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HomeMy WebLinkAbout10-036 - Raikes Foundation - Grant for Teen Late Night ProgramsMay 21, 2012 Dave Johnson 1AIVES -tea A FOUNDATION Recreation Superintendent City of Tukwila Parks and Recreation Department 1242442 nd Avenue South Tukwila, WA 98168 Dear Dave, 10-036(a) Council Approval N/A The trustees of the Raikes Foundation (the "Foundation are pleased to award City of Tukwila Parks and Recreation Department "Grantee a grant in the amount of $5,000.00. The purpose of the grant is to provide support for the Friday Late Night program "Program and staff participation in the Youth Program Quality Initiative "Initiative This Grant Agreement summarizes the terms and conditions under which the Foundation has awarded this grant to you. 1. Tax- Exemnt Status. You confirm that Grantee is either a (a) nonprofit organization currently recognized by the Internal Revenue Service as a public charity described in sections 501(c)(3) and 509(a)(1), (2), or (3) of the Internal Revenue Code of 1986 as amended (the "Code and Grantee's tax exempt status under sections 501(c)(3) and 509(a) of the Code has not changed since the issuance of the IRS determination letter which Grantee provided to the Foundation, or (b) a government instrumentality exempt from taxation and eligible to receive tax deductible contributions from individuals under Section 170(c)(1) of the Code and, upon request by Foundation, Grantee shall provide to Foundation written documentation of Grantee's status as a government instrumentality. Grantee further represents and warrants that there is no issue presently pending before any office of the Internal Revenue Service that could result in any proposed changes to Grantee's tax exempt status. 2. Expenditure of Funds. This Grant is made for the purpose described above and may not be expended for any other purpose without the Foundation's prior written approval. Grantee may not expend any Grant funds for any political or lobbying activity, including but not limited to (i) influencing the outcome of any specific public election or the carrying on directly or indirectly any voter registration drive; (ii) carrying on any propaganda or otherwise attempt to influence legislation; or (iii) for any purpose other than one specified in section 170(c)(2)(b) of the Code. 1 Pavment of Grant Funds. The Foundation will pay $5,000.00 upon receipt of the signed Grant Agreement. 4. Limit of Commitment. This Grant is made with the understanding that the Foundation will provide Learning Community meetings, trainings, coaching, and assessment as described in the Participation Commitment of this Grant Agreement. Unless otherwise stipulated in writing, the Foundation has no further obligation to provide other or additional support to Grantee. 5. General Indemnification. Grantee agrees to indemnify the Foundation with respect to any claims arising from the program or project funded by the Grant. 4616 25th Avenue NE, #769 Seattle, Washington 98 t :(2o6)484 -8855 f:( www.raikesfoundation org 6. Participation Commitment. Because active participation is an integral component of the Initiative, grantee agrees to the following: a. Lead Staff. Nate Robinson is designated as the Lead Staff for the Initiative. b. Meeting Requirements. The Lead Staff will be available to attend trainings and meetings as identified below. Grantee will be invited to bring additional staff to the meetings provided space is available. Date Purpose Time June 6, 2012 Learning Community IOam —Noon September 19, 2012 Learning Community IOam —Noon January 9, 2013 Learning Community I Oam —Noon April 24, 2013 Learning Community l0am —Noon c. Trainina Requirements. Lead staff is required to attend Initiative related workshops and the Foundation networking event at the 2012 School's Out Washington Bridge Conference. The conference will be held October 8 -9, 2012, in Seattle, Washington. Grant dollars can be used to cover the conference registration fee. d. Assessment Reauirements. Grantee will complete an internal assessment of the Program using the Youth Program Quality Assessment. Internal assessment requires having staff members observe each other in delivering the Program, holding a consensus meeting of observers to score the assessment tool, and inputting scores into an online database. Grantee will also provide access to approved external evaluators to observe and complete an external assessment of the Program. The assessments will be completed in March 2013. e. Youth Data. Grantee will track the participation of individual youth in the program that is assessed for this Initiative and submit participation data to the Foundation on January 31, 2013, and July 31, 2013. Please see Attachment A for requested data. f. Action Plan. Grantee tee will complete an action plan for each site participating in the Initiative. A copy of the Action Plan will be sent to the Foundation by July 31, 2012. g. Coaching Reauirements. Lead staff will have up to 10 hours of coaching during the grant period to support the quality assessment, planning, and improvement process. h. Notice. Grantee agrees to notify the Foundation in a timely manner if there is a change of Lead Staff. financial factors that significantly change the Program as described in Grantee's original proposal, and/or any other factor that alters Grantee's ability to fulfill the participation commitment. 7. Evaluation. Grantee will participate in the Foundation's evaluation of this Initiative through Program staff participation in online surveys and an end -of- Initiative focus group and/or interview. Grantee will also provide access to external evaluators to observe the Program. 8. Reasonable Access. Grantee will permit the Foundation and its representatives, at its request, to have reasonable access during regular business hours to Grantee's files, records, accounts, personnel and clients or other beneficiaries for the purpose of making such financial audits, verifications or program evaluations as the Foundation deems necessary or appropriate concerning this Grant award. 9. Reauired Notification. Grantee is required to provide the Foundation with immediate written notification of: (1) any changes in Grantee's tax exempt status; (2) Grantee's inability to expend the Grant for 4 the purposes described in the Grant Agreement; or (3) any expenditure from this Grant made for any purpose other than those for which the Grant was intended. 10. Publicitv. Grantee will allow the Foundation to review and approve any text of any proposed publicity concerning this Grant prior to its release. The Foundation may include information regarding this Grant, including the amount and purpose of the Grant, any photographs Grantee may have provided, Grantee's logo or trademark, or other information or materials about Grantee and its activities, in the Foundation's website, periodic public reports, newsletters, and news releases. 11. Right to Modify or Revoke. The Foundation reserves the right to discontinue, modify or withhold any payments to be made under this Grant or to require a total or partial refund of any Grant funds if, in the Foundation's sole discretion, such action is necessary: (1) because Grantee has not fully complied with the terms and conditions of this Grant Agreement, including but not limited to Grantee improper use of funds; (2) because the Foundation discovers that Grantee has falsified any Grant related applications, reports, form or documentation or financial information; (3) to protect the purpose and objectives of the Grant or any other charitable activities of the Foundation; or (4) to comply with the requirements of any law or regulation applicable to Grantee, the Foundation or this Grant. This provision shall survive the Grant Period. 12. No Assignment or Delegation. Grantees may not assign, or otherwise transfer, its rights or delegate any of its obligations under this Grant without prior written approval from the Foundation. 13. Miscellaneous. The Grant Agreement represents the entire understanding between the parties and may be modified only by a writing executed by both the Foundation and Grantee. This Agreement shall be construed and interpreted in accordance with the laws of the State of Washington, without regard to its conflicts of law provisions. Please review, sign and return the original Grant Agreement as evidence of your acceptance of the terms and conditions outlined herein. Congratulations on this recognition of your efforts to provide strong out -of- school programming to early adolescents in our community. Sincerely, Erin Kahn Director Raikes Foundation ACCEPTED AND AGREED: City of Tukwila Parks and Recreation Department Authorization. The undersigned certifies that he /she is authorized to accept this Grant on behalf of the Grantee, to obligate the Grantee to observe all of the terms and conditions placed on this Grant, and in connection with this Grant, to make, execute and deliver on behalf of the Grantee all grant agreements, representations, receipts, reports and other instruments of every kind. Name: <0 Title: 11�yv Date 1�-1- 3 Attachment A: Youth Participation Reporting Requirements One of the benefits of the Youth Program Quality Initiative is that it can lead to higher levels of engagement among youth participants, often resulting in improved program enrollment, attendance, and retention. To understand the benefits of the Initiative on your program/site's participation, we request data about attendance patterns. Please track the participation of individual youth in the program or site that is assessed for this Initiative using the following format. We will use September 30 as your "baseline" data point and collect data for two periods. If the identified timelines do not easily fit your program cycle or you have questions about this report, please contact Jody Rosentswieg (iodvnxaikesfoundation.orL-). Please submit participation data to the Foundation (iodvaa.raikesfoundation.oriz) on: January 31, 2013 (period covering September 1- December 31, 2012). July 31, 2013 (period covering January 1 June 30, 2013). The form is currently designed for the first reporting period due on January 31, 2013. Number of Youth and Number of Sessions: Number of Youth Enrolled for Number of new Youth Joining the Number of Program Sessions Assessed Program/Site as of Program/Site between September Possible for Youth to Attend September 30, 2012 December 31, 2012 September December 31, 2012 Participation of Youth in Sessions Available: Percent of Youth Percent of Youth Percent of Youth Attending 100% of Attending 75 99% Attending 50 -74% Sessions September of Sessions of Sessions December September September December December Percent of Youth Attending 25 -49% of Sessions September December Percent of Youth Attending 0 -24% of Sessions September December 4 February 24, 2010 Dave Johnson Recreation Superintendent City of Tukwila 12424 42 Avenue South Tukwila, WA 98168 Dear Dave, A 1 1/ V11 I\ FOUNDATION 10 -036 Council Approval N/A The trustees of the Raikes Foundation (the "Foundation are pleased to award City of Tukwila Parks and Recreation Department "Grantee a grant in the amount of $20,000.00. The purpose of the grant is to provide support for the Friday Late Night Program "Program and staff participation in the Foundation's Youth Program Quality Initiative (the "Initiative This Grant Agreement summarizes the terms and conditions under which the Foundation has awarded this grant to you. 1. Tax Exempt Status. You confirm that Grantee is either a (a) nonprofit organization currently recognized by the Internal Revenue Service as a public charity described in sections 501(c)(3) and 509(a)(1), (2), or (3) of the Internal Revenue Code of 1986 as amended (the "Code and Grantee's tax exempt status under sections 501(c)(3) and 509(a) of the Code has not changed since the issuance of the IRS determination letter which Grantee provided to the Foundation, or (b) a government instrumentality exempt from taxation and eligible to receive tax deductible contributions from individuals under Section 170(c)(1) of the Code and, upon request by Foundation, Grantee shall provide to Foundation written documentation of Grantee's status as a government instrumentality. Grantee further represents and warrants that there is no issue presently pending before any office of the Internal Revenue Service that could result in any proposed changes to Grantee's tax exempt status. 2. Expenditure of Funds. This Grant is made for the purpose described above and may not be expended for any other purpose without the Foundation's prior written approval. Grantee may not expend any Grant funds for any political or lobbying activity, including but not limited to (i) influencing the outcome of any specific public election or the carrying on directly or indirectly any voter registration drive; (ii) carrying on any propaganda or otherwise attempt to influence legislation; or (iii) for any purpose other than one specified in section 170(c)(2)(b) of the Code. 3. Payment of Grant Funds. The Foundation will pay $20,000.00 upon receipt of the signed Grant Agreement. 4. Limit of Commitment. This Grant is made with the understanding that the Foundation will provide coaching, training, and external evaluation as described below in the Participation Commitment of this Grant Agreement. Unless otherwise stipulated in writing, the Foundation has no further obligation to provide other or additional support to Grantee. 4616 25th Avenue NE, t769 Seattle,Washington 981054183 t (206)484 8855 f: (206)523 www raikesfoundation.org 0 2 6'Y 1 5. Eligibility for Additional Support: Upon completion of the Youth Program Quality Initiative, the Foundation, at its sole discretion, may opt to provide Grantee with additional funds to support continued quality enhancement. Grantee must meet all conditions of this Grant Agreement in order to be eligible. 6. General Indemnification. Grantee agrees to indemnify the Foundation with respect to any claims arising from the program or project funded by the Grant. 7. Participation Commitment. Because active participation is an integral component of the Initiative, grantee agrees to the following: a. Lead Staff. Nate Robinson is designated as Lead Staff for the Initiative. b. Meeting Reauirements. The designated staff will be available to attend trainings and meetings as identified below. Program team refers to those staff working directly with youth in the program identified for this grant. Grantee will be invited to bring additional staff to any of the trainings provided space is available. Date March 24, 2010 March 25, 2010 April 15, 2010 April 20, 2010 May 27, 2010 July 8, 2010 July 22 or 24, 2010 September 23, 2010 November 10, 2010 January 20, 2011 March 17, 2011 Purpose Initiative Kick -off YPQA Basics Training Learning Community Quality Coaching Planning with Data Training Learning Community Best Practice Training Learning Community Learning Community Learning Community Learning Community Time 9am i l am 9am 4pm 9am 11 am 9am 4pm 9am 4pm 9am Noon 9am 4pm 9am Noon 9am Noon 9am Noon 9am Noon Required Staff Recreation Director, Lead Staff Lead Staff, program team Lead Staff Lead Staff Lead Staff, program team Recreation Director, Lead Staff Lead Staff, program team Lead Staff Lead Staff, program team Lead Staff Lead Staff c. Assessment Reauirements. Grantee will complete two internal assessments at each site participating in the Initiative using the Youth Program Quality Assessment tool (YPQA). Internal assessment requires having staff members observe each other in delivering the Program, holding a consensus meeting of observers to score the YPQA, and inputting scores into an online database. The assessments will be completed during spring 2010 and 2011. d. Action Plan. After attending the Planning with Data training, grantee will complete an Action Plan for each program participating in the Initiative. A copy of the Action Plan will be sent to the Foundation. e. Coaching. The Lead Staff will have an opportunity to work with an assigned coach for up to four hours /month for ten months beginning in April 2010 to help implement the action plan at each site. 2 f. Notice. Grantee agrees to notify the Foundation in a timely manner if there is a change of Lead Staff, financial factors that significantly change the Program as described in Grantee's original proposal, and /or any other factor that alters Grantee's ability to fulfill the participation commitment. 8. Evaluation. Grantee will participate in the Foundation's evaluation of this Initiative through Program staff participation in pre /post online surveys and a mid -term and end -of- Initiative focus group and/or interview. Grantee will also provide access to external evaluators to observe the Program. 9. Reasonable Access. Grantee will permit the Foundation and its representatives, at its request, to have reasonable access during regular business hours to Grantee's files, records, accounts, personnel and clients or other beneficiaries for the purpose of making such financial audits, verifications or program evaluations as the Foundation deems necessary or appropriate concerning this Grant award. 10. Required Notification. Grantee is required to provide the Foundation with immediate written notification of: (1) any changes in Grantee's tax exempt status; (2) Grantee's inability to expend the Grant for the purposes described in the Grant Agreement; or (3) any expenditure from this Grant made for any purpose other than those for which the Grant was intended. 11. Publicity. Grantee will allow the Foundation to review and approve any text of any proposed publicity concerning this Grant prior to its release. The Foundation may include information regarding this Grant, including the amount and purpose of the Grant, any photographs Grantee may have provided, Grantee's logo or trademark, or other information or materials about Grantee and its activities, in the Foundation's website, periodic public reports, newsletters, and news releases. 12. Right to Modify or Revoke. The Foundation reserves the right to discontinue, modify or withhold any payments to be made under this Grant or to require a total or partial refund of any Grant funds if, in the Foundation's sole discretion, such action is necessary: (1) because Grantee has not fully complied with the terms and conditions of this Grant Agreement, including but not limited to Grantee improper use of funds; (2) because the Foundation discovers that Grantee has falsified any Grant related applications, reports, form or documentation or financial information; (3) to protect the purpose and objectives of the Grant or any other charitable activities of the Foundation; or (4) to comply with the requirements of any law or regulation applicable to Grantee, the Foundation or this Grant. This provision shall survive the Grant Period. 13. No Assignment or Delegation. Grantees may not assign, or otherwise transfer, its rights or delegate any of its obligations under this Grant without prior written approval from the Foundation. 14. Miscellaneous. The Grant Agreement represents the entire understanding between the parties and may be modified only by a writing executed by both the Foundation and Grantee. This Agreement shall be construed and interpreted in accordance with the laws of the State of Washington, without regard to its conflicts of law provisions 3 Please review the Grant Agreement, sign, and return along with two (2) signed agreements no later than March 12, 2010. Congratulations on this recognition of your efforts to provide strong out -of- school programming to adolescents in our community. Sincerely, hrm Kahn Director Raikes Foundation ACCEPTED AND AGREED: City of Tukwila Parks and Recreation Department Authorization. The undersigned certifies that he /she is authorized to accept this Grant on behalf of the Grantee, to obligate the Grantee to observe all of the terms and conditions placed on this Grant, and in connection with this Grant, to make, execute and deliver on behalf of the Grantee all grant agreements, representations, receipts, reports and other instruments of every kind. 4