO OBTAIN A GRANT FOR A FAMILY
RESOURCE CENTER, AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND
EXECUTE A CONTRACT WITH THE CHILDREN'S TRUST FUND OF TEXAS FOR A
FAMILY RESOURCE CENTER, AND PROVIDING AN EFFECTIVE DATE
WHEREAS, by passage of ResoluUon No R97-008 on February 18, 1997 and Ordinance
No 97-133 on May 6, 1997, the City Manager was authorized to enter into a Contract with the
Children's Trust Fund of Texas, hereto referred to as "CTF", to establish a Family Resource
Center, and
WHEREAS, as a part of that process, the C~ty Council authorized the City Manager to
submit an appheatlon to the CTF, seak~ng fimdmg for the Family Resource Center, and also
authorized the City Manager to enter into a Contract w~th the Denton Family Resource Center,
Inc as a subcontractor under the Contract with CTF to prowde a Family Resource Center, and
WHEREAS, the C~ty Council desires to renew the Contract and to make a new grant ap-
phcatlon to the CTF to continue funding for the Family Resource Center, NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS
SECTION I. That the City Manager ~s hereby authorized to make a grant appheaUon to
the CTF to seek fundang to continue the establishment of a Family Resource Center, to execute
the grant application, to make all certifications, and to execute any and all contracts and docu-
ments and forms neeassary to obtmn financing for the Family Resource Center from CTF The
City Attorney is further anthonzed to make such certifications as necessary
~ That the City Manager is hereby authorized to negotiate, on terms and
condmons he may deem advisable, a Contract with CTF Once the Contract has been negotiated
by the C~ty Manager and approved as to form by the City Attorney, the C~ty Manager is author-
lzed to execute a Contract with CTF substantially the same as last year's Contract If there are
substantial changes in the Contract, the City Manager shall obtain the appropriate approval of the
City Cotmell authorizing the C~ty Manager to enter into smd Contract before executing same
~]~CTION III. That the City Council has found and determined that the meeting at which
tins ordinance is considered is open to the pubhe and notice thereof was given m accordance
with the Texas Open Meetings Act, Tex Gov't Code ch 551, as amended
SECTION IV That tins orchnanee shall become effective immediately upon its passage
and approval
PASSED AND APPROVED tlus the r/~Y ~day of ~ , 1998
JAC~
ATTEST
JENNIFER WALTERS, CITY SECRETARY
APPROVED AS TO LEGAL FORM
HERBERT L PROUTY, CITY ATTORNEY
Page 2
Form 1000
STATE OF TEXAS § August 1998
COUNTY OF TRAVIS §
Children's Trust Fund
GRANT CONTRACT FOR CHILD ABUSE PREVENTION SERVICES
Children's Trust Fund of Texas Courted
Contract No 355-04-7-0052
The Children's Trust Fund of Texas Council, heretnafter referred to as CTF, and City of Denton,
a Texas Municipal Corporation, hereinafter referred to as the Contractor hereinafter referred to as
the Contractor, do hereby make and enter into th~s agreement, which constitutes the ent~ra
agreement between CTF and the Contractor under the contract number referenced above
I
CTF ~s the State of Texas agency responsible for adm~n~stenng programs to prevent ch~id abuse
and neglect tn Texas Chapter 74, Human Resources Code, permits CTF, subject to certain
I~mflat~ens, to enter into such agreements for the purpose of prowd~ng child abuse and neglect
prevention services CTF and the Contractor make th~s agreement according to the following
mutual cons~dera~aons
II
The part~es mutually agree
A The scope and coverage of the services to be prowded by the Contractor under th~s agreement
the program description and budget for these servtces, as well as other necessary components,
are described and I~m~tad ~n the attached Plan of Operation, which ~s ~ncorporated ~n th~s
agreement ~n its entirety by spectfic reference The Plan of Operation will be maintained on file
with CTF as a part of th~s agreement Any change, modlflce0on, or amendment to, or renewal
of, the Plan of Operation ~s not effective unbl approved in writing by CTF The ong~nal Plan of
Operation together w~th any approved amendment maintained on file by CTF will be the
controlling ~nstrument in case of any d~spute relating to the wording of any portton of the Plan of
Operatton or amendment In the event that an amendment approved ~n wnt~ng by CTF conflicts
w~th the terms of the original Plan of Operation, the amendment will control A conflict between
amendments will be dec~ded in favor of the most recently approved amendment
B Th~s contract ~s a cost-reimbursement contract, based on the proposed and approved budget
which is attached and incorporated as a part of th~s agreement Total reimbursement under the
terms of this contract shall not exceed the amount shown on the proposed and approved
budget and may be negotiated for less Reimbursement request of expenditures charged by
the contractor will be made on CTF Expenditure Documentation Form Requests will be made
quarterly, and will be submitted to the Children's Trust Fund office by the 15th day following the
last day of the month of the quarter tn which the service was prowded if ~t is necessary for a
program agency to receive reimbursement monthly, a letter requesting a d~fferent schedule may
be sent to the attention the CTF D~rector of F~nance
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III
The Centractor agrees to and w~ll require any subcontractors to agree to
A Adhere to Federal and State law, rules, regulations, and gu~dehnes prowded ~n the CTF
Handbook and Gu/de to Procedures for Grants made available on an annual bas~s
B 1 Comply w~th T~tle VII of the CNII R~ghts Act of 1984 (Pubhc Law 88-352), Section 504 of the
Rehablhtat~on Act of 1973 (Public Law 93-112) the Americans with Disab~ltt~es Act of 1990
(Pubhc Law 101-336), and all amendments to each, and all requirements ~mposed by the
regulations ~ssued pursuant to these acts These pmwde, ~n part, that no persons ~n the
United States shall, on the grounds of race, color, national ongtn, sex, age, d~sab~hty,
poht~cal beliefs or religion be excluded from part~c~pabon ~n, or den~ed, any aid care,
serwce, or other benefits provided by federal and/or state funding, or otherwise be
subJected to d~scnm~natlon
2 Comply w~th the requ~raments of the Immigration Reform and Control Act of 1986 regarding
employment verification and retenbon of verification forms for any ~nd~wduals h~rad on or
after November 6, 1986, who w~ll perform any labor or serv~cas under any contract between
CTF and the Contractor
3 Comply w~th Health and Safety Code Section 85 113 (relating to workplace and
confidentiality guldehnes regarding AIDS and HIV)
C Cemply w~th appropnata state licensing or certification requirements and w~th standards
prescribed by the Secretary of the Un~tad States Department of Health and Human Services
D 1 Report any suspected case of abuse or neglect to the Texas Department of Protective and
, Regulatory Services (DPRS) or a local law enfomement agency office as requ~rad by Act of
April 20, 1995, 74th Leg, Reg Sess, ch 20, ~1, 1995 Tex Sess Law Serv 113, 260
(Vernon) (to be codified as Tex Fam Code Ann ~261 101 et seq)
2 Venfy and d~sclose, or cause its employees and volunteers to verity and d~sclose, cnm~nal
history and any current criminal indictment ~nvolwng an offense against the person, an
offense against the family, or an offense ~nvolwng public ~ndecency under the Texas Penal
Code as amended, or an offense under the Texas Controlled Substances Act, TEX
REV CiV STAT ANN art 4476-15 as amended Th~s verification and d~sclosure w~ll be
required of all who have d~rect contact w~th clients
3 Comply w~th Texas state law (Texas Bus~ness Corporation Act, Article 2 45) which requires
that no state agency may contract w~th a "for profit" corporation that ~s dehnquent ~n ~ts state
franchise tax payments By s~gmng th~s contract, the Contractor certifies that ~ts corporation
(~f apphcable) ~s current ~n ~ts state franchise payments
4 Under Section 231 006, Family Code, the contractor or apphcant certifies that the business
entity named ~n this contract is not ~nehg~ble to receive the specified grant and
acknowledges that th~s contract may be terminated and payment may be w~thheld ~f th~s
cart~ficatlon ~s ~naccurate
N Maintain and keep financial and supporting documents, stat~sbcal records, and other records
pertinent to the services for which a claim was submitted The records and documents w~ll be
kept for a m~n~mum of three (3) years after the termination of the contract If any I~t~gabon,
claim, or audit mvolv~ng these records begins before the three-year penod expires, the
Contractor w~ll keep the records and documents for not less than three (3) years and until all
I~tlgatJon, claims, or audit findings are resolved The case ~s considered resolved when a final
order is issued in I~t~gat~on, or a written agreement ~s entered Into between CTF and the
Contractor The Contractor w~ll keep records of nonexpendable property acquired under the
agreement for three (3) years after final d~spos~bon of the property Contract period means the
beginning date through the ending date specified ~n the original agreement, extensions are
considered to be separate contract penods The contract penod of an ong~nal agreement or
renewal shall not exceed one year in durabon A contract may be renewed only twice, unless
certain c~rcumstances as determined by the Council require an extension of the penod
O Account for program income related to projects financed ~n whole or ~n part w~th state funds or
~mplemented on behalf of the CTF program Program ~ncome means gross ~ncome earned by
the Contractor from contract-supported act~vlbes Program ~ncome earned dunng the contract
penod shall be retained by the Contractor, and ~n accordance w~th the agreement, shall be
Added to funds committed to the program by CTF and Contractor and be used to further
eligible program obJectives, or
' With pnor approval, used to finance the local match share of the program
Records must be maintained to ~ndicate deposit of funds back to the Children's Trust Fund of
Texas program If more than one source provides mon~es for acbwt~es generating program
~n~ome, amounts deposited must be pro-rated
P Notify CTF Immed~ately of any s~gn~ficant change affecting the Contractor and Contractor's
~d~nti~, such as ownership or control, name change govermng board membersh p vendor
~dentificat on number, and personne changes affecting the contracted services Changes must
be~provided in writing to CTF within 10 working days after the changes are effective
Q Re, rain from entering into any subcontract for serv~cas w~thout pnor approval in wnbng by CTF
of ~.he qualifications of the subcontractor to perform and meet the standards of th~s agreement
an{3 its attached Plan of Operation All subcontracts entered ~nto by the Contractor w~ll be
written~ and subject to the requirements of th~s agreement The Contractor agrees to be
responsible to CTF for the performance of any subcontractor
RthlBeI responsible for any audit excepaon or other payment irregulanty ~n the program covered by
S contract, and a subcontracts, which ~s found after momtonng or auditing by CTF or the
United States Department of Health and Human Services, and be responsible for the collection
an? proper reimbursement to CTF of any amount pa~d in excess of the proper b~ll~ng amount
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IV
The Children's Trust Fund of Texas Council agrees to
Pay the Contractor for all services that are rendered ~n accordance w~th the terms of th~s
agreement and ~ts attached Plan of Operatton, upon receipt of a CTF Expenditure
Documentatton Form after deducting any known previous overpayment made by CTF Total
payments dunng the term of th~s agreement w~ll not exceed those detailed ~n the attached Plan
of Operatton
V
The following ~nstruments are attached hereto and incorporated and made a part of this contract as
~f fully set out here~n
Plan of Operation, Budget Form PG-014, and T~mehne, Form PG-003
C~ty Counol Ordinance, as necessary or Corporate Board of D~rectors Resolubon, Form
PG-004 0f first year program)
For the faithful performance of the terms of th~s agreement, the part~es affix their s~gnatures and
b~nd themselves effective September 1, 1998 and continuing through the 31st day of August, 1999
The ~ndlwduals whose signatures appear below are fully authorized to b~nd the part~es they
represent
If agreement ts faxed CTF and Contractor agree that thts contract wi//be considered stgned when the
stgnatureofapartytsdelrveredbyfacslmlletransmtss~on Stgnaturestransmtttedbyfacstmtleshallhm,e
the same effect ct~ ortgmal stgnatures
CHILDREN'S TRUST FUND
OF TEXAS COUNCIL C±~'~ of Dent:on ,/~
, Contr'Jcto~ Name ~' /'~ ~
"Signature Date ,.[,ej~' ~gr~t~e'' [ E' 0 Da{e /
CTF Execubve D~rector C~ty Hanager
T~tle T~tle
6/01/98
Children's Trust Fund Form PG-014
of Texas
CHILDREN'S TRUST FUND OF TEXAS
Contract Budget
September 1, 1998-August 31, 1999
Agency Name City of Denton. Denton Family Resource Cenl;er Contract # 355-04-7-0052
LINE ITEM8 CTF AMOUNT LOCAL MATCH TOTAL PROGRAM
COST
$48,000 Cash $10,000 $61,263
Personnel -Salanes
Volunteer hrs $3,263
Health $ 4,800 $ 9,420
Personnel - Fringe Benefits
FICA $ 4,620
Travel/Training for Ausbn $500 $ 1,760
Staff/Volunteers
TA/Tralnmg $ 1,260
Consumable Office/Program $1,800 $ 1.800
Supplies
Other $1,500 $1,500
Telephone
$1,000 $1.000
Postage
$1,000 $1,000
PnntinglDuplicat~on
Food for Participants $ 780 $ 780
(as approved)
$65,260 $13,263 $78,523
GRAND TOTAL
Total Program Costs reflect the expenditures for activities in your plan of operation
· All amounts should be shown ~n whole dollars
· Th~s form ~must be typewntten and will be included ~n the contract
· A m~n~mu~ match of 10% of the CTF grant amount ~s requ~rad for the first year of funding, 20% for the
second year and 50% for the third year
Expenses mot reimbursable from CTF funds or used as match are
- Office space rental
- Real estate payment
- Utthty payment
- Equipment pumhase
- Vehicle rental or pumhase
- Office furniture rental or pumhase
- Indirect costs such as adm~mstrative overhead, fundra~smg expenses, insurance, jamtonal
services or other capital expenditures
! 2 J \98FORMS~PROGRAMS~G014_019 DOC
PLAN OF OPERATION OUTLINE
I Problem
The Vaslon Denton Learn Committee was formed to define how educatmn ~n Denton will work
for ~ts mtlzens in the next century After months of research, the commattee agreed on the
following statements
· education at all levels ~s critical to an ~nd~mdual's effectiveness as they move through the
hfe cycle,
· healthful family hfe encourages and supports education,
· a community's health and well-be~ng are a reflection of its citizen's health and well-
being,
· conscious, effectively antegrated support programs for families contribute to Clt~zens'
health and well-be~ng, and
· education improves as the health and well being of the citizenry amproves
These facts led to the development of the Family Resource Center Task Force whose mission ~s
to ensure that all families have access to mformat~on and asststance regarding the education,
health, and general well being of their children by developing and utilizing a Family Resoume
Center Thus, the idea for a Family Resource Center d~d not develop because of a specffic
problem It began as a proactive decision to shape our community We have taken an asset
oriented approach that mews families, organizations, and lnstttutmns, formal and ~nformal, as
resources that can contribute to the health of the community
II Target Population
The Family Resource Center Task Force wsual~zed a family hfe center that would serve as a hub
for educational, support, and information and referral servmes for ali parents and families an the
C~ty of Denton Through ttus approach families, schools, and family service agenmes can
become partners m a proacttve approach to family development
Denton is a c~ty of 66,270 residents located 37 miles north-northwest &Dallas and 35 miles
north-northeast of Fort Worth Denton is the county seat of Denton County, the fastest growmg
county ~n the state of Texas (1990 Census) The ethmc compos~tmn ~s 81% Anglo, 9% Black, 2%
Asian and Paeffic Islander, and 8% Hispanic The Hispanic populatmn as rapidly ancreasing
mlrrorang the populatmn trend throughout Texas The projected populatmn for Denton an the year
2000 ~s 79,385 The median family income ~s $35,444 and 10% of Denton families hve below
the poverty line According to 1990 Census 18% of the 13,786 families in Denton are single
parent households Of the female head of households wath children five and younger, 54 7% live
in poverty
The Denton Independent School D~stnct has approximately 12,500 students w~th a longitudinal
dropout rate of 1 4% However, 30% of students have been ~dent~fied at risk of dropping out In
addmon, DISD has assessed the school readtness of kandergarten and first grade students and
23% were not school ready
The task force estimates that 1300 parents and 2600 children will be served this year Parents and
families unll be recruited through schools and universities, social service organizations, civic
groups, mhglous organizations/restitutions, mass media outlets, business organizations
III Goals and Obleetives
The goal of the Denton Family Resource Center (DFRC) is to strengthen and support families
DFRC seeks to provide assistance to build family skills and assist parents in improving their
capacities to be supportive and nurturing parents, encourage parent involvement in children's
learning, development, and education, help parents develop and strengthen support networks that
enhance effective parenting, encourage development and effective use of community resources
for families, and help prevent child abuse, family violence, and other negative family outcomes
Regular meetings of a Family Resource Network, with representatives from organizations in the
community, will be initiated at the conference to improve community life for families, to
improve access for family members, and to facilitate families advocating for themselves and their
children
The task force has completed a needs assessment conducted in coordination with The University
of North Texas Survey Research Center that included key informant interviews, focus groups
with hard to reach parents and residents, a random sample survey of families and a family service
provider survey Results from the needs assessment and collaboration conference will help
provide direction and focus for the goals and objectives of DFRC
DFRC has maplemented a five week series of workshops specially designed for new parents
Topics include Infant Care & Safety, Baby Development 0-12 months, Feeding and Nutrition,
Infant Child Care and Infant Massage All workshops will be held at First United Methodist
Church and will include lunch for the families Upcoming groups will be available m Spanish
and Chinese
IV Plan of Action
The following list contains activities that will take place during the second year of operation The
tasks have been divided into five categories Board of Directors, Administration, Program,
Evaluation and Funding and Public Relations The timeline details these activities further
Board of Directors · Open site of the Family Resource Center
· Hold Open House for the Community
· Orient board members regarding their role and the organization's expectations
· Prepare three-year strategic plan
Admlmstrat~on
* Develop office and personnel policies and insurance needs
, Develop financial management system
· Hire recept~omst/program coordinator
· Secure addlUonal eqmpment
· Write education column in local newspaper and newsletters
· Volunteer Management by Parent Adwsory Committee
Volunteer screening
Develop volunteer tratmng
Hold volunteer meetings
· Establish 4 graduate internships
Program
· Determine staff needs, advertise, and select qualified staff
· Identify sources of matenals needed for the referral and information resource
room
· Inmate parent lending hbrary
· Plan and initiate parent outreach strategies
· Conduct community awareness activities about available services and volunteer
opportunities
· Network with community agencies
Host mini-conference collaboration between agencies
Participate in C~ty of Denton Workforce Dlversaty Conference
Participate an Parent Ed Conference- Umv of North Texas
Attend monthly meetings of Advocates for Infants & Children
Attend monthly meetings of Denton Info Network
Collaborate with Denton County Ag Extension Agent
· Meet with Parent Advisory Council
· Host weekly Parent Coffee Chats
Evaluation
· Work with consultants to design an evaluation plan (Dr Mlkler/UNT)
· Survey family satisfaction and report results
· Prepare report on center effectiveness
Incorporate data from agency collaborations/referrals
Incorporate data from parenting class evaluations
Incorporate data from staff evaluations
Incorporate data from site-user surveys
Funding and Public Relations · Work with admunstrataon staff to access ongoing funding
· Plan fund raising events
· Contact medm outlets
V Key Indlwduals
The Darector will have the followang respons~bdmes
provadtng general management and oversaght of DFRC office operatmns and staff, organtzang
commumty support for DFRC proJects/programs, working wath the commumty to establish goals
and priorities, desagnmg an evaluation plan, adentafymg potentml fundang sources, and
developing and coordinating primary servme dehvety wath emphas~s placed on parent education,
early childhood lnterventaon, and family support
The Board of Directors wall be representative of the people, cultures and values of the
commumty and eommatted to aehaevang the goals of DFRC The Board will be responsable for
pohcy making and the financml system of DFRC It as antmapated that the board wall share fund-
rmsmg and marketing duties with the Director
A Parent Adwsory Councal will be formed to plan, evaluate and grade the center an being a place
where any parent v~ll feel comfortable, and where they can be assured that a knowledgeable and
helpful professional staff can help meet their anterests and needs The estabhshment ora parent
phone network v~ll be an matml objectave
Volunteers will play an essential role m the center Indavaduals v~ll be encouraged to donate their
skalls and special talents Thas wall allow all commtmaty groups to partmapate m the center,
creating ownersbap that will help ensure success
VI Expectations
Expectatmns for the project anclude preventaon of chdd abuse and neglect, amprovang parent
leamang and capacity as well as other family members, encouragang development and effeetave
use of community resources, encouraging parent involvement in children's learning,
development, and educatmn, increasing the number of referrals and famflaes served, ancreas~ng
student achaevement, and empowenng parents to prowde leadership and make demsmns
affecting the direction of the Center
VII Program Evaluation
A brief framework of the evaluatmn model is described below The steps are contingent upon the
adentlficatlon of commumty needs that wall determane Center goals and objecUves 1) Idennfy
Program Goals and Object~ves, 2) Define Evaluatmn Questmns, 3) Define Informataon needed to
answer questaons, 4) Identafy Information Users, 5) Plan Method(s) of collecting
anformatmn/data, 6) Collect Data, and 7) Data Analysas and Evaluataon Report
Steps 1-5 should be completed during the 1st quarter of the year It is suggested that data will be
collected m-house as well as outside the agency to detenmne effectiveness and sausfacuon of
refernng agencies as well as parents Th~s evaluation may be accomphshed by Center
stakeholders and a Umvers~ty consultant It is an ongoing process that develops over t~me
requ~nng activity throughout the year The end result will be an evaluation that is continuous and
flexible Center staff, volunteers and parents will clearly understand the purpose and their roles
successfully carryang out the evaluation plan
The C~ty of Denton and the Denton Family Resource Center agree to partic~pate fully in CTF
statew~de evaluation of funded programs It is understood that compliance w~th the evaluation ~s
a condition of funding Th~s parttc~pat~on may mclude 1) assistance m development of
evaluation instruments and reporting forms, 2) attendance at traunng sessions, 3) t~mely
subm~sslon of accurate data, 4) access to program chents and participants, 5) adherence to
evaluation protocols and procedures, and 6) cooperation w~th requests from CTF and CTF
program evaluators Data are hkely to mclude 1) quarterly reports that include summaries of
program activities, types of services offered, numbers and characteristics of people served, 2)
cllent/partieipat~on outcomes that include program satisfaction, measures of knowledge,
attitudes and behawor, and 3) agency records related to expendttures and administration of
programs
Ol