HomeMy WebLinkAboutTri-County IGA Amend - Child Care InitiativeDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-196C
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of April 2 , 2008
Please see directions. for completing this document on the next page.
DATE: March 24, 2008
FROM: Diane Treadway CCF 541-385-1405
TITLE OF AGENDA ITEM:
Consideration of Board Signature on document #2008- 165, amendment to the intergovernmental
agreement between the Deschutes County Commission on Children & Families and Crook and
Jefferson County Commissions on Children & Families.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
This is an amendment to a previous agreement dated September 20, 2005 between Crook, Jefferson and
Deschutes counties to continue funding the Tri County Child Care Initiative. The project provides for
training for childcare providers and an employer coordinator. The overall goal of this project is to
increase the number of providers who become trained and registered, and to increase the number of
Central Oregon employers who adopt family friendly strategies supporting quality early childhood
education (though stipends, benefits, on site care, tax credit, etc.)
FISCAL IMPLICATIONS:
The amendment is a continuation of funding in the amount of $38,275.50 for the period beginning July
1, 2007 through June 30, 2008.
RECOMMENDATION & ACTION REQUESTED:
Approval and signature of document #2008-165
ATTENDANCE: Diane Treadway
DISTRIBUTION OF DOCUMENTS:
Original: Jefferson County Commission on Children & Families
Attn: Tryna Mulienburg
715 SW 4th Street, Suite A
Madras, OR 97741
Copy: Diane Treadway, CCF
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Date:
3-27-08
Contact Person:
Please complete all sections above the Official Review line.
Brenda Comini
Department:
Contractor/Supplier/Consultant Name:
CCF
Phone #:
Crook County
447-3260
Goods and/or Services: Child care provider training and employer coordinator
services.
Background & History: This is an amendment to a previous agreement dated
September 20, 2005 between Crook, Jefferson and Deschutes counties to continue
funding the Tri County Child Care Initiative. The project provides for training for
childcare providers and an employer coordinator. The overall goal of this project is to
increase the number of providers who become trained and registered, and to increase
the number of Central Oregon employers who adopt family friendly strategies
supporting quality early childhood education (though stipends, benefits, on site care, tax
credit, etc.)
Agreement Starting Date:
7/1/07
Annual Value or Total Payment:
II
38,275.50
Insurance Certificate Received check box) N/A
Insurance Expiration Date:
Check all that apply:
® RFP, Solicitation or Bid Process
Informal quotes (<$150K)
Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
II
Ending Date:
6/30/08
Funding Source: (Included in current budget? ® Yes I I No
If No, has budget amendment been submitted? I I Yes I I No
Departmental Contact:
Title:
Program Specialist
Diane Treadway
Phone #:
Department Director Approval:
Signature
385-1405
Date
Distribution of Document: Original to: Jefferson County CCF, Attn: Tryna
Mulienburg, 715 SW 4th, Suite A, Madras, OR 97741. Copy to: Diane Treadway - CCF
3/27/200F,
Official Review:
County Signature Required (check one): ❑ BOCC ❑ Department Director (if <$25K)
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No.
Legal Review Date
Document Number 2008-1k�
3/27/200
AMENDMENT TO AGREEMENT
This is an amendment to that Agreement between Crook County Commission on Children and
Families, Deschutes County Commission on Children and Families, Jefferson County Commission
on Children and Families and the Central Oregon Partnership (COP) dated August 16, 2005 relating
to the pooling of funds to support the Tri -County Childcare Initiative.
The Agreement is amended as follows:
1. Section. 8. The duration of the Agreement is amended to extend the date of the Agreement
from June 30, 2007 to June 30, 2008.
2. The source of funds and the anticipated deliverables shall be as described on the attached Exhi bit
Except as expressly amended above, all other terms and conditions of the original Agreement and
any previous amendments thereto are still in full force and effect.
DATED this
day of March, 2008.
CROOK COUNTY COURT CROOK COUNTY CCF
SCEP �L-
Judge Scott L. Cooper By: Brenda Comini, Director
Commi ,'one M•
► abe
a issioner Ly `/ undquist
JEFFERSON COUNTY COURT JEFFERSON COUNTY CCF
Commissioner Billy C. Bellamy
Commissioner Mike Ahern
Commissioner John Hatfield
By: , Director
(Please Print)
DESCHUTES COUNTY COURT DESCHUTES COUNTY CCF
Commissioner Tammy Baney
Commissioner Mike Daly
Commissioner Dennis R. Luke
By: , Director
J:\Court\DGordon\Contracts-Agreements 2008\Tri-County Childcare Initiative.doc
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A minimum of 4 strategies from the Oregon Toolkit will be
used by employers from Jefferson County, 4 from Crook
County and 12 from Deschutes Co. (over and above those
targeted above)
The project staff will assure that location and participants
represent a geographic representation across the region
Current baseline of providers registered with the Oregon
Registry, with a desired increase of 10% per year of
continuation grant (i.e., if current enrollment is 150, at end
of year 1 of the biennium, 165 will be enrolled, and by the
end of year 2, 182 will be enrolled.)
Production of a community report card for childcare based
on template developed through current grant period
Mentoring Strategy will be funded and evaluated for the period July 1, 2007 through December 31, 2007 only
The project staff will assure that there is a geographic
distribution of mentees across the region (is there a
measurement of improvement in knowledge, skills and/or
abilities connected to the mentoring work
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10 Employers will implement one or more strategies
from the Employer Tool Kit'
Step 7 and above classes will be offered by R&R across
Crook, Deschutes and Jefferson County, with an average
attendance of 12 participants average per class
Increase number of quality providers2 in Oregon
Registry .
Community Report Card
Six mentoring units will be maintained in addition to
the level funded by the Oregon State Child Care
Resource and Referral Network, equaling 100 hours of
mentoring for each unit _
AGREEMENT
The Crook County Commission on Children and Families, (hereinafter referred to as Crook
CCF); Deschutes County Commission on Children and Families, (hereinafter referred to as
Deschutes CCF); Jefferson County Commission on Children and Families, (hereinafter referred
to as Jefferson CCF); and the Central Oregon Partnership, a private non-profit corporation
organized under IRC 5013C (hereinafter referred to as COP), enter into this Agreement for the
purpose of pooling funds to support the Tri -County Childcare Initiative, as follows:
RECITALS
WHEREAS, the goal of the Tri -County Child Care Initiative is to improve the quality
and quantity of child care that is available in Central Oregon (Jefferson, Crook, and Deschutes
Counties); and
WHEREAS, the Funding Partners include Crook CCF, Jefferson CCF, Deschutes CCF;
and COP; and
WHEREAS, the Contracting Partner is Oregon State University, who shall subcontract
with Central Oregon Community Action Agency Network (COCAAN), and Portland State
University; and
WHEREAS, the Funding Partners recognize the need to collectively develop increased
options for quality child care in Central Oregon; and
WHEREAS, the Funding Partners have agreed to pool resources to address child care
needs in Central Oregon; and
WHEREAS, the Funding Partners have agreed that a single fiscal agent shall manage
said resources; and
WHEREAS, it is in the best interests of all participants, that the fiscal management and
reporting procedures be kept as simple as possible, while maintaining appropriate management
and accountability; and
WHEREAS, ORS Chapter 190 provides for Intergovernmental Agreements and the
apportionment among the parties and the apportionment of responsibilities including the
payment of expenses incurred in the performance of the agreed upon functions or activities.
NOW, THEREFORE, the parties agree as follows: The Recitals stated above are
intended to be covenants of the parties and are a material part of this Agreement, and binding on
the parties.
kEVIEV 1)
f YN,SEL
DC -2005-'63
1. DEFINITIONS
a. Agency Policy -the set of rules, directives and guidelines set forth by the
Oregon Commission on Children and Families, as directed by federal
grant guidelines and the agency reporting requirements to meet those
guidelines.
b. Grantee or Grant Recipient - the recipient of grant funds provided by the
Funding Partners pursuant to this agreement shall be Oregon State
University.
2. ROLES AND RESPONSIBILITIES OF THE GRANT RECIPIENTS
While this Agreement represents an agreement between the Funding Partners, the roles and
responsibilities of the Grant Recipient are outlined in the Statement of Deliverables attached
hereto as Exhibit "A" and incorporated herein. These same roles and responsibilities shall
appear in the contract documents to be signed by the Grant Recipients.
2.1 Grant Recipient: The Funding Partners shall in concert select and award funds to
Grant Recipients through a competitive evaluation process. The Funding Partners
shall require Grant Recipients to carry out grant activities responsibly, and to
make sound decisions in compliance with the awarding contract. Such decisions
shall comply with the geographic distribution of services and resources as set
forth in Exhibit "A", and compliance with all state and federal regulations and
laws.
2.2 In cases where there is no clear Agency Policy or direction, or controlling
language in the awarding contract, Grant Recipient will seek and obtain consent
from the Regional Board (to be known as the "Central Oregon Quality Childcare
Coalition" or "Coalition"), as established in this agreement. The Coalition shall
provide oversight and guidance on matters brought before them by Grant
Recipients. The membership of the Coalition shall consist of one member from
each of the four Funding Partners.
2.3 In accordance with these overall principles, Grant Recipient shall:
a. Comply with all terms and conditions of the grant as outlined in the
awarding contract;
b. Successfully complete and report all work on a quarterly basis as outlined
on the Statement of Deliverables, attached to the awarding contract. (See
Exhibit A.).
3. ROLES AND RESPONSIBILITIES OF CROOK COUNTY:
Crook County agrees to be the fiscal agent for this project, including disbursement of funds,
management of the contracts and reporting to the State. In fulfilling its obligation:
3.1 Crook County will negotiate and implement a standard contract with OSU as
jointly determined by the Funding Partners;
3.2 Crook County will make progress payments to Grant Recipients upon receipt of
documentation that activities have been partially or fully completed as set forth in
the awarding contract;
3.3 Crook County will complete data entry as required by the State on a quarterly
basis for all three county CCF's;
3.4 Crook County will provide copies of all quarterly reports to the Funding Partners
within one week of receipt from Grant Recipients;
4. ROLES AND RESPONSIBILITIES OF FUNDING PARTNERS
4.1 Funding Partners shall forward funds as set forth in Section 6 on a quarterly basis
to Crook CCF to assure that adequate funds are available for distribution to Grant
Recipients. Quarterly payments shall be paid to Crook CCF by the 15`h of the
month beginning October 15th, 2005 and continuing until all funds have been
expended.
4.2 Funding Partners shall provide project status to their constituents, committees and
oversight boards, as necessary, after receipt of Quarterly Reports from Crook
CCF.
5. COMPENSATION FOR OVERSIGHT
Recognizing the need for staff time and effort in management of this project, Funding Partners
agree that during the period of the grant project, Crook CCF will receive $2,500 from
contributed funds in this project to support this administrative function, oversight and reporting.
6. FINANCIAL COMMITMENTS
The Funding Partners agree to commit the following resources: COP ($50,000.00); Crook
($20,000.00); Jefferson ($20,000.00); Deschutes ($83,350.00). These resources total
$173,350.00, of which $123,350 shall be paid out of Child Care Block Grant Funds, plus an
additional $50,000.00 to be paid by COP from its Community Investment Funds. The parties
acknowledge that the final provider contract with OSU shall total $170,850.00, with an
additional $2,500 to be paid to Crook CCF for administration under paragraph 5 above.
7. AMENDMENTS
This Agreement may be amended only by a written agreement signed by all the Funding
Partners,
8. DURATION OF AGREEMENT
This Agreement shall remain in effect from the date of execution and continue until June 30.
2007 unless extended by mutual agreement of the parties.
9. NON-A.PPROPRIATION
In the event that insufficient funds are appropriated for the payment of funds required to be paid
under this Agreement, any of the Funding Partners may terminate this Agreement immediately
upon prior written notice to the others.
10. TERMINATION
This Agreement may be terminated by mutual consent of all the Funding Partners or by any
Funding Partner upon 30 days notice, in writing, and delivered by certified mail or in person.
Any termination of this Agreement shall be without prejudice to any obligations or liabilities of
any party already accrued prior to such termination.
11. LIABILITY AND INDEMNITY
Subject to the limits of the Oregon Tort Claims Act (ORS 30.260, et. seq.), each of the Funding
Partners shall defend, indemnify and hold the other Partners and their officers, employees and
agents, harmless from any and all claims, demands, damages, costs, fees (including reasonable
attorney fees), suits, or actions arising out of the negligent acts or omissions of the indemnifying
PAY-
CROOK COUNTY COURT CROOK COUNTY CCF
By: tj
DATED g'•/4112 --0j
Judge Scott R. Cooper
Commissioner Mike McCaLe
Commissio
r Michael J. Mohan
JEFFERSON COUNTY C
Commissioner Billy
Bellam
Commissioner Walter Ponsford
o
Commi% oner Mary A. Zemke
ft9-127_05
JEFFERSON COUNTY CCF
By:
DATED
DESCHUTES COUNTY COURT
e 1V1. ■ dly, l o
Tom ID eW C ai imor
De is R. Luke, Commissioner
DESCHUTES COUNTY CCF
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Tri County Child Care Grant Deliverables/dpc/1
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A minimum of 1 in Jefferson County; 1 in Crook
County, and 4 in Deschutes County over the biennium.
A minimum of 4 from Jefferson County, 4 from Crook
County and 12 from Deschutes Co. (over and above
those targeted above)
The project staff will assure that location and
participants represent a geographic representation
across the region
Current baseline of providers registered with the
Oregon Registry, with a desired increase of 10% per
year of continuation grant (i.e., if current enrollment is
150, at end of year 1 of
continuation, 165, end of year 2, 182.)
The project staff will assure that there is a geographic
distribution of mentees across the region (is there a
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Six employers will adopt either on-site care,
near site care (partnering with a local child
care provider to reserve slots, invest in the
early childhood education program, or pay
stipends directly to a center or provider) or
sign a contract with COCAAN Resource and
Referral (R&R) for child care referral services
(enhanced).
20 Employers will implement one or more
strategies from the Employer Tool Kit
Step 7 and above classes will be offered by
R&R across Crook, Deschutes and Jefferson
County, with an average attendance of 12
participants average per class over the two year
grant period.
Increase number of providers in Oregon
Registry.
Six mentoring units will added each year to the
level already funded by the Oregon State Child
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