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HomeMy WebLinkAboutR-2006-011 Children's Services Grant RESOLUTION NO. 2006-011 A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA, AUTHORIZING THE PROPER CITY OFFICIALS TO APPLY FOR, ACCEPT IF AWARDED, AND EXECUTE AN AGREEMENT WITH THE CHILDREN'S SERVICES COUNCIL OF BROWARD COUNTY UNDER THE 2006 SUMMER CHALLENGE PROGRAM; FURTHER, AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN AFTER SCHOOL PROGRAMS, INC. AND THE CITY OF DANIA BEACH IN CONJUNCTION WITH THE GRANT AWARD TO PROVIDE SUMMER CAMP STAFFING SERVICES, INCLUDING, BUT NOT LIMITED TO ADVERTISING, INTERVIEWING, PROVIDING REQUIRED SCREENING AND TESTING SERVICES, AND REPLACEMENT OF CANDIDATES, UNDER THE SUPERVISION ' OF THE CITY OF DANIA BEACH PARKS AND RECREATION DEPARTMENT; CONFIRMING THAT SPECIAL CONDITIONS EXIST IN ORDER TO SECURE SUCH SERVICES WITH AFTER SCHOOL PROGRAMS, INC., WITHOUT COMPETITIVE BIDDING AND WITHOUT ADVERTISEMENT FOR BIDS; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4, Subsection 0), provides that during unusual conditions or emergencies, the City Commission may, by resolution, authorize the purchase by the City"Manager of designated supplies, services, equipment and materials in amounts in excess of fifteen thousand dollars ($15,000.00) without competitive bids and without advertisement for bids; and WHEREAS,the City Manager has determined that it is advantageous for the City of Dania Beach to apply for funding through the Summer Challenge grant program offered by Children's Services Council of Broward County; and WHEREAS, specific requirements of the grant must be met and these services can be provided by After School Programs, Inc. for the 2006 Summer Camp recreational program, which will coincide with the Broward County School year; and • WHEREAS, this grant will provide up to 87.5% of the total costs for the programs with a match from the City of Dania Beach in the form of in-kind services and cash match of no less than 12.5%, estimated at not to exceed $25,000 in cash match; and WHEREAS, the City Manager has determined that the contract with After School Programs, Inc. will be contingent on award to the City of the Summer Challenge grant and will be for the 2006 summer season (May—August). NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the foregoing recitals are incorporated and adopted by this reference. That the City Commission of the City of Dania Beach, Florida, approves the application, acceptance if awarded, and execution of the Children's Services Council of Broward County • 2006 Summer Challenge grant in conjunction with the Agreement with After School Programs, Inc. for after school program staffing, a copy of which grant application is attached as Exhibit "A"to this Resolution. Section 2. That the proper city officials are authorized to execute the grant Agreement, if awarded, and the Agreement with After School Programs, Inc. and the City Manager and City Attorney are authorized to make minor revisions to such Agreements as are deemed necessary and proper and in the best interest of the City. Section 3. That upon execution of the grant agreement and an agreement with After School Programs, Inc., the Finance Director is authorized to appropriate the budget by the award amount in both the grant revenue and the expenditure accounts, and to expend City's match from Local Law Enforcement Block Grant and Law Enforcement Trust Fund; however, if the above resources are exhausted, funding will then be derived from the General Fund. 2 RESOLUTION #2006-011 Section 4. That all resolutions or parts of resolutions in conflict with this Resolution are repealed to the extent of such conflict. Section 5. That this Resolution shall be in force and take effect immediately upon its passage and adoption. PASSED AND ADOPTED on January 24, 2006. ANNE CASTRO MAYOR—COMMISSIONER ATTEST: ROLL CALL: \ COMMISSIONER ANTON - YES COMMISSIONER BERTINO - YES LOUISE STILSON COMMISSIONER MCELYEA - YES CITY CLERK VICE-MAYOR FLURY—YES MAYOR CASTRO - YES APPROVED AS TO FO A D CORRECTNESS: ,/7) BY: THOMASJ N RO CITY ATTORNEY • 3 RESOLUTION#2006-01 I a _ CHILDREN'S _ SERVICES _ COUNCILal,� coos of Broward Count, CHILDREN'S SERVICES EMBERS: M June 5, 2006 D9 Carole Andrews,Chair Ivan Pato School Board Member Honorable Julie B.Koenig, City Manager Vice chair City of Dania Beach Governor Appointee 100 W. Dania Beach Blvd. Ana Al. Valladares,Secretary Dania Beach, FL 33004 Governor Appointee Jack L.Moss, Dear Mr. Pato: Immediate Past Clair DCF District Administrator This letter serves to confirm that the Children Services Council has Gregory r Governor Appointee executed the Summer Program Challenge 2006 contracts. p Copies with original signatures are enclosed for your reference. Commissioner Suzanne N.Gnnzburger Your signature represents the City Commission for City of Dania County Commission Beach, the organization that will be legally bound to all terms and Marti Huizenga conditions of the contract. Governor Appointee Wdable Lawrence L.Korda Sincerely, icial Member ,David L.Roach Administrator Broward County Health Dept. Karen Swartzbaugh, M Laurie J.Sallarulo Chief Program Officer Governor Appointee Dr.Frank Till School Superintendent KS:cmc STAFF Enclosure Cindy Arenberg Seltzer President/CEO LEGAL COUNSEL John M.Milledge Garry W.Johnson 6301 N.W. 5th Way', Suite 3000•Ft. Lauderdale, Florida 33309•Phone: 954-377-1000•Fax: 954-377-1683 wwtiv.cscbrowa�zl.org r . CONTRACT FOR SERVICES COMES NOW, AFTER SCHOOL PROGRAMS, INC., a Florida non-profit corporation, hereinafter referred to as "ASP" and the CITY OF DANIA BEACH, a municipal corporation, hereinafter referred to as "CITY", and entered into this Contract for Services, hereinafter referred to as "CONTRACT", on the dates set forth next to their signatures. WHEREAS, the CITY has entered into an AGREEMENT with Children's Services Council of Broward County, hereinafter referred to as "CSC", identified as Summer Challenge 2006 and Contract No. 06-2824. A copy of the AGREEMENT is attached as Exhibit A and incorporated by reference, and is hereinafter referred to as "AGREEMENT"; and WHEREAS, CITY has requested ASP to supply staffing and services to implement the above referred to AGREEMENT with CSC. NOW THEREFORE, for and in consideration of the mutual covenants and agreements as set forth herein, the parties agree as follows: 1. OBLIGATIONS OF ASP 1.1 ASP shall supply the necessary staff and personnel to comply with the requirements of pages and of Exhibit A to the AGREEMENT wherein ASP is specifically designated, during the summer of 2006 which commences on May 30, 2006 and ends on August 11, 2006. 1.2 ASP shall perform its duties for fifty-three (53) days. 1.3 ASP will provide any transportation necessary for field trips, and will pay for any activity fees for the fifty-three (53) days. 2. PAYMENT 2.1 ASP will bill the CITY on the first (1") and fifteen (151h) days of each month for the preceding days at the rate of $2,772.04 for every day. Payment is due within twenty (20) days of the billing date. A late charge of ten (10%) percent of the payment due shall be charged for each payment received by ASP after the twenty-one (21) day grace period. If payment is not received within thirty (30) days of its due day, the CITY shall be in default and ASP may terminate the contract. 2.2 The CITY shall pay ASP $1,058.75 for training, which sum shall be paid within fifteen (15) days of the effective date of this Contract. 7 • To ASP: Alan Wolnek After School Programs, Inc. 1520 S. Powerline Road Deerfield Beach, FL 33442 Telephone: 954-596-9000 Fax: 954-596-9880 To CITY: Ivan Pato City Manager City of Dania Beach 100 West Dania Beach Boulevard Dania Beach, Florida 333004 Telephone: 954-924-3 610 Fax: 954-921-2604 Either party may change its address for notices by written notice to the other given pursuant to this paragraph. 5.3 Prior Negotiations. This CONTRACT supersedes in all respects all prior and contemporaneous oral and written negotiations, understandings and agreements between the parties with respect to the subject matter hereof. All of said prior and contemporaneous negotiations, understandings and agreements are merged herein and superseded hereby. 5.4 Entire Agreement and Amendment. This CONTRACT and the Exhibits to this CONTRACT set forth the entire understanding between the parties in connection with the transaction contemplated herein, there being no terms, conditions, warranties or representations other than those contained herein, referenced herein or provided for herein. Neither this CONTRACT nor any term or provision hereof may be altered or amended in any manner except as an instrument in writing signed by the party against whom the enforcement of any such change is sought. 5.5 Severability. If any term of this CONTRACT is illegal or unenforceable at law or in equity, the validity, legality and enforceability of the remaining provisions contained herein shall not in any way be affected or impaired thereby. Any illegal or unenforceable term shall be deemed to be void and of no force and effect only to the minimum extent necessary to bring such term within the provisions of any applicable law or laws and such term, as so modified, and the balance of this CONTRACT shall then be fully enforceable. 5.6 Waiver. Unless otherwise specifically agreed in writing to the contrary: (i) the failure of either party at any time to require performance by the other of any provision of this CONTRACT shall not affect such party's right thereafter to enforce the same; (ii) no waiver by either party of any default by the other shall be taken or held to be a waiver by such party of any other preceding or subsequent default; and (iii) no extension of time granted by either party for the performance of any obligation or act by the other party 7 shall be deemed to be an extension of time for the performance of any other obligation or act hereunder. 5.7 Number and Gender. Whenever the context so requires, words used in the singular shall be construed to mean or include the plural and vice-versa, and pronouns of any gender shall be construed to mean or include any other gender or genders. 5.8 Headings and Cross-references. The headings of this CONTRACT are included for convenience of reference only, and shall in no way limit or affect the meaning or interpretation of the specific provisions hereof. All cross-references to paragraphs herein shall mean the paragraphs of this CONTRACT unless otherwise stated or clearly required by the context. Words such as "herein" and "hereof' shall be deemed to refer to this CONTRACT as a whole and not to any particular provision of this CONTRACT unless otherwise stated or clearly required by the context. 5.9 Counsel. Each party has been represented by its own counsel in connection with the negotiation and preparation of this CONTRACT and, consequently, each party hereby waives the application of any rule or law that would otherwise be applicable in connection with the interpretation of this CONTRACT, including, but not limited to, any rule of law to the effect that any provision of this CONTRACT shall be interpreted or construed against the party whose counsel drafted that provision. . 5.10 Choice of Laws; Venue. This CONTRACT is to be construed and governed by the laws of the State of Florida, and venue shall be in Broward County, Florida. 5.11 Successors. This CONTRACT shall be binding upon and inure to the benefit of and be enforceable by the parties hereto and their respective successors and assigns. 5.12 Counterparts. This CONTRACT may be signed in counterparts with the same affect as if the signature on each counterpart were on the same instrument. Each of the counterparts, when signed, shall be deemed to be an original, and all of the signed counterparts together shall be deemed to be one and the same instrument. A legible facsimile copy of this CONTRACT and any signatures hereon shall be considered as originals. 5.12 Effective Date. This CONTRACT shall become effective only after execution hereof(or counterparts hereof) by both parties. The effective date shall be the date signed last by either of the parties. • IN WITNESS WHEREOF, the parties have caused this Contract to be executed by their duly authorized officers on the date set forth below their signatures. AFTER SCHOOL PROGRAMS, INC.: CITY OF DANIA BEACHr'7 By: BY: lan Wolnek, President / van P o, City Manager Date: , 2006 Date: 52006 fl u� V., /f ��' ' 4', 1,4 l 1 C.•IDMedalielm&mfilesL4fierSehool ProgramsICONTRACT FOR S£RVICES.doc8/1/03 • • AGREEMENT Between Children's Services Council of Broward County and City of Dania Beach for P.O.W.E.R. Summer Program #06-2824 PROGRAM CONTRACT NUMBER This Agreement, entered into this 1st day of May, 2006, by and between the CHILDREN'S SERVICES COUNCIL, an independent special tax district of the State of Florida, hereinafter referred to as "COUNCIL," and the City of Dania Beach, a municipality, hereinafter referred to as "PROVIDER." WHEREAS, this Agreement will enable PROVIDER to provide services, not otherwise funded by any other public funding source; and WHEREAS, funding given to PROVIDER has been found and declared to be for a public purpose. NOW, THEREFORE, the parties agree as follows: 1. TERMS OF AGREEMENT The term of this Agreement shall be from May 1, 2006 through September 30, 2006. PROVIDER understands and acknowledges that the initial funding will only be for the Initial Term stated herein. This Agreement is not renewable. I1. SCOPE OF WORK 1. PROVIDER agrees to provide the services and meet the outcome measures set forth in Exhibit A, Scope of Work. 2. PROVIDER agrees to attend seminars and/or training sessions as requested by Contract Administrator. 3. PROVIDER agrees to comply with the Monitoring/Reporting Requirements specified in Section V of this Agreement. 4. Background Screening: the PROVIDER shall comply with the requirements for background screening as mandated in Section 985.01, Florida Statutes. 1 Provider: City of Dania Beach P.O.W.E.R.Summer Program 2006 Contract#:06-2824 i { III. ORDER OF PRECEDENCE The Bid Solicitation and PR OVIDER Proposal Response are hereby incorporated by reference as a part of this Agreement in the following Order of Precedence: Executed Contract, Bid Solicitation Requirements, PROVIDER Application for Funding. IV. FUNDING AND METHOD OF PAYMENT 1. The maximum amount payable by COUNCIL to PROVIDER for the term under this Agreement shall be $146,415.00 ("Contract Amount"). 2. 3. The COUNCIL agrees to pay for units of service or other deliverables actually provided, invoiced and documented as specified in Exhibit A, Scope of Work. An original invoice, in the format prescribed by the COUNCIL, is due on or before the tenth (101h) day of the month following the month in which services were rendered. COUNCIL agrees to reimburse PROVIDER on a monthly billing basis. In order to be deemed proper as defined by the Florida Prompt Payment Act, all invoices must comply with the requirements set forth in this Agreement and must be submitted on the forms as prescribed by COUNCIL. Invoices and/or documentation returned to PROVIDER for corrections may be cause for delay in receipt of payment. Late submission may result in delay in receipt of payment. COUNCIL shall pay PROVIDER within thirty(30) calendar days of receipt of PROVIDER'S properly submitted invoice. 4. The PROVIDER shall submit the final invoice for payment to the COUNCIL no more than fifteen (15) days after the contract period ends or the contract is terminated. If the PROVIDER fails to do so, all rights to payment are forfeited and the COUNCIL will not honor any requests submitted after the aforesaid time period. Any payment due under the terms of this contract may be withheld until all reports due from the PROVIDER are received by the COUNCIL and any necessary adjustments thereto have been approved by the COUNCIL. 5. In the event this Agreement provides for more than one service or program, the Contract Administrator may shift funding between services and/or program(s) components, at any time, upon written notice to PROVIDER; however, Contract Administrator may not increase funding in excess of the Contract Amount and the total of these adjustments shall not exceed twenty percent(20%) of the total Contract Amount. 6. Submission of accurate, timely documentation and other requested information as required by COUNCIL shall be considered a factor in evaluating future funding requests. Invoices and/or documentation returned to PROVIDER for corrections may not be considered as submitted and shall be cause for delay in receipt of reimbursement. 7. PROVIDER attests to COUNCIL that no other reimbursement is available or used for invoiced services unless expressly authorized by COUNCIL. This Agreement specifically excludes Medicaid covered services provided to Medicaid certified clients. Provider: City of Dania Beach 2 P.O.W.E.R.Summer Program 2006 Contract#:06-2824 PROVIDER shall bill and pursue collection of third party and client payments (where applicable) for services rendered under this Agreement. In the event COUNCIL pays PROVIDER for a service that later becomes eligible for Medicaid or other third party coverage, then PROVIDER agrees to deduct the amount paid by COUNCIL on its next invoice. In the event the PROVIDER has submitted a final invoice, PROVIDER shall reimburse COUNCIL in the amount received by Medicaid or other third party payor within (30) days of receipt of that Medicaid payment. Additionally, the PROVIDER must note in the client file the date when clients become eligible for Medicaid or other third party payor. PROVIDER shall keep accurate and complete records of any fees collected, reimbursement, or compensation of any kind received from any client or other third party, for any service covered by this Agreement, and shall make all such records available to COUNCIL upon request. PROVIDER shall report such fees, reimbursement, compensation or funding to COUNCIL for such payments received which will be deducted from PROVIDER'S invoices. 8. No capital equipment shall be purchased under this Agreement. Capital equipment is defined by the Florida Statutes, Chapter 274, as items with a value greater than $750 which have a life expectancy of more than one year. 9. PROVIDER shall submit a W-9 IRS form providing the name, address and Federal I.D. number of the official payee to whom payment shall be made. 10. It is PROVIDER'S responsibility to advise the Contract Administrator, in writing, of changes in name, address and/or telephone number. V. MONITORING, REQUIRED RECORDS AND REPORTS 1. MONITORING: PROVIDER agrees: a. To assign appropriate staff as necessary to attend meetings with COUNCIL staff to discuss issues and recommendations concerning quality of service, service delivery systems, coordination of services, consumer satisfaction, records maintenance, and funding maximization, etc. b. To provide full access at administrative and service delivery sites to COUNCIL during all announced and unannounced visits, for the purpose of examination of records and data covered by this Agreement as well as observation of service, delivery, and consumer/PROVIDER staff interaction. COUNCIL and PROVIDER shall maintain the confidentiality of client services and records in full accordance with any federal or state laws or federal regulations mandating such confidentiality. C. To make all records and files pertaining to clients subject at all tinnes to inspection, review and/or audit by COUNCIL. d. That, if documentation is not readily available, then payments may be suspended until such time as PROVIDER has rescheduled another monitoring appointment to occur within thirty (30) days. Provider:City of Dania Beach P.O.W.E.R.Summer Program 2006 Contract#:06-2824 e. To respond to any monitoring findings within the time frame specified therein, that back-up documentation to be used to support the billings and outcomes provided shall be approved in writing by Contract Administrator. f. That findings of monitoring reports, responsiveness to corrective action, and all the performance requirements of this Agreement and timeliness of requested information shall be considered factors in evaluating future funding requests. g. To provide COUNCIL access to records and client files developed relevant to this Agreement regarding assessment of Outcomes beyond the expiration of this Agreement, as applicable. h. To respond to any monitoring findings within the time frame specified therein. i. Any monitoring reports and/or accreditation reports from other agencies or funding sources for similar services provided shall be submitted to COUNCIL within thirty (30) days of receipt. Such reports shall be sent to Contract Administrator. 2. REPORTS: PROVIDER agrees: a. PROVIDER agrees to comply and participate in any data collection as required by the COUNCIL. Also, PROVIDER agrees to furnish COUNCIL with any and all reports required in this Agreement within the accompanying time requirements as noted. b. In the event services similar or identical to those covered under this agreement are purchased and/or subsidized in whole or in part by another public or private funding source, notice of funding specifics shall be submitted to the Contract Administrator. c. Statistical Demographic Report: The PROVIDER agrees to maintain and report monthly (where applicable and unless otherwise prohibited by the law), information on overall client demographics which includes social security number, age, gender, race, ethnic origin, parental marital status, education levels and status in the format provided by, or approved in writing by, the COUNCIL. PROVIDER agrees to track overall client household income, other benefits received, types of services provided, and other information as required by the COUNCIL. d. Client Satisfaction Surveys: The PROVIDER agrees to furnish the COUNCIL with compiled results of any and all Client Satisfaction Surveys administered by the PROVIDER. Survey reports shall include the total number of surveys administered/mailed and the total number of surveys completed/returned. Upon COUNCIL request, PROVIDER shall submit raw data from all administered Client Satisfaction Surveys, The COUNCIL may, at its discretion, administer or require the PROVIDER to administer Client Satisfaction Surveys, as deemed necessary. i Provider: City of Dania Beach 4 P.O.W.E.R. Summer Program 2006 Contract#:06-2824 i i i f e. Client Outcome Report• The PROVIDER shall submit a Client Outcome Report, in the format provided by the COUNCIL, within time frames specified by the COUNCIL. The PROVIDER shall also report any barriers experienced in outcome achievement. The report should also include any noteworthy activities that have occurred during the'term of this Agreement. The PROVIDER shall also submit the number of clients served under this Agreement to include: the number of new clients, the number of clients terminated, and such other information as requested. f. Actual Expenditure Report The PROVIDER shall submit to the COUNCIL Actual Expenditure Reports which report by line item the actual expenditures incurred in the performance of this contract. The reports shall be submitted in the format provided by the COUNCIL. Such expenditure information will be used to aid in contract renewal and compile historical unit cost data. A year-to-date Actual Expenditure Report shall be submitted by the PROVIDER to the COUNCIL sixty(60) days pr+eFte the end date Of the- r--ARtFaGt. A FiRa4A rt''al Em,peRdituFe RepnFt shall be submitted by the PRO-VIDER to the after the end date of the contract. 3. OTHER REQUIREMENTS: a. INTERNAL DOCUMENTATION PROVIDER agrees to maintain the following, as applicable: (1) Personnel files including hiring records, job descriptions, policies, evaluation procedures, and background screening results, (2) Authorized time sheets, records, and attendance sheets, (3) Daily activity log and monthly calendar, (4) Signature of person at sites authorizing presentations, (5) Training modules, (6) Pre and post session questionnaires, (7) Client information release form, Community Resource Inventory Organizational Profile update and (8) Such other information as requested by COUNCIL. b. UNITS OF SERVICE: To document and maintain a permanent record of beginning and ending service time and date of service for all time based units of service. c. TRACKING SYSTEM REQUIREMENTS PROVIDER agrees to comply with the COUNCIL'S Services and Activities Management Information System (SAMIS), as applicable, identifying all clients referred to and from the program(s) funded under this Agreement. SAMIS shall identify the basis for any client referral, the unavailability of any services to a client(s) and the services delivered to the clients. If a client was referred to another agency, the file must include the disposition of the referral. d. PRO CHILDREN ACT COMPLIANCE The PROVIDER shall comply with Public Law 103227 Part C Environmental Tobacco Smoke, also known as the Pro Children Act of 1994, which requires that smoking not be permitted in any portion of any indoor area routinely used or leased or contracted for by an entity and used routinely or regularly for provision of health, day care, education or library programs either directly or through State or local governments, by Federal grant, contract loan, or loan guarantee. The law does not Provider:City of Dania Beach 5 P.O.W.E.R.Summer Program 2006 Contract#:06-2824 t I apply to children's services provided in the private residences, facilities funded solely by Medicare or Medicaid funds, and portions of facilities used for inpatient drug or alcohol treatment. Failure to comply with the provisions of the law may result in the imposition of a civil monetary penalty of up to $1,000 per day and/or the imposition of an administrative compliance order on the responsible entity. e. REVENUE MAXIMIZATION DOCUMENTATION PROVIDER agrees to comply with any and all reporting and documentation requirements necessary for eligibility for Federal, State and other match funding opportunities to COUNCIL for services provided under this Agreement, e.g.,Title IV- E of the Social Security Act, Temporary Assistance for Needy Families (TANF) Block Grant, Medicaid Targeted Case Management, etc. The PROVIDER shall complete all necessary and appropriate forms for all clients served under this Agreement. This data will be used by the COUNCIL in federal funding revenue maximization efforts. All eligibility information shall be reported to the COUNCIL quarterly, unless otherwise specified by the COUNCIL, and copies of all eligibility forms shall be retained in the individual client/family case files and available for unannounced review by the COUNCIL. Such eligibility information shall not be used as a determination of client eligibility for program services funded under this Agreement. VI. TERMINATION OF AGREEMENT AND NOTICE 1. It is the intent of the COUNCIL to assure consistent and orderly delivery of children's services. It is the further intent of the COUNCIL to terminate Agreements only in those situations where such action is essential for the protection of its interest and the interests of children, as determined by the COUNCIL. 2. This Agreement may be terminated by the PROVIDER without cause upon no less than forty-fiv� days notice. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. 3. This Agreement may be terminated by the COUNCIL without cause upon no less than forty-five (45) days written notice. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. 4. In the event that funds needed to finance this Agreement become unavailable, the COUNCIL may terminate the contract upon no less that twenty-four (24) hours notice in writing to the PROVIDER. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. The COUNCIL shall endeavor, whenever possible and consistent with its legal obligations and principles of prudent management to provide 30 days notice for Termination for Lack of Funds. The COUNCIL shall be the final authority as to the availability of funds and extension of notice beyond the min irnum time herein stated. 5. In addition to the rights set forth in sub paragraphs 3 and 4 above, this Agreement may be terminated by the COUNCIL with cause upon no less than twenty-four (24) hours written notice. Said notice shall be delivered by certified mail, return receipt requested, Provider: City of Dania Beach 6 P.O.W.E.R. Summer Program 2006 Contract#:06-2824 or in person with proof of delivery. The COUNCIL at its discretion may waive any breach by the PROVIDER in writing, but such waiver shall not constitute a waiver of any further breaches, including breaches of the same type. 6. The above provision shall not limit the COUNCIL'S right to remedies at law or to damages. VII. AUDIT RIGHT AND RETENTION OF RECORDS COUNCIL shall have the right to audit the books, records, and accounts of PROVIDER that are related to the Scope of Services under this Agreement. PROVIDER shall keep such books, records, and accounts as may be necessary in order to record complete and correct entries related to the Scope of Services under this Agreement. As defined in the Florida Single Audit Act, the PROVIDER agrees to allow the COUNCIL, the comptroller, the Auditor General or other auditing body access to its records as required by Florida Statutes 215.97, Florida Single Audit Act. PROVIDER shall preserve and make available, at reasonable times for examination and audit by COUNCIL, all financial records, supporting documents, statistical records, and any other documents pertinent to this Agreement for the required retention period of the Florida Public Records Act (Chapter 119, Florida Statutes), if applicable, or, if the Florida Public Records Act is not applicable, for a minimum period of the Agreement Term of this Agreement and for three (3) years after termination of this Agreement. If any audit has been initiated and audit findings have not been resolved at the end of the retention period or three (3) years, whichever is longer, the books, records, and accounts shall be retained until resolution of the audit findings. If the Florida Public Records Act is determined by COUNCIL to be applicable to PROVIDER'S records, PROVIDER shall comply with all requirements thereof; however, no confidentiality or non-disclosure requirement of either federal or state law shall be violated by PROVIDER. Any incomplete or incorrect entry in such books, records, and accounts shall be a basis for COUNCILS disallowance and recovery of any payment upon such entry. VIII. OWNERSHIP OF DOCUMENTS Any and all reports, photographs, surveys, and other data and documents provided or created in connection with this Agreement are and shall remain the property of COUNCIL. In the event of termination of this Agreement, any reports, photographs, surveys, and other data and documents prepared by PROVIDER, whether finished or unfinished, shall become the property of COUNCIL and shall be delivered by PROVIDER to the Contract Administrator within seven (7) days of termination of this Agreement by either party. Any compensation due to PROVIDER shall be withheld until all documents are received as provided herein. IX. INDEPENDENT CONTRACTOR PROVIDER is an independent contractor under this Agreement. Services provided by PROVIDER shall be by employees of PROVIDER and subject to supervision by PROVIDER, and not as officers, employees, or agents of the COUNCIL. Employee compensation, personnel policies, tax responsibilities, social security and health insurance, employee benefits, travel, per diem policies and other similar administrative Provider:City of Dania Beach 7 P.O.W.E.R.Summer Program 2006 Contract#:06-2824 • procedures applicable to services rendered under this Agreement shall be those of PROVIDER. X. SUBCONTRACTING PROVIDER shall not assign the responsibility of this Agreement to another party or subcontract for any of the work contemplated under this Agreement, without prior written approval of the Contract Administrator. No such approval by the Contract Administrator shall be deemed in any event or in any manner to provide for the incurrence of any obligation by the COUNCIL in addition to the total dollar amount stated in this Agreement. All such assignments or subcontracts shall be subject to the conditions of this Agreement and to any conditions of approval that the COUNCIL shall deem necessary. XI. FINANCIAL STATEMENTS 1. Within 120 days of the close of its fiscal year, PROVIDER agrees to submit to the COUNCIL a certified independent fiscal audit of all its corporate activities and any accompanying management letter(s). This audit shall be conducted in accordance with auditing standards generally accepted in the United States of America and standards contained in the Government Auditing Standards issued by the Comptroller General of the United States. The fiscal audit must also be conducted consistent with the United States Office of Management and Budget Circular A-133, Audit of States, Local Government and Non-Profit Organizations and the Florida Single Audit Act, Florida Statutes 215.97, as applicable. Audit extensions may be granted in writing by the Contract Administrator upon receipt in writing of such request with appropriate justification by the PROVIDER. 2. Supplanting: the PROVIDER shall not use funds provided by the COUNCIL to replace funds from other funding sources. XII. BOARD MEMBERS AND MEETINGS Within 30 days of the effective date of this Agreement, PROVIDER will submit to the COUNCIL a calendar of its scheduled Board meetings for the current fiscal year and an updated list of Board Members. XIII. PUBLICIZING COUNCIL SUPPORT PROVIDER agrees to identify the COUNCIL'S support on its letterhead, agency newsletter, and other printed materials, and to utilize every reasonable opportunity to publicize the support received from the COUNCIL. COUNCIL agrees to provide PROVIDER with a camera-ready logo for such use. XIV. PUBLICATIONS PROVIDER agrees to supply the COUNCIL, without charge, up to three (3) copies of any publication developed in connection with implementation of programs addressed by • this Agreement. Such publications will state that the program is supported by the Provider: City of Dania Beach 8 P.O.W.E.R.Summer Program 2006 Contract#:06-2824 • COUNCIL. PROVIDER agrees that the COUNCIL will have unlimited use of copyrighted materials developed under this Agreement. XV. CONFIDENTIAL INFORMATION The PROVIDER, its agents, employees or subgrantees will not use or disclose any information concerning a recipient of services under this contract for any purpose not in conformity with state statutes and any applicable federal regulations (45 CFR, Part 205.50) except upon written consent of the recipient, or his/her responsible parent or guardian when authorized by law. XVI. SECURITY OBLIGATIONS PROVIDER shall maintain an appropriate level of data security for the information the PROVIDER is collecting or using in the performance of this contract. This includes, but is not limited to, approving and tracking all PROVIDER employees that request system or information access and ensuring that user access has been removed from all terminated PROVIDER employees. XVII. CLIENT RISK PREVENTION AND INCIDENT REPORTING 1. PROVIDER shall immediately report knowledge or reasonable suspicion of abuse, neglect, or exploitation of a child, aged person, or disabled adult to the Florida Abuse Hotline on the statewide toll- free telephone number (1-800- 96ABUSE). As required by Chapters 39 and 415, FLORIDA STATUTES, this is binding upon both the PROVIDER and its employees. 2. In the event of critical incidents such as serious client accident, injury or death, PROVIDER shall advise the Contract Administrator immediately by phone and in writing within twenty-four (24) hours. All pertinent information such as Agency Incident Reports, Police Reports, actions taken, etc., shall be furnished by the PROVIDER to the Director of Program Services within twenty-four (24) hours.of the incident, or receipt of such information. XVIII. NONDISCRIMINATION Programs receiving funding from the COUNCIL shall not discriminate against an employee, volunteer, or participant of the PROVIDER on the basis of race, color, gender, sexual orientation, religion, national origin, citizenship, disability, or age except that programs may target services for specific participant groups as defined in the application. Additionally, agencies receiving funds shall demonstrate the standards, policies, and practices necessary to render services in a manner that respects the worth of the individual and protects and preserves the dignity of people of diverse cultures, classes, races, religions, sexual orientation, and ethnic backgrounds. XIX. INDEMNIFICATION CLAUSE PROVIDER shall at all times hereafter indemnify, hold harmless and, at COUINCIL'S option, defend or pay for legal representation to defend COUNCIL, its officers, agents, . servants, and employees against any and all claims, losses, liabilities, and expenditures Provider: City of Dania Beach 9 P.O.W.E.R. Summer Program 2006 Contract#:06-2824 of any kind, including attorney fees (including at all levels of appeal), court costs, and expenses, caused by negligent act or omission of PROVIDER , its employees, agents, servants, or officers, or accruing, resulting from, or related to the subject matter of this Agreement including, without limitation, any and all claims, demands, or causes of action of any nature whatsoever resulting from injuries or damages sustained by any person or property. Any PROVIDER who is a state agency or subdivision, as defined in Chapter 768.28, Florida Statues, agrees to be fully responsible for its acts of negligence, or its agents' acts of negligence when acting within the scope of their employment or agency, and agrees to be liable for any damages resulting from said negligence. Nothing herein is intended to serve as a waiver of sovereign immunity by any PROVIDER to which sovereign immunity may be applicable. Nothing herein shall be construed as consent by a state agency or political subdivision of the State of Florida to be sued by third parties in any manner arising out of any contract or under this Agreement. XX. INTELLECTUAL PROPERTY RIGHTS The PROVIDER will indemnify and hold harmless, COUNCIL from liability of any nature or kind, including costs and expenses for or on account of any copyrighted, service marked, trademarked, patented or unpatented invention, process, article or work manufactured or used in the performance of the contract, including its use by COUNCIL. If the PROVIDER(S) uses any design, device, materials or works covered by letters, service mark, trademark, patent, copyright or any other intellectual property right, it is mutually agreed and understood without exception that the proposal prices will include all royalties of costs arising from the use of such design, device, or materials in any way involved in the work This article will survive the termination of any contract with COUNCIL. XXI. INSURANCE 1. PROVIDER shall maintain in force for the term of this Agreement comprehensive general liability in the minimum amount of three hundred thousand dollars ($300,000) per occurrence bodily injury and property damage combined single limit. Such policy will be evidenced by a Certificate of Insurance which reflects COUNCIL as an additional insured and provides thirty (30) days prior written notice of cancellation. The Certificate of Insurance shall also be in compliance with Florida Statute 440 (Workers' Compensation Law). Further, PROVIDER will maintain professional liability insurance in the minimum amount of Three Hundred Thousand Dollars ($300,000) for each claim, subject to insurance market availability and affordability. Such policy will be evidenced by a Certificate of Insurance which provides thirty (30) days prior written notice of cancellation. Each renewal of the respective Certificate of Insurance provided for above shall be submitted to the COUNCIL. Failure to submit the respective Certificate of Insurance such that a current Certificate of Insurance, shall result in suspension of any monies due and owing for any outstanding invoice of the PROVIDER by the COUINCIL. PROVIDER shall submit two (2) copies of their current Certificate of Insurance to the Provider:City of Dania Beach 10 P.O.W.E.R. Summer Program 2006 Contract#:06-2824 i i Program Services Specialist when this Agreement is signed with renewals of same annually thereafter. 2. If PROVIDER'S insurance is provided by a municipality and at any time the municipality is unable or unwilling or otherwise ceases to provide insurance to COUNCIL for injury, damages, or liability which may arise out of the performance of this Agreement, PROVIDER shall be responsible for providing sufficient insurance in amounts and under terms required by COUNCIL. COUNCIL, in its sole discretion, shall determine what constitutes sufficient insurance. Documentation shall be submitted by PROVIDER to the Contract Administrator. XXII. AMENDMENTS: ASSIGNMENTS 1. No modification, amendment or alteration in the terms or conditions contained herein shall be effective unless contained in a written document executed with the same formality and of equal dignity herewith. However, the Contract Administrator for the COUNCIL may sign a modification, amendment or alteration to the terms and conditions of this Agreement where there is a change to Exhibit A, Scope of Services, to reduce the Contract Amount, or to change performance outcomes. 2. This contract or agreement is personal to the parties herein and may not be assigned, in whole or in part, by the proposer without prior written consent of COUNCIL. The PROVIDER herein shall not assign payments under this contract or agreement without the prior written consent of COUNCIL. XXIII. WAIVER OR BREACH Waiver or breach of any provision of this Agreement shall not be deemed to be a waiver of any other subsequent breach and shall not be construed to be a modification of the terms of this Agreement. XXIV. DEFAULT In the event that the awarded PROVIDER(s) should breach this contract, COUNCIL reserves the right to seek remedies in law or in equity. XXV. REPRESENTATIONS AND ACKNOWLEDGMENTS 1. PROVIDER represents to COUNCIL that upon the execution of this Agreement and continuing throughout the Agreement Term the following are true and correct. In the event that any of the following representations become at any time not true, the PROVIDER shall immediately provide written notice of same to the Contract Administrator. a. There have been no irregularities involving its management or employees that could have a material effect on PROVIDER'S operations or financial stability. b. PROVIDER has committed no violations or possible violations of laws or regulations the effects of which should be considered by COUNCIL prior to entering into this Agreement. Provider: City of Dania Beach 1 1 P.O.W.E.R. Summer Program 2006 Contract#:06-2824 c. There are no material transactions that have not been properly recorded in the appropriate document(s) or disclosed. d. Related party transactions as defined by generally accepted accounting principles and related amounts receivable or payable have been properly recorded or disclosed. e. It maintains appropriate active license(s), which are all in good standing and have not been revoked or suspended, where PROVIDER is operating a facility or providing a service where any type of licensure is required, including, but not limited to federal, state, county and local law. f. PROVIDER represents that all persons delivering the services required by this Agreement have the knowledge and skills, either by training, experience, education, or a combination thereof, to adequately and competently perform the duties, obligations, and services set forth in the Scope of Services and to provide and perform such services to COUNCIL'S satisfaction for the agreed compensation. g. PROVIDER shall perform its duties, obligations, and services under this Agreement in a skillful and respectable manner. The quality of PROVIDER'S performance and all interim and final product(s) provided to or on behalf of COUNCIL shall be comparable to local state and national best practice standards. 2. PROVIDER acknowledges that: ® a. Verification of liability protection, shall accompany this Agreement upon execution of this Agreement by PROVIDER. b. Information, guidance and technical assistance offered by Program Services Specialist, or any other staff, whether written or verbal, in no way constitutes a guarantee of execution of this Agreement by the COUNCIL and should not be relied upon as a basis for doing business, delivering service, expending financial resources or expectation of receipt of payment. XXVI. PUBLIC ENTITIES CRIMES ACT PROVIDER represents that the execution of this Agreement will not violate the Public Entities Crimes Act (Section 287.133, Florida Statutes), which essentially provides that a person or affiliate who is a contractor, consultant or other PROVIDER and who has been placed on the convicted vendor list following a conviction for a Public Entity Crime may not submit a bid on a contract to provide any goods or services to COUNCIL, may not submit a bid on a contract with COUNCIL for the construction or repair of a public building or public work, may not submit bids on leases of real property to COUNCIL, may not be awarded or perform work as a contractor supplier, subcontractor, or consultant under a contract with COUNCIL, and may not transact any business with COUNCIL in excess of the threshold amount provided in Section 287.017, Florida Statues, for category two purchases for a period of thirty-six (36) months from the date of being placed on the convicted vendor list. Violation of this section shall result in cancellation of this Agreement and recovery of all monies paid hereto, and may result in debarment from COUNCIL'S competitive procurement activities. Provider: City of Dania Beach I RO.W:E.R. Summer Program 2006 Contract#:06-2824 XXVII. GOVERNING LAW AND VENUE 0 This Agreement shall be governed, construed,ed, and controlled according to the laws of the State of Florida without regard to its conflict of laws provisions. Any claim, objection or dispute arising out of the terms of this Agreement shall be litigated in the Seventeenth Judicial Circuit Court in and for Broward County, Florida. XXVIII. COMPLIANCE WITH LAWS The parties shall comply with all federal, state, and local government laws, codes, ordinances, rules, and regulations in performing its duties, responsibilities, and obligations related to this Agreement. XXIX. SEVERABILITY In the event a portion of this Agreement is found by a court of competent jurisdiction to be invalid, the remaining provisions shall continue to be effective unless COUNCIL or PROVIDER elects to terminate this Agreement. An election to terminate this Agreement based upon this provision shall be made within seven (7) days after the finding by the court becomes final. XXX. CIRCULARS, STATUTES AND COMMON RULES The source of the COUNCIL'S funding is local dollars; thus the PROVIDER does not need to conduct a separate single audit under this contract. The PROVIDER shall use the following Circulars as a guideline for managing the COUNCIL'S funding: 1. Administrative Requirements: OMB Circular A-102 "Grants and Cooperative Agreements with State and Local Governments," OMB Circular A-110 "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations." 2. Allowable Costs: OMB Circular No. 87, "Cost Principles for State and Local Governments," OMB Circular No. A-21, "Cost Principles for Educational Institutions," OMB Circular No. A-122 "Cost Principles for Nonprofit Organizations" and OMB Circular A-133, "Audits of State, Local Governments and Non-Profit Institutions." 3. Florida Statutes 215.97, Florida Single Audit Act. XXXI. HIPAA ADDENDUM Both parties agree to satisfy the standard for personal health information contained in the federal and state statutes and regulations, including, without limitation, any regulations promulgated under HIPAA (Health Insurance Portability and Accountability Act), as applicable. Both parties agree that as a result of,the business relationship and as defined in the HIPAA Final Privacy Rules 65 CFR Parts 160 to 164 December 28, 2000, Contractor is possibly considered a Business Associate of Hospital District, and may be a Chain of Trust Partner under the HIPAA Proposed Security Rules. Business rules will be appended to this contract detailing the privacy and security requirements Provider: City of Dania Beach 13 P.O.W.E.R. Summer Program 2006 Contract#:06-2824 and practices that a Business Associate is required to meet. If HIPAA Transaction Standards and Code Set Final Rules at 45 CFR Parts 160 and 162, August 17, 2000, apply due to any electronic bills Contractor may submit to Hospital District, Contractor agrees .that the billing information shall meet HIPAA Transaction Standards and Code Set Final Rules. If requested by the Hospital District, Contractor agrees that it will enter into an appropriate Trader Partner Agreement, Business Associate Agreement, and/ or Chain of Trust Agreement as necessary to comply with the aforementioned rules. The parties agree to negotiate for thirty (30) days with the goal of reaching a mutually agreeable Trading Partner Agreement, Business Associate Agreement and /or Chain of Trust Agreement. If the parties fail to agree and fully execute such an Agreement or Agreements by the end of thirty (30) days, either party may terminate this Agreement upon written notice to the other party. XXXII. MULTIPLE ORIGINALS This Agreement may be fully executed in two (2) copies or more by all parties, each of which bearing original signatures, shall have the force and effect of an original document. IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement on the respective dates under each signature: This twenty-six (26) page contract, inclusive of Exhibit A and Exhibit B, is hereby executed as follows: Approved as to form by: JOHN MILLEDGE, ESQ. Republic Tower, 110 S.E. 6th Street, 151h Floor Fort Lauderdale, Florida 33301 Telephone: (954) 761-8640 Fax Number: (954) 761-8979 John illedge, Esq. Provider: City of Dania Beach 14 P.O.W.E.R.Summer Program 2006 Contract#:06-2824 PROVIDER: COUNCIL: City of Dania Beach SIGNED SIGNED BY: rfc Gr- BY:C2C1h'C NAME: Ivan Pato NAME: Carole Andrews TITLE: City Manager TITLE: Chair DATE: M" r7, -i2oo , DATE: 1� 9-1 PROVIDER Federal Identification #: 59-6000302 Attachment: Exhibit A, Scope of Work and Exhibit B, Program Schedule Provide notary attestation for PROVIDER'S signature below: STATE OF FLORIDA ) COUNTY OF BROWARD ) The foregoing Agreement was acknowledged before me this I day of 2006 by bi4u%�EAIf �GC(ZS as PC 1kx, C lTIJ 119,4.Q 4r c:ini n�' b ,[`�y}7�—E�)c / (Name of Signatory) (Title) (Name of Entity) a �n','f,1ttY t P,j 1 (- �nar��'" ---�--(Type-at,Entity) on behalf of the corporation/entity. He/She is rsonally kno to me or produced identification. Type of identification produced: jt�h cfi _l Notary — tate of Florida } Print Name: _ Yb�-,L- t c? - (Seal) ,,,w,,11MX6?, mission expires: •� •��,MlsaloN°, y /. • t �t #DD 495ra9 •Q= i9< 0"odmN : under Provider: City of Dania Beach 15 P.O.W.E.R. Summer Program 2006 Contract 4:06-2824 EXHIBIT A SCOPE OF WORK Agency name: City of Dania Beach Program Name: P.O.W.E.R. Summer Program 2006 Contract #: 06-2824 1. Method of Service Delivery The PROVIDER shall provide .a Summer Camp or Summer Activity Program that serves children ages 5 years and up who are not enrolled in a School Board sanctioned education program (Le. Head Start), and who are NOT participating/enrolled in other year round child care arrangements AND who are (1) children of low income families in the general population, and/or (2) children with special health care needs. As a Summer Challenge Program 2006, the program shall focus on prevention and early intervention services that target children by developmental stages to improve school success, social adjustment, readiness for social transition or readiness for self- sufficiency while addressing specific outcomes. The PROVIDER shall present youth with opportunities for a recreational camp experience enhanced by academic and fitness skill building activities, and is expected to serve a diverse group of students representing a wide range of geographic and experiential backgrounds. The program shall provide a balance between the academics, athletics or sporting events, and social activities. The program shall have engaging, challenging, and interesting reading and mathematics components while giving children a chance to learn from one another. 1. Program Type The Provider shall provide the following type(s)of summer youth program (s): Summer Day Camps providing daily activities for children who are transported to the site each morning and who return to their homes at the end of each day. 2. Program Intent The Positive Outlooks With Educational Rewards (P.O.W.E.R.) Summer Camp Program shall provide a safe, fun and educational summer program to children. In addition to the required program components, the following activities shall be included: social skills building, weekly cultural arts activities, computer usage and cooking instruction. Mentors and foster grandparents, in conjunction with local senior citizens, shall volunteer at the summer program. Provider:City of Dania Beach 16 P.O.W.E.R.Summer Program 2006 Contract#:06-2824 The summer program shall also provide a Junior Achievement program which utilizes an economics and business curriculum for children in kindergarten through 61h grade that focuses on self, family, and community. Pre and post testing shall be conducted to measure the program's effectiveness and value, Each week the Summer program shall focus on six (6) different cultures that are predominant in the City of Dania Beach. The program shall focus on the following six (6) cultures: Haitian, Cuban, Puerto Rican, American, African and Native American. Children shall learn about these cultures through field trips, cultural arts presentations and activities, music and cooking projects. On site speakers and presenters shall provide additional information during the weekly heritage study and facilitate fun activities to encourage children to fully understand and appreciate each others individual heritage. During the final week of camp, the program shall have a Cultural Fun Day that shall feature the six(6) cultures identified above. An exhibition of all the children's cultural arts and other projects completed throughout the summer shall be on display. 4. Target Population The program shall serve children of the following ages and developmental stages: ➢ Young children, ages 5 to 10 ➢ Early adolescents, ages 11 to 12 The Provider shall provide services to the following population (s): General Population Children These are children who participate in general education programs and do not require special assistance during the school year, but are considered at-risk due to economic disadvantage. Providers serving special needs populations shall be knowledgeable of the special needs associated with the range of disabilities they may encounter during the summer program, how each of these disabilities can affect learning and behavior, and what instructional practices and accommodations have proven effective. In accordance with State and Federal laws, the Provider shall ensure special needs children are afforded the same opportunities as the general population. Programs shall embrace and implement programming which ensures inclusion. "Inclusion is defined as the process and practice of educating students with disabilities in the general education classrooms of their neighborhood school, with the supports and accommodations needed by that student." The Provider shall extend the concept of "inclusion" by providing services to children with disabilities during the course of administering summer programs to the general population; to the extent that services can be provided in a safe environment, and incorporating as many of the critical factors for successful inclusion as possible, as delineated in the Request for Proposal. Provider: City of Dania Beach 17 P.O.W.E.R. Summer Program 2006 Contract#:06-2824 5. Service Delivery Core Services Program Services shall be provided to address the specific needs of clients. They shall include: � � Servtce Name antl Descriphvn ' a y � Partrc parrts�f to be served L r . tiT Daily Reading - Minimum of one (1) hour per day of reading activities 150 that are creative, fun, and designed to foster a love of learning. The activities shall incorporate at least one (1) method from Group A (i.e. reading aloud, creating plays or skits from favorite books, or assigning reading buddies), and one (1) method from Group B (i.e. keeping journals, starting a newsletter or newspaper, or writing stories.) Moving with Math - Minimum of one (1) hour session two (2) times 150 per week of mathematics activities delivered by a certified teacher that are creative, fun, and designed to maintain and increase math skills delivered in a non-threatening, positive and encouraging manner. (Note: Math sessions may be delivered in smaller blocks of time throughout the week.) Physical Fitness and Nutrition- Minimum of one 1) hour per day of 150 structured physical fitness activities, using the SPARK or other well defined curriculum. The fitness component shall reflect a variety of activities and encourage active participation regardless of the particular skill level of the children in a fun, engaging way that promotes teamwork and cooperative play. Program shall include activities that provide opportunities for children to learn about nutrition and making positive nutritional choices. Cultural Arts Education- Cultural arts activities shall provide children 150 with opportunities and experiences, such as, participation in drama or dance classes, painting, cultural music activities and story telling. Drowning prevention /water safety - youth shall participate in one 150 (1) hour of weekly swimming lessons provided by Swim Central. The Provider shall ensure that the staff member (s) responsible for delivering the math component are professional certified teachers, and the staff member(s) responsible for delivering the reading component are individuals with demonstrated ability, competency and interest who have been trained in reading curriculums. The Daily Schedule of Activities shall, in general, be as indicated in Exhibit B. Provider; City of Dania Beach 18 P.O.W.E.R.Summer Program 2006 Contract#:06-2824 1 Service Locations: The Provider shall provide summer program services at the following location(s): Collins Elementary School 1050 NW 2nd Street Dania, FI 33004 Provider shall provide the Council a copy of the agreement for the use of space from the site location owner to the Provider authorizing use of the site for the program. Provider shall notify the Council in writing of site changes within three (3) days. Site changes are subject to Council approval. Dates/Days/Hours of Operation: The provider shall operate the summer program from May 30, 2006, until August 11, 2006, Monday through Friday, in accordance with the adopted School Board of Broward County school calendar, with daily hours of operation from 7:45 a.m. through 6:00 p.m. II. Staff Qualifications Staff positions, qualifications and duties shall be as described in the following chart and personnel files will be reviewed for compliance: N y # POSItIOn Education Experience t 1Zutr<es t °lo of time k ° 4 s to ttae 1 Parks and x Minimum of Oversee After School In Kind Recreation Master's 10 years Programs, Inc. to Match Director Degree experience ensure all aspects of in the field grant requirements are of being met Recreation 1 Computer Bachelor's Minimum of Maintenance and In-Kind Technician Degree 2 years upgrades of Match experience computers, printers, in programming, and the Information internet Technology 1 After School Master's Minimum of Organize, plan, and 20% Programs, Degree 15 years supervise the Inc. experience educational and Director of in the Public recreational programs Education School which includes site System visitation and staff meetings Provider:City of Dania Beach 19 P.O.W.E.R.Summer Program 2006 Contract#:06-2824 # Poston Education Experience 1 After School Bachelor's Minimum of Administration, record 20% Programs, Inc. Degree 1 year keeping, data Grants 40 hour ASP experience collection coordinator Administrator child care as a Grants and organizer of training plus Administrat performance data and ASP or invoicing Management training 1 After School Bachelor's Minimum of Assist Director of 100% Programs, Inc. Degree or 1 year Education with Site Director CDA or AA experience supervisory Degree or 60 in childcare. responsibilities of all college counselors and credits with 6 children attending credits in summer camp early program. Insures all childhood counselors are education implementing all ASP program activities. Management Plans and prepares Training; schedules, daily HRS 40 activities and hours; ASP supervises children 40 hour child and staff at all times care training both on site and during including field trips. CPR 10 After School H.S. diploma; Previous Responsible for direct 100% Programs, Inc. HRS 40 childcare supervision of children Counselor hours and experience and implementing all ASP 40 hour is a plus. program activities child care training including CPR Provider: City of Dania Beach 20 P.O.W.E.R. Summer Program 2006 Contract#:06-2824 r # IPosttton Education Experience' KS, buttes %oftme tlev�t�ed 461 ep�e a u. progcam= 6 After School Bachelor's Minimum of Responsible for 50% Programs, Inc. Degree 1 year or assisting students with Teacher Teacher's more tutoring and Certification teaching implementing both experience reading and math components of summer camp program III. General Operating Information A minimum of one-hundred-and-fifty (150) children shall be served during the period of May 30, 2006, until August 11, 2006. The minimum direct service staff to child ratio shall be 1:15 for general population students in kindergarten through high school and 1:10 for students in pre- kindergarten. Students with special needs may require lower staff to student ratios depending on the individual. This allows for the development of close bonds between the youth and an adult. All contracted staff working in the program must comply with background screening and fingerprinting requirements, in accordance with Florida Statutes Chapter 435 and Broward County background screening requirements, as applicable. The program must maintain staff personnel files which reflect that a screening result of"no findings"was received. As a result of the "Jessica Lunsford Act" (Florida Statue 1012.465) the background screening and fingerprinting requirements for School Board programs have changed. All related information is available online at the School Board of Broward County website http://www.leg.state.fl.us. Providers employing current School Board employees in possession of a valid School Board ID Badge and updated Level 2 Screening must complete a verification form. Non-School Board employees are required to obtain a Level 2 Screening and a School Board ID badge before access to school campuses is granted. IV. Units of Service 1. The Unit of Service is defined as follows: One full day of summer camp, minimum of 5 hours per child, per day. Attendance must be timed in and out by child in writing each day. Remainder of page intentionally left blank. Provider: City of Dania Beach 21 P.O.W.E.R. Summer Program 2006 Contract#:06-2824 2. The maximum number of units to be provided under this contract is as follows: May 30 2006 through ough August 11, 2006: 6758.22 units (maximum of 53 days excluding July 4 holiday X 150 children X 85%) of Full-Day Camp services (invoice type #9200GP Full Day Camp) at $18.84 not to exceed $127,325.00. Days of partial attendance of two (2) to five (5) hours may be billed at a single subunit rate of 50%, or $9.42. Total for all services combined not to exceed: $127,325.00. *Note that extended decimal places are necessary to account for partial units and ensure accuracv of dollar calculations Note: This is one-time fundinq without the option of renewal V. Method of Payment 1. Start-Up Costs: Start-up costs (unit # 8090 Start-up) shall be on a cost reimbursement basis. The Council will pay the provider for allowable costs incurred in accordance with the approved start-up budget and budget narrative, hereby incorporated by reference. Only costs incurred on or after the contract effective date and on or prior to the termination date of the contract are eligible for payment. The maximum amount of start-up funds to be paid for under this contract shall not exceed: $6 976.00. 2. Unit Costs: Client services provided under this contract will be paid as Units of service at the rates and maximum amounts as defined above in Section IV. 2. The maximum amount to be paid under this contract for units of services shall not exceed $127,325.00. 3. Value Added Expenditures: Value added (unit # 8020 Value added) expenditures shall be on a cost reimbursement basis. The Council will pay the provider for allowable value added expenditures in accordance with the approved value added budget and value added budget narrative, hereby incorporated by reference. Only value added expenditures incurred on or after the contract effective date and on or prior to the termination date of the contract are eligible for payment. Allowable expenditures include activities and experiences such as cultural arts and enrichment activities, field trip expenses (i.e. college tour, recreational field trip, cultural arts field trip). The maximum amount of flex fund, Value added funds to be paid shall not exceed: $12,114.00. 4. All payments shall be requested by the Provider in the format prescribed by the COUNCIL. COUNCIL payment will be on a bi-weekly or monthly basis, derived from Provider invoices reflecting services delivered in accordance with the contract. Agencies will not be paid for clients who do not attend sessions. Payment is contingent upon submittal of complete and accurate data in accordance with COUNCIL requirements for the reporting of client and service data information. No invoices will be processed for payment if required backup documentation has not been provided in a complete and accurate manner. The PROVIDER is required to pursue third party, Medicaid, and client payments (where i applicable), and to establish a sliding fee scale for services. Provider: City of Dania Beach 22 P.O.W.E.R.Summer Program 2006 Contract#:06-2824 . If the contract is with a Prime Vendor/Lead Agency which subcontracts delivery of services to other PROVIDERS, the Prime Vendor/Lead Agency shall be responsible for compiling the data necessary to submit a consolidated monthly invoice and all required data information reports. These funds shall not be used to supplant any other sources of funding including Medicaid, private insurance, and/or client fees. 0 date E)f thin be applied te th'S GGRtFaGt shall be a minimum ef $ iR aGGGFdaRGe with the 6. Sliding Scale Fee: The program shall maintain a sliding scale fee as identified in the proposal, herein incorporated by reference. 7. Statistical Demographic Report: The PROVIDER agrees to maintain complete and accurate data and support data quality assurance mechanisms. Failure to implement these measures may impact future funding. Remainder of page intentionally left blank. Provider:City of Dania Beach 23 P.O.W.E.R.Summer Program 2006 Contract#:06-2824 VI. Performance Measures MANDATORY OUTCOMES FOR CHILDREN IN THE GENERAL POPULATION PROVIDER shall adhere to the following five (5) required performance-based outcome measures: es/Activ"ifli"' ` Outcomes indicators s � �,iNType'of � �.i. .r .;,Evaluation Structured activities in a ChildrenNouth will 100%of children will -Staff trainedin Outcome to be safe environment remain safe. not experience a emergency response. measured the last supervised by caring Mandatory serious injury -Practice safety skills week of July by adults. (requiring emergency -No emergency room reviewing room attention), abuse visits Injury/Incident or arrest report while in -No abuse/neglect Reports. care,during the reports contract period. -No police reports One(1)hour of Children will maintain Goal: 80%of children Change in word Outcome to be interactive daily reading or improve reading will maintain or recognition measured the first activity that includes at skills. improve their reading week of enrollment least one technique Mandatory skills, as measured by and the last week of from each group: post test word July, using the San recognition by July 28, Diego Quick Group A 2006. Assessment tool • Read aloud (word recognition • Read with buddies Verification of on-site measurement tool). Group 6 reading materials that • Create plays/skits are engaging and age • Keep journals appropriate. • Write stories Children/youth will Children will improve Goal: 800/.of children Change in endurance Outcome to be participate in one(1) physical functioning. will increase their in the walk/run test. measured the first hour of daily recreation, Mandatory physical functioning by week of enrollment sports and fitness improving their and the last week of activities using the strength,endurance, July. Required SPARK or other well- and/or flexibility by July measurement tool defined curriculum to 28,2006. will capture the improve their strength, completion times for endurance,and the endurance flexibility and team walk/run. building. Children/youth will Children will maintain Goal: 80%of children Recognition and Outcome to be participate in two(2) and/or improve math will maintain or understanding of math measured the first hours, of math skills. improve their math concepts. week of enrollment enrichment activities Mandatory skills by July 28,2006. and the last week of per week using the July, using the "Moving with Math" "Moving with Math" curriculum to improve Grade Level rest as their mathematical a measurement tool. literacy and skills. Provider: City of Dania Beach 24 P.O.W.E.R. Summer Program 2006 Contract#:06-2824 .. .i f Services/Activities Goals Outcomes Intlicators Type of `-Evaluation Children will participate Children will maintain Goal 80%of children Change in score on the Outcome to be in activities to improve and/or improve will maintain or nutrition tool. measured the first nutrition knowledge nutrition knowledge. improve their nutrition week of enrollment based on the updated Mandatory knowledge by July 28, and the last week of food pyramid for 2006. July, using the CSC- children provided (www.mypyramid.org). measurement tool. For example, the well- balanced meals and snacks that are provided daily can be incorporated into nutrition lessons. PROVIDER shall ensure pre and post-testing is administered at the appropriate times using the approved tools, as described above. The PROVIDER shall submit pretest data by June 16, 2006, and posttest data by July 28, 2006. Failure to conduct pre and post-testing and/or provide subsequent outcome data reports will result in a moratorium on COUNCIL funding for a period of 12 months. Provider shall ensure pre and post-testing is administered at the appropriate times using the approved tools, as described above. The Provider shall submit pretest data by June 16, 2006 and posttest data by July 28, 2006. Failure to conduct pre and post-testing and/or provide subsequent outcome data reports will result in a moratorium on Council funding for a period of 12 months. Reports shall include the total number of unduplicated children: • served by the program each month • terminated from the program each month • currently active in the program each month ■ served the program, year to date ■ attended water safety classes, year to date • who have met the criterion for measurement for each outcome measure (minimum of 4 weeks of program participation) ® who have achieved the outcome measures As applicable, Provider shall also report in narrative form, the reasons for non-acceptance into program, dropping-out and failures to achieve the outcomes, as well as describing any factors that affected outcome achievement or measurement during the summer. Remainder of page intentionally left blank. Provider: City of Dania Beach 25 P.O.W.E.R.Summer Program 2006 Contract#:06-2824 i • EXHIBIT B 2006 P.O.W.E.R. SUMMER CAMP SCHEDULE TIME MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY 7:30-8:30 Breakfast/Fre Breakfast/Free Breakfast/Free Breakfast/Free Breakfast/Free e Choice* Choice* Choice* Choice* Choice 8:30-9:30 Moving With Moving With Moving With Moving With Magical Math Math Math Math Math 9:30-1:00 Reading Reading Instruction Reading Reading P.A.R.T.Y. Instruction With Teacher** Instruction Instruction With (Pick Anything With With Teacher** Teacher** And Read To Teacher** Yourself 11:00-11:30 Computers/ Computers/ Computers/ Computers/ Tutoring with Tutoring with Tutoring with Tutoring with Computers Teacher*** Teacher*** Teacher*** Teacher*** 11:30-12:00 Lunch Lunch Lunch Lunch Lunch 12:00-1:00 Physical Physical Physical Physical Physical Activities**** Activities**** Activities**** Activities**** Activities**** 1:00-2:00 Introduction Swim Central is a 5 Board games, Swim Central is a 5 Field Trip/ to Cultural wk program/then educational games, wk program/then Cultural Activity Week Fishing/Swimming group play Fishing/Swimming 2:00-3:00 Music/Dance Cultural Week Arts &Crafts Jr. Achievement Field to include Activity Trip/Cultural Cultural Activity • Lesson 3:00-4:00 Sports and Movie and Popcorn Nutrition Class Cultural Cooking Field Games Trip/Cultural Activit 4:00-4:15 Snack Movie and Popcorn Snack Snack Snack 4:15-5:00 Prepare for Movie and Popcorn Sports and Games Sports and Games Discussion of end of camp Cultural Week Cultural Fun to include Day readings, dances, etc. 5:00-6:00 Relax and Relax and enjoy Relax and enjoy Relax and enjoy Relax and enjoy your your friends***** your friends***** your friends***** enjoy friends***** Departure Departure Departure your Departure friends***** Departure Free Choice — includes board games, puzzles, blocks, reading **Reading Instruction with Teacher includes Read Aloud, journal writing and paired reading, etc. ***Tutoring with Teacher includes individual and group tutoring ****Physical Activities includes American Heart Association Hoops for Heart, President's Physical Challenge Activities, sports and games *****Relax and Enjoy your Friends includes quiet time activities such as chat and relax, music, Free Choice Provider: City of Dania Beach 26 P.O.W.E.R. Summer Program 2006 Contract#:06-2824 CITY OF ®AMA BEACH Agenda Item# ®� r Agenda Request Item Date of Commission Meeting: 1/24/2006 Adopt Resolution ❑X Adopt Ordinance(1st Reading) ❑ Adopt Ordinance (2nd Reading) ❑ Award Bid /RFP ❑ Presentation ❑ Continued from: m � Requested Action, (Idenfity appropn to a Action or Motkon) ° P O Authorization to apply for, accept if awarded and execute an agreement with Children's Services Council for the 2006 Summer Challenge Program; further authorizing execution of an agreement with After School Programs, Inc. in conjunction with the grant award to provide all services in conjunction with the grant. Why Action is Necessary � � , _ +, . . -.z_ m �� The City has an opportunity to apply for grant funding (up to 87.5%)with Children's Services Council for the 2006 Summer Challenge Grant. If awarded, this will be the third year of the P.O.W.E.R. Summer Camp program,funded by CSC and operated by After School Programs, Inc. (ASP). Staff recommends, if grant is awarded, to enter into an agreement with After School Programs, Inc., again for the third year, to operate the program to ensure all requirements and guidelines are met and/or exceeded. hat Action Accomplishes The submittal of the 2006 Children's Services Council Summer Challenge Grant; acceptance if awarded and execution of agreements; further authorization for execution of an agreement with After School Programs, Inc. in conjunction with the grant award. Purchasing Requests ONLY y;-:. Dept: 7208 Recreation Summer Program Acct#: Amt: Fund: General: ❑ Water: ❑ Sewer: ❑ Stormwater: ❑ Grants: ❑ Capital: ❑ _ e NW Summar41 y Explanation/Background Staff requests approval for the submittal of the Children's Services Council (CSC) 2005 Summer Challenge Grant application, authorization to accept if awarded and execution of an agreement. Staff further requests execution of an agreement between After School Programs, Inc. and the City of Dania Beach, in conjuction with the grant award, to provide all services for the Summer Camp program. After School Programs, Inc. has provided this services for the past three years for our after school program and the past two years for our summer camp program. The P.O.W.E.R. After School and Summer Camp programs have been and continue to be very successful. Staff requests the continuation of this partnership. i Fis m cal Impact/Cost SumaryY N 87.5% grant funded 12.5% match (LLEBG funding; LEFT funding; cash match; in-kind services) ON Exhibits Attached x P x Resolution Grant application Exhibit 1 Exhibit 2 Exhibit 3 Exhibit 4 Exhibit 5 Exhibit 6 Exhibit 7 Exhibit 8 m q Authorized Signatures„ ., s.x... Submitted by Bonnie Temchuk Date 01/13/06 Department Director Bonnie Temchuk Date 01/13/06 HR Director Date Finance Director Patricia Varney Date 01/17/06 City Attornev Date City Manager Ivan Pato Date 01/17/06 Cjty'Clerk 1Jse ' r 3 xj Commission Action: Approved: ❑ Denied: ❑ Continued to: ❑ PsOmWoEnRm Positive outlooks With Educational Rewards Summer Camp Program fF( zf n. a`? r rrt�� b sreY� s�N E g '� *� "�' � ... �•4"n Ana� �`:�'$ �`a� �r�s 3.Ta r,'._ I_ Mg Z flu to.%0 1 T%T, 0 Fm "D'A N I A B PE AU'08"e4, H F � a w , u Summer Challenge Program 2006 1 February 1, 2006 PgD'S FIRS, �Qo�PpD'S F1gsr '�CORPoRATED A�P P.O.W.E.R. SUMMER CAMP PROGRAM ,"CORI'ORATED y0' Table of Contents Data Input 1 Application for Funds: Part I: Applicant Agency Information 2 Part II: Organizational Capability — Section A 3-5 Section B 5-7 Section C 8-11 Proposed Staff Information (Section D) 12-13 Program Outputs and Outcomes 14-18 Budget Summary (Section E) 19 Budget Narrative for Requested Funding 20-30 Unit Cost Budget 31 Part III: Additional Requirements: 31-38 Additional Back-up Sections 1 — 6 IRS W-9 Form/Financial Audit Section 1 Monitoring Reports Section 2 Organizational Charts Section 3 Cultural Arts, Field Trips, Outings List Section 4 Daily Activity Schedule Section 5 Letter of Su ort/Lease Agreement Section 6 Support/Lease 9 r" CHUBREN'S SERVICES IA a rm w r�1 �l'lPt!'fll'i�(.l1N11/1' 1 ATTACHMENT SUMMER CHALLENGE 2006 DATA INPUT FORM a. Agency Legal Name City of Dania Beach b. CEO Email Address i ato ci.dania-beach.fl.us c. Start-Up Amount Requested $5,574.00 d. Operating Amount Requested +$141,233.00 e. Total Amount Requested (Start-Up+ Operating Amount) _ $146,807.00 f. #To Be Served 150 g. Average Cost Per Child (Total Operating Amount Requested "Divided By' $941.55 Number to be Served c .1. f= ' h. Service Site Addresses Collins Elementary School Use separate additional sheets as necessary) 1050 NW 2 Street, Dania Beach, FL 33004 i. Site Name Street City Zip Code Address J. Collins Elementary School 1050 Dania Beach 33004 k. NW2St M. n. o. Population to be served ®General Population Ages 5 to 12 ❑Special Needs Ages _to ❑Other(Explain) Ages to . Program Name P.O.W.E.R. Summer Cam q. Contact Phone Email Name Number Address r. Program Contact Person Bonnie 924- btemchuk@ci. 954- 13 Temchuk 3692 dania- ' ' beach.fl.us s. Model Type if applicable) t. Swimming Component XYes [:]No u. Name of Partner(s) Collins Elementary School `ifapplicable `. v. Fiscal Agent Information (corporate name, City of Dania Beach address, phone number, email address) 100 W. Dania Beach Blvd. "if applicable Dania Beach, FL 33004 Summer Program Challenge 2006 1 RFP#06-PS-022 ATTACHMENT Application for Funds Common Grant Application for Human Services in Broward County this edition distributed by: Children's Services Council of Broward County Summer Program Challenge 2006 Part Section A: Applicant Agency Information: Cover Sheet 1. Agency Legal Name: City of Dania Beach 2. Main Administrative Address: 100 W. Dania Beach Blvd. 3. City&State: Dania Beach, Florida 4. Zip Code: 33004 ' 5. Telephone Number: 954-924-3613 6. Fax Number: 954-921-2604 7. CEO/Executive Officer: Ivan Pato 8. Office Phone Number: 954-924-3610 9. Chief Financial Officer: Patricia Varney 10. Office Phone Number: 954-924-3620 11. Agency Contact Person: Bonnie Temchuk 12. Office Phone Number: 954-924-3613 13. Contact e-mail address: btemchuk@ci.dania-beach.fl.us 14. Contact fax Number: 954-921-2604 15. Type of Entity: Corporation Private for-Profit Private Not-for-Profit Unit of Government Federal State County _2QL City Other: 16. Licensed to do business in Florida? 17. Federal Identification Number: XX Yes; _No; N/A. 59 6000 302 Section B: Program & Budget Information 18. Target Population: General Population XX Special Needs Inclusion 19. Total unduplicated#to be Served:150 Ages to be Served: ❑ 3-5 ® 6-10 ❑ 11-13 ❑ 14-17 ❑ 14-22 20. Total Amount of Request $146,807.00 + Total Match $54,120.00 = Total Program Value $200,927.00 Section C. Certification of Accuracy and Compliance 21. 1 do hereby certify that all facts,figures, and representations made in the application(s)are true and correct. Furthermore, all applicable statutes,terms, conditions, regulations and procedures for program compliance and fiscal control, including but not limited to,those contained in the Bid Solicitation and Core Contract will be implemented to ensure proper accountability of contracts. I certify that the funds requested in this application(s)will not supplant funds that would otherwise be used for the purposes set forth in this project(s)and are a true estimate of the amount needed to operate the proposed program(s). The filing of this application(s) has been authorized by the contracting entity and I have been duly authorized to act as the representative of the agency in connection with this application(s). I also agree to follow all Terms, Conditions, and applicable federal and state statutes. Further, I understand that it is the responsibility of the agency head to obtain from its governing body the authorization for the submission of this application. Evidence of this authorization must be provided within 21 days of notice of award. I further understand that such contract award may be rescinded for failure to provide such documentation. Lastly, I hereby attest that all work contained within this proposal is the unique and original product of the agency I represent, and has not been pla d or duplicated in any way from another agency's work product. ' Ivan Pato City Manager Print Authoriz 0 a Authorized ffici 's Title 7bG thoriz ffi I's Signature in Blue Ink Date Summer Program Challenge 2006 2 RFP#06-PS-022 Part II # Section A. Organizational Capability ' 22. Provide a concise description of the Agency, including its history, years of operation, general service mission, and primary services provided. If proposal is being submitted by a service provider and fiscal agent in partnership, describe roles of both partners. Your response is limited to 250 words (approximately one half page). The City of Dania Beach was incorporated in 1904 as Broward's first city. The City operates under a Commission-City Manager form of government and provides services to an estimated 27,477 residents. The Commission appoints the City Manager, who is the Chief Administrative Officer of the City and is responsible for implementing policies adopted by the City Commission. There are seven specific departments within the City,Administrative Services, Finance, Fire-Rescue, Law Enforcement, Community Development, Public Services and -' Parks and Recreation. The Parks and Recreation Department would oversee the summer camp t . program. This department offers a wide range of activities and programs to address the highly diversified recreation,cultural and environmental interests of all children, youth, adults and senior citizens residing or visiting the City of Dania Beach. The Department includes three divisions: Programming, Facilities, and Athletics/Aquatics. In FY2002, the City utilized a portion of the Community Development Block Grant (CDBG) for grounds improvements at C.W. Thomas �. Park and through FRDAP and Swim Central grants, provided many improvements to CW Thomas Park. Improvements included walking paths, pavilions, tables, basketball court resurfacing, a junior basketball court, and improvements to the swimming pool. "Positive Outlooks With Educational Rewards" (P.O.W.E.R.)After School Program at C.W. Thomas Park Recreation Center, officially began in August, 2003 and the P.O.W.E.R. Summer Camp program began in June, 2004. This program has and continues to be very successful in all aspects, including improved educational, behavioral and physical outcomes. Because of the tremendous success of this program, through Children's Services Council grant funding, we are requesting funding to for the continuation of our P.O.W.E.R. Summer Camp program. If approved for funding, the City of Dania Beach would enhance and enrich children, ages 5 to 12 with a summer camp that will be a continuation of our P.O.W.E.R. "Positive Outlooks With Educational Rewards"After School program. We will continue to contract with After School Programs, Inc. to insure the continuation of the quality of this program. P.O.W.E.R. Summer Camp will continue to provide a quality program for the children ages 5 to 12 throughout the City of Dania Beach. We will also continue to contract with After School Programs, Inc., a non-profit corporation that was established in 1991. Their goal is to provide both children and families with safe, quality childcare programs. They have experience in and have provided before and after school care, summer camp and full day programs. After School Programs, Inc. serves thousands of children varying in socioeconomic and .� culturally diverse backgrounds throughout Broward County. Their programs offer a wide variety of developmentally appropriate activities which include '. homework assistance, tutoring, reading and writing programs and computer Summer Program Challenge 2006 3 RFP#06-PS-022 technology. Recreational activities include indoor and outdoor sports and games, art, music, drama and cooking. The mission of After School Programs, Inc. is to enhance and enrich the lives of children while meeting the needs of the children, families,.schools and communities that the serve. Their goal is to - � , y provide economically disadvantaged children with a safe, supervised, fun program that promotes student success, which helps to reduce the risk of substance abuse and youth crime. 23. Is the Agency accredited? _Yes, X No. (After School Programs, Inca is accredited) 24. If yes, by whom: Southern Association of Colleges and Schools SACS as well as the Commission on International and Transre-gional Accreditation (CITA) Level of Accreditation: Full Accredited Period of Accreditation: — yJanuary December 2006 . " 25. Is the Agency certified b the Broward Count Program Development Research and 9 Y Y Y 9 P Evaluation Division? X Yes, — No. If yes, what is the expiration date? October, 2006 -' If no, has the agency begun the licensing process? Y or N 26. What is the Agency's fiscal year? Beginning: October 1 Ending: September 30 27. Attach a copy of your most recent financial audit to your application completed by a CPA registered to do business in the State of Florida and conducted in accordance with Generally Accepted Accounting Principles. Smaller agencies (those agencies with annual revenues less than $300,000) may submit unaudited compiled financial statements prepared by a CPA. See RFP, Section III.D for fiscal requirements. Attached as Section 1 28. Does the Agency carry comprehensive general liability insurance? _X Yes, ❑No. If yes, state the amount: $ 1 million per occurance/$2 million general aggregate . If no, or if the amount is less than $300,000, the Agency must agree to purchase a minimum of $300,000 comprehensive general liability insurance prior to contract execution. Affirm Yes or No. 28. Does the Agency carry the following types of insurance? No Amount o Yes n f Coverage Professional X $1 million Property X $16,557,966 Auto X $1 million Please indicate whether our agency will be transporting children: X Yes or No Y 9 Y P 9 — ❑ 29. Provider Service History: X Previous Summer Program Provider X Existing After School Provider ❑ Provider of other Council programs Summer Program Challenge 2006 4 RFP#06-PS-022 30. If applicable, lease attach an. previous monitoring reports for similar services P P Y P 9 P completed within the past twenty-four (24) months. If not applicable, please include a statement to that effect. Attached as Section 2 31. If you have received non-CSC funding for similar services in the past twenty-four (24) months please indicate the funding information in the chart below.Add or delete rows as necessary. Funder Annual Contract Period Type of Service Amount mm/ —mm/ Local Law Enforcement $20,673.00 10/04 to 10/06 After school Block Grant and summer cam Local Law Enforcement $20,000.00 10/05 to 10/07 After school Block Grant (JAG and summer Program) cam ' Summer Food Program $50,000.00 06/05 to 08/05 Breakfast; Lunch; for Summer Camp Program Part II Section B. Organizational Capability 32. Describe the Agency's experience, if any, in providing summer program services to the proposed population. If proposing a Service Provider/Fiscal Agent partnership,describe both areas of expertise (Limit your response to 1 page). Because of the success of our P.O.W.E.R. Summer Camp Program for the past two years, the City, if funded, will continue with this much needed professional, quality summer camp program for the children that attend Collins Elementary School. We will, once again, enter into a contract with After School Programs, Inc. to provide all personnel. This will insure quality personnel, experienced professionals, and the proper educational, social and physical activities for the children. After School Programs, Inc. has provided quality programs to thousands of children throughout Broward County for the past 15 (fifteen)years and their extensive experience in providing year round programs will allow the City of Dania Beach to provide a quality summer camp program for the children attending Collins Elementary School in Dania Beach. The City of Dania Beach has provided summer camp programs at C.W. Thomas Park Recreation Center, Frost Park and P.J. Meli Park for the past 30 years. Three years ago the City applied for and received funding to provide a summer camp program to enhance educational, physical and emotional well being in the children attending Collins Elementary School, located at C.W. Thomas Park Last year we applied for and were approved to expand the program to include ' two additional sites, Frost Park and P.J. Meli Park. These summer camp • programs were very successful in providing children with safe, supervised programs and monitoring reports indicated improvements in all children that Summer Program Challenge,2006 5 ' RFP#06-PS-022 attended the program. Due to damage caused b Hurricane Wilma w ar p 9 9 Y e e unable to provide services to these three sites. We have suffered extensive damage to our recreational centers as well as our parks. In speaking with the of Collins Elementary School if funding is approved,we will provide the principal rY 9 pp , P.O.W.E.R. Summer Camp Program at the school site. We will continue to use the swimming pool at C.W. Thomas Park, which is located directly across the ' street from the school. Our P.O.W.E.R.After School Program and past Summer Camp Programs have helped in obtaining the City's goal of raising the overall grade of Collins Elementary, which is a Title 1 school. The improvements seen in children attending the P.O.W.E.R. After School Program and Summer Cam . 9 g p continue to be significant in all areas; educational, social and physical. These children continue their journey of seeing themselves and their surroundings different) and realize the importance of getting y p , g tt g a good education, the need to be kind to one another and learn ways to work out problems and the need to eat well balanced meals, just to name a few. These children have been introduced to educational computer games and the internet through our Computer Lab p 9 9 p , have learned how to cook nutritious meals and snacks with our cooking classes, have improved their reading and comprehension through books, activities and computer programs and have begun to take pride in themselves and their community. The continuation of this program will maintain the many benefits that shine through these children's behaviors on a daily basis. 33. Describe the population to,be served including race/ethnicity, geographic factors, risk factors, etc. If serving children and youth with special needs and/or adolescents, tailor your response specifically to those populations. Include discussion as to why you selected your particular youth population and their needs for summer programs. Describe how you determined number of children to be served and why. Limit your response to 250 words (approximately Y2 page) The population to be served will be the children attending Collins Elementary as well as all children throughout Broward County. Because the P.O.W.E.R. After 9 Y School Program provides care for the children of Collins Elementary, we will provide flyers, newsletters, announcements, and notification to parents and/or guardians of the children attending Collins Elementary School. The City of Dania Beach will also have information posted on our City website, notices throughout City Hall and Recreation Centers and discussions during regular Commission meetings advising everyone that this summer camp program is open to all children attending Broward County schools, K-5. COLLINS ELEMENTARY SCHOOL Enrollment: 380 : DEMOGRAPHICS: INCOME LEVELS: FCAT LETTER GRADE: White: 9.7% Eligible for free/reduced meals: 2004/05 B o 0 Black: 72. /0 9 75.3/0 2003/04 C Hispanic . 14.5% 2002/03 C Other 2.9% 2001/02 D • The total number of children we to serve is 150. This number is based propose on past enrollment and provides us the opportunity to continue to provide a Summer Program Challenge 2006 6 RFP#06-PS-022 quality program. Because of the income levels, risk factors and FCAT letter- grade of Collins Elementary, the need to provide a professional, quality program is essential. The City of Dania Beach, in conjunction with After School Programs, Inc. would like to once again, have the opportunity 9 9 to provide this much needed service to the youth of our community as well as children throughout Broward County. With the approval of our grant request, we will be able to continue the process of improving the scholastic as well as social skills p P 9 for the youth, thereby improving the community. The many risk factors children must deal with on a daily basis will be addressed in the proposed summer camp program. The continuation of our quality P.O.W.E.R. program, for youth q Y p 9 attending Collins Elementary School and other elementary schools throughout Broward County, wil(.allow us to continue to provide an excellent program throughout the summer. Ultimately, we strive to provide community pride and as our motto says, "UNITY within the CommUNITY°. 34. Describe ro ram participant eligibility b answering each of the following four p 9 p p 9 Y Y 9 9 questions: a. Gender: XNo restriction, ❑Male only, ❑Female only b. Age: ❑ No restriction, or, 5 years to 12 years (specify exact range) c. Income: ❑ No restriction, or, ❑Below a given % of the federal poverty level: ❑100% ❑133% ❑150% ❑185% ®200%, or ❑Other(specify income _ Y criteria): d. Residence: ❑No restriction, ®Broward County, City: ❑Other (specify area): Summer Program Challenge 2006 7 RFP#06-PS-022 1 r. Part II Section C. Service Information ' 35. List the specific services to be provided b this requested program and th,• p p y q p g a number of participants that will receive each service. Note that the number of participants served can be a duplicated number, but not within the same service. Participants can receive more than one service. Lines may be added, if there are additional services in the proposed program. Number of Service Name and Description Participants to be served P.O.W.E.R. "Positive Outlooks With Educational Rewards" Summer Camp Program 150 Will include all following activities Reading curriculum including keeping journals, reading 150 buddies, word recognition, all with certified teachers at a 1:25 ratio Computer classes including internet access, educational 150 games in reading, math and comprehension for all grade '. levels Moving with Math will be used to maintain and increase 150 math skills with certified teachers at a 1:25 ratio .' . Physical Fitness, Nutritional education including use of the 150 Nutritional Tool provided by Children's Services Council, cooking classes, a Kidz Cookbook and field trips that focus on keeping our body healthy. Cultural Arts Program, where the children focus on a 150 specific heritage via local artists, speakers and field trips relating to cultural arts (a total of nine (9) speakers/presenters and/or field trips. Swim Central Drowning Prevention/Water Safety Program 150 (5 weeks, twice a week) at CW Thomas Recreation Center swimming pool Recreational Field Trips — Imax, Roller Skating, Bowling, 150 Swimming a total of 2 field trips) Summer Program Challenge 2006 8 RFP#06-PS-022 36. .. Program Intent: do you hope to accomplish, if funds are provided? If children and 9 Y p p youth with special needs or adolescents describe in detail what program strategies will be used to meet the needs of those populations(See RFP, Section II.A). If serving. Limit '. your response to 250 words (approximately Y2 page). The main goal of P.O.W.E.R. "Positive Outlooks With Educational Rewards" Summer Camp Program is to continue to provide the same type of programming, with the same success, that our after school program and past two year's summer camp program has shown for youth within our community. ' With services contracted with After School Programs, Inc. we will continue to enhance educational and social skills, provide weekly cultural arts programs, continue our computer program as well as our cooking program, and our physical endurance program including swimming instruction, all in a safe and secure environment. The swimming pool is located directly across the street from Collins Elementary School (site location) and the school playground area will be used for all outdoor activities. The educational skills as well as other skills proposed will provide the opportunity for these children to continue educational enhancements, preparing them for the upcoming school year as well as providing cultural arts, computer, cooking, swimming lessons, and physical endurance. This will be achieved through a set dai.ly'schedule which will adhere to the requirements of this grant, including reading, math and comprehension ' teaching, tutoring, social skills improvements, increased physical endurance, enhancement of computer skills, cooking (which teaches both reading and math comprehension skills), and mentors and foster grandparents in conjunction with our Senior Group which will enhance the social skills to be taught). We are also, for the second year, implementing a Jr. Achievement program, ' which entails an economics and business curriculum for children in kindergarten through grade 6 that focuses on ourselves, our families, our community, our city, our region, our nation and our world. Pre and post testing will be conducted to measure the program's effectiveness and value. Discussions will be held by presenters from Junior Achievement focusing on the many careers available to them and will provide the opportunity to role play their choices. The cultural arts program will include field trips to museums and theatres as well as artists/presenters coming on site. On site speakers/presenters will provide valuable information about the weekly heritage study and will provide information and fun activities to encourage children to fully understand and appreciate each individual heritage. The final week of camp,we will have a Cultural Fun Day that will feature all six Countries, States or Heritages. Booths will be set up to display costumes made, drawings, essays, and pictures of field trips. Every child will be able to speak on these six heritages and proudly display their works of art. Other exhibition booths will be set up to display all projects reading and math, cooking, social skills,field trips, physical activities, etc.) achieved throughout the summer. The children will be told of this exciting one day event at the beginning of the summer camp program and will begin preparation. They will determine who should be invited, how they should be invited, what day, what time, what should be displayed, how it should be displayed, what food should be served, what games should be played, etc. They will also prepare invitations for their guests the hold discussions on how to plan a day long event. This will provide these children the opportunity to learn what the process is of preparing for a Summer Program Challenge 2006 9 RFP#06-PS-022 large event and each child will be guided along to ensure a great outcome. Friends and families of the children as well as residents and visitors will be invited to attend the P.O.W.E.R. Cultural Fun Day. Ultimately we want to 1. r provide each child ® . : p c d the opportunity to shine for the entire day, showing the many achievements they have accomplished throughout the summer. ' With the 'P.O.W.E.R. After School Program, we have seen an increase i g e In educational, behavioral, and physical endurance in the children that attend Collins Elementary School. They are beginning to take pride in themselves and their community. We want to continue this movement - y e t by providing, once again, our P.O.W.E.R. Summer Camp. If approved, the funding Will allow us to continue providing the youth of our entire community the opportunity over the .' summer to improve their learning, swimming, social cultural arts computer and p 9, 9, p cooking skills. We continue to see the improvements of the children that have attended both the P.O.W.E.R. After School Program and the Summer Camp program. These children need the continuation; these children deserve the continuation of this program. Please help us help these children through the funding of our summer camp program. 37. Where will the services be provided? Identify specific address for office locations, schools, parks, churches and/or community centers. Explain how the youth will access the program(s) at the site(s)selected. Limit your response to 250 words(approximately '/2 page). Because of the demolition of the city's C.W. Thomas Park Recreation Center and construction of a new C.W. Thomas Recreational Complex, our P.O.W.E.R. Summer Camp program will be held at Collins Elementary School which is located at 1050 NW 2 Street, Dania Beach, Florida 33004. Swimming lessons will be provided through Swim Central at the C.W. Thomas Park swimming pool located directly south of the elementary school. Children will be walked to the swimming pool for lessons and then return to the school for all activities. Youth will walk, ride their bikes, take the free community bus or be dropped off by parents and/or guardians in the morning and will be picked up by parents and/or guardians in the afternoon. Because this program has been extreme) 9 P 9 Y successful for the past three years, and because the youth that attend the program are from the community that the elementary school is located, many of '. the children have forms signed b their parents and/or guardians that allow them 9 Y p to walk to the Summer Camp program or use the free community bus. Children are required to have a parent and/or guardian pick them up in the afternoon. This give the counselors an opportunity to speak to the parent and/or guardian 9 pp Y P p to ensure that needs are being met for the children both in Summer Camp as well as at home. It also gives the counselors a chance to provide help, if needed, to the adults of the home. This help will be provided in the form of informational brochures, phone numbers of various agencies, opportunities for evening computer classes, or just a comforting word. 38. When will the services be provided? Identify the days of the week and hours of operation. How does the schedule meet the needs of children, youth and families?Limit your response to 250 words (approximately '/ page). Summer Program Challenge 2006 10 RFP#06-PS-022 Services will be provided as follows: ' Monday through Friday 7:45 a.m. to 6:00 p.m. The final day of school is Thursday, May 25th, but on Friday, May 26th the school board is conducting a teacher planning day, therefore our P.O.W.E.R. After : ..4 School Program will be held on that Friday. The following Moncig is a legal holiday, Memorial Day and we will be closed. On Tuesday, May 30` the P.O.W.E.R. Summer Cam will begin. Th Y p g e summer camp program will continue Monday through Friday except for one other legal holiday, July 4th. We anticipate the new school year beginning on Monday, 1 A st August 21 and therefore will hold the final Summer Camp day on Friday, August 18th. We have and will continue to provide year round programming consisting of both our P.O.W.E.R. After School and P.O.W.E.R. Summer Camp programs. 39. A sliding fee scale is required. Explain how such a scale will work within your program. Demonstrate your understanding of the benefits of using g a sliding fee scale, and any barriers that you may anticipate. Limit your response to 250 words (approximately '/2 page). Demographics for the area surrounding Collins Elementary School show that more than 51% of the population is at or below the poverty level. Prior to receiving funding for an after school program and summer camp program, the City offered students a safe secure place to go after school and for six weeks during the summer. The charge for the program was $.50 per day. We ' attempted to raise the rates and found that these parents and/or guardians could p p not afford it and therefore would remove their child/children from the program. Communicating with the community, we were told that these parents and/or guardians had to decide whether they would purchase food, pay a bill or send their child to after school or summer camp. Obviously, they choose not to send their child/children (and these are the children that truly need and deserve to attend). Three years ago, we were approved for funding for an After School Program through Children's Services Council that would greatly enhance all the areas that needed improvement in the children of this community. We knew if the children were to attend, we could not increase our fees. We, the City, committed to provide the best After School and Summer Camp programs, keep the fees at a minimum (which is $.50 per day, per child) and offset the cost with grant funds from Children's Services Council, Local Law Enforcement Block Grant funds, cash and in-kind services. ' Therefore we will I continue as last year, providing this service for $.50 per day ($2.50) per week, per child. The City of Dania Beach will continue as it has in the past, to provide the difference in cost through matching funds. The charge for the summer camp ($.50 per day, $2.50 per week, per child) will include f breakfast, lunch, one snack and all field trips, activities and swimming lessons. Summer Program Challenge 2006 1 1 RFP#06-PS-022 U N M Q p �. No L � o�� G> .N ' .1 O O 'CL, o O O O fl- N O C O N c0 N N cu � � C 2 C CU M O U - c0 cn N Q C ._ Lp N C C O > U O "� c6 a) cII a) a) N C , O O U c0 7 Q a) N w ' E _� O N O O -D I U W cB U + U N (/J s E cn w N •C O Q _E G?;r � O C O L C r- p O N c6 Q- 3 Y N L_ L 3 a N O O Qcr � co 6 CU cn E L -N O a C L- O U U L -0 C c0 0) � 0 O C C _C 'C7 c9 6 M O O C LO -' C C N L O O ca O- O 0 m U U C. 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Em i E 0 cvo 0 U o0 U s . • U .E U . cn W o •= N .O V ' 3. > 0 0 a+ 5 0 O cn r-. OOa) p j w a E n`. a- �, a) M U) ~ cn co — E aj p Ewaa)) o > n -0 � c�a o a 0 m 0 L m c a o o E cn c p O a) c U) N N a) C ul in O 00 O O O Z Q U O C cn c > co C O LO Q Q- p U m O a) _ 0) O C U N Q N � a) -c � >, a) O C s E E = 0 C) + O O c a) N 00 C O "- CU m C C 00 .E � 70 Q-N O (0 C a) O mE 3co Qco o ° _ L °co N>, (D a) ' O_ co ` C co cm cc C C N p io y � a) 'm > a) a -E 4) —_ 03 0 Edo L 'u QO Q a V) C U E EY O Co QU o moo. a) (D C) C t. Co O N 'C . cna) Ecn � a dO > m � cc X 0 mc c E — a) co 0 co co co a) r c a (D o U O N O L A C N NLL 0c w. O co p — 0) N a) � .9Y @ O fl M a) t EUfn � N — v cooaE c 4) 3 E - 0 >, cu N in 7 L C 0 >i C Q C 'o a) ` O. O a) Ecavc > 0 o = o as . v O E `- m e a o m = > > Esc L a,a a) 0 j - co LL U . � .. 3 CLc CL N or Part II Section E. Budget 42. ' Program Budget Summary 9 9 Budget provided in Excel Spreadsheet which includes: Budget Cover Sheet Budget Summary Budget Details Summer Program Challenge 2006 19 RFP#06-PS-022 . 1----------------------------------------------i I . Children's Services Council of Broward I i Budget Cover Sheet Name of Agency: City of Dania Beach I I I Program Name: P.O.W.E.R. Summer Camp p I Contract Period: 5/30/06 to 8/18/06 Contract Number: 1 I 1� I Budget Prepared By: Bonnie Temchuk I 1.. Contact Phone M 954-924-3613 ' ( Date Prepared- --—-—-—-—-—-—- --------------------------------I --r - - - ---- - -- -- --- ------- yiease remember to compete the sale 1 and frine s^umrn�ry for all s6tes. This qua IncluesG ALL Igor x �st�ons k re�usted bYour ec Refer t® ast Y ----------------------------------------------------------------------------------------------------------- :1 1 ______________________________ _ __ __._._________._.____.._._...._. ......... ....... ... . . -_ For Children's Services Council Use Budget Approved by: (Name of CSC Staff) 1 Date Approved: Budget input in Samis: Budget approved in Samis: Initial Budget Amendment in Samis: 4---------------------------------------------------------------------------------------------------------J 20 CGABudgefforms.xls Rev: 06/21/2005 Children's Services Council - Budget Summary Name of site: o Contract Number: 0 ro ram: P.O.W,E.R. Summer Camp Contract Period: 5/30/06 to 8/18/06 COLUMN A Account Council Funding COLUMN B Percent '.' Series Section 1. BUDGETED COSTS Request (%) Calculations a. Staff Salaries $ 98,266.00 b. Staff FICA Benefits Only $ 7,517.00 7.65% c. Staff Benefits Other than FICA $ 3,292.00 3.35% d. Total Staff Benefits $ 10,809.00 Staff Benefits Costs Percent of Staff Salaries 110/0 Total Personnel Cost $ 109,075.00 1000 Staff Training $ - 1200 Local or Out of Town Staff Travel $ - 1300 Contractual Serv/Consultants/Prof Fees $ - 1400 Space and Utilities $ 5,163.00 1500 Equipment (more than $750 per item) $ - 160o Expenses $ 3,600.00 8010 Flex Funds Cost Reimbursement $ - 8020 Value Added Cost Reimbursement Only) $ 8,745.00 8090 Start-up Cost Reimbursement) $ 5,574.00 Subtotal $ 132,157.00 8900 Administrative Costs $ 14,650.00 ** TOTAL REQUEST $ 146,807.00 Admin Costs Percent of Total Request 10.0% ** Section 2. MATCHING CONTRIBUTIONS a. CASH $ 43,580.00 b. IN-KIND $ 10,540.00 c. TOTAL MATCH $ 54,120.00 *** Match Percent of Total Requested- 36.9% *** Section 3. TOTAL PROGRAM VALUE (Total of Sections 1. and 2.) $ 200.927.00 o. ' , I:\BTemchuk\children coucil grant info\Summer Camp 2006\CGABudgetForms.xis/Budget Sum Site 1 -1/30/2006 21 hildren's Services Council-Budget Detail Name of site: Contract Number: 0 ro ram: P.O.W.E.R. Summer Camp Contract Period: 5/30/06 to 8/18/06 BUDGET CATEGORY/LINE ITEM Amount Charged to Contract Program Costs a) Staff Salaries: List each position by title of employee (if available). Show the annual salary rate and the percentage of time to be devoted to the project. Rates of pay paid for employees performing work associated with the proposed program to be funded must be consistent with that paid for similar work within the applicant organization. Include formulas used to calculate fringe benefits. Only include positions that are direct costs to the program. Acct Desc Name/Position Method of Calculation 1300 1 Director of Education -ASP, Inc 8 hr a day/58days @$45 hr x 20% $ 4,176.00 1300 1 Grants Administrator-ASP, Inc 2 hrs a day/58 days @ $15 hr. $ 1,740.00 1300 1 Site Director-ASP, Inc 11 hrs a day/58 days @ $20 hr $ 12,760.00 1300 10 Program Counselors-ASP, Inc 10 counselors: 9.5 hrs a day/58 days @ $9 hr $ 49,590.00 1300 6 Certified Teachers-ASP, Inc 6 Teachers: 4 hrs a day/50 days @$25 hr $ 30,000.00 Total Staff Salaries rounded to whole dollars) $ 98,266.00 ' 1ABTemchufthildren coucil grant info\Summer Camp 20061CGABudgetForms.xlsBudget Detail Site 1.-1/30/2006 22 44 thildren's Services Council-Budget Detail Name of site: '3 Contract Number: 0 ro `ram: P.O.W.E.R. Summer Camp Contract Period: 5/30/06 to 8/18106 BUDGET CATEGORY/LINE ITEM Amount Charged to Contract b) Staff Benefits: Show formulas used to calculate fringe benefits. If calculations differ by position or classification, show each position or classification separately. Acct Desc Name/Position Method of Calculation 1300 FICA All positions$98,266 Required at 7.65% $ 7,517.00 AND (if applicable) a %of Salaries for additional benefits (excludes FICA) such as: retirement, insurance, workers comp, unemployment etc. 1300 WC/Unemp All positions$98,266 Workers Comp/Unemployment 3.35% $ 3,292.00 t Total Staff Benefits rounded to whole dollars) $ 10,809.00 Staff Benefits Percent of Staff Salaries 11.0% I:\BTemchuk\children coucil grant info\Summer Camp 2006\CGABudgetForms.xlsBudget Detail Site 1-1/30/2006 23 -thildren's Services Council-Budget Detail Name of site: Contract Number: . 0 ro ram: P.O.W.E.R. Summer Camp Contract Period: 5/30/06 to 8/18/06 ` BUDGET CATEGORY/LINE ITEM Amount Charged to Contract Staff Training: Show any costs budgeted for staff training. Include detail and method for _ calculations. Note the positions or classifications to be trained and include any costs associated with attendance to training conferences or seminars. Include projected 1000 registration costs, air travel, hotel, etc., as applicable. Acct Desc Name/Position Method of Calculation (Examples: registration, air fare, car rental, hotel, personnal vehicle mileage, etc.) 1000 start up costs listed in start up funds Total Staff Training (1000) rounded to whole dollars $ - Local or Out of Town Staff Travel: Show positions requiring travel, mileage rates, 200 monthly mileage estimates and total budgeted reimbursement. Acct Desc Name/Position Method of Calculation (Examples: local miles, non-local miles, tolls, parking, miscellaneous travel, etc.) N/A Total Local or Out of Town Staff Travel 1200 (rounded to whole dollars) $ - ' lABTemchuk\children coucil grant info\Summer Camp 2006\CGABudgetForms.xlsBudget Detail Site 1-1/30/2006 24 hildren's Services Council-Budget Detail Name of Site: Contract Number: 0 ro ram: - P.O.W.E.R. Summer Camp Contract Period: 5/30/06 to 8118/06 BUDGET CATEGORY/LINE ITEM Amount Charged to Contract Contractual Services/Consultants: For each contractual staff, consultant, or contracted service, list the position title, the name if known, the services to be provided, rates of pay, work products and method of payment, e.g., hourly rates, daily rates, price per deliverable, 1300 etc., and justification of need for the contractual service(s). Name/Title of Contracted Service to be Provided/ Acct Desc Consultant/Service Method of Calculation (Examples: consultant, other professional fees, other, etc.) 1300 all services contract with ASP, Inc to provide amounts for all listed under other areas staff, field trips, cultural arts and transportations Total Contractual Services/Consultants 1300 rounded to whole dollars) $ - Space and Utilities: Show monthly and annual cost projections for space and utilities 400 (based on square footage). If lease is full-service, indicate as such. Acct Desc Line Item Method of Calculation (Examples) (Examples: rent, electricity, maintenance/janitorial services, etc.) rental Collins Elementary School 89.01 per day at 58 days $ 5,163.00 1400 janitorial Collins Elementary School total cost provided under in-kind services Space and Utilities (1400) (rounded to whole dollars $ 5,163.00 Capita Equipment($750 or more per item): Itemize non-expendable items to be purchased or leased with Council funds (tangible property having a useful life of more than one year and having an acquisition cost of$750 or more per item). Describe if the property or equipment will be purchased or leased. Briefly explain how the equipment is necessary 500 for the success of the program. Acct Desc Line Item Justification Method of Calculation (Examples: computers, software, furniture and fixtures, etc.) N/A Total Capital Equipment $750 or more 1500 rounded to whole dollars) $ - - 1A13 remchuMchildren coucil grant info\Summer Camp 2006\CGABudgetForms.xlsBudget Detail Site 1-1/30/2006 25 hildren's'Services Council-Budget Detail Name of Site: . . Contract Number: 0 ro" ram: P.O.W.E.R. Summer Camp Contract Period: 5/30/06 to 8/18/06 BUDGET CATEGORY/LINE ITEM Amount Charged to Contract Expenses: Itemize expendable items and show how the amounts were calculated. Expenses include but are not limited to office supplies, communications, printing and postage, training materials, field trips. Expenses also include expendable items costing less than $750 such as books, testing instruments, tape recorders, etc. Generally, supplies 1600 include any materials that are expendable or consumed during the course of the project. Acct Desc Line Item Method of Calculation (Examples: program supplies, assessment/test supplies, books, curriculum materials, phones/cells/pagers, postage, printing, snacks/food, daily client transportation, field trips/value added activities, non-capital equipment(Less than $750), etc.) 1600 6 sessions Junior Achievement 6 sessions at$600 per session $ 3,600.00 '1600 Cooking Supplies provided under cash match Printing and Supplies provided under cash match Weekly flyers for Parents provided under cash match Snacks provided under cash match Use of CW Thomas Swimming provided under in-kind match - Pool for both Swim Central lessons and swimming days Total Expenses 1600 rounded to whole dollars $ 3,600.00 ' I:\BTemchuk\children coucil grant info\Summer Camp 20061CGABudgetForms.xlsBudget Detail Site 1-1/30/2006 26 hildren's Services Council-Budget Detail Name of Site: . Contract Number: 0 ro ram: P.O.W.E.R. Summer Camp Contract Period: 5/30/06 to 8118106 BUDGET CATEGORY/LINE ITEM Amount Charged to Contract Flex Funds: If proposed program includes Flex Funds to address specified unmet family needs, project those needs and costs here. Show how projections were estimated and numbers of families anticipated to receive flex fund services. Be as specific as possible. 010 These funds are cost reimbursement funds. Services/Needs to be Met Acct Desc Include#of Families Method of Calculation i Total Flex Funds 8010 rounded to whole dollars $ - Value Added: Examples of value added programs: cultural arts, college tours, client t020 transportation etc. These funds are cost reimbursement funds. Acct Desc Detail Method of Calculation solo 5 Cultural Arts Speakers/Presenters 1 per week/5 weeks @ $225 per week $ 1,125.00 8020' 4 Cultural Field Trips 4 trips/150 children @$6 per child per trip $ 3,600.00 �8020 3 Field Trips 2 trips/150 children (bowling; skating) $ 1,800.00 $6 per child per trip solo 7 Transportation 6 trips/2 buses per trip/$185 per bus per trip $ 2,220.00 Total Value Added 8020 rounded to whole dollars $ 8,745.00 1 I:\BTemchuk\children coucil grant info\Summer Camp 2006\CGABudgetForms.xlsBudget Detail Site 1-1/30/2006 27 hildren's Services-Council-Budget Detail t Name of Site: Contract Number: 0 ro ram: P.O.W.E.R. Summer Camp Contract Period: 5/30106 to 8/18/06 • BUDGET CATEGORY/LINE ITEM Amount Charged to Contract Start-up: These funds are intended for those budget items that are needed in advance to prepare and start the program. They must be used within 90 days of the contract effective 090 date. These funds are cost reimbursement funds. Acct Desc Line Item Justification Method of Calculation 1600 expenses Books, Paper, Supplies $6 per child x 150 $ 900.00 '1600 expenses Cultural Art Materials/Supplies $5 per child x 150 $ 750.00 ,.1000 training Training Five (5) hours of training for 10 counselors and (1) $ 875.00 site director and (1.) Director of Education, provided through After School Programs, Inc. 10 counselors @ $9/hr x 5 = $450 1 Site Director @$20/hr x 5 = $100 1 Director of Education @ $45/hr x 5= $225 Printed Materials$100 1600 expenses Summer Success Reading Program 6 complete kits (one per grade) K-5 @$375 per kit $ 2,250.00` 1600 expenses Camp T-Shirts for field trips $3.50 per shirt x 200 $ 700.00 will provide shirts for each child and staff SPARK(Sports, Play &Active 1600 expenses Recreation for Kids) $99 for one unit $ 99.00 I III 1� I!� Total Start-up 8090 rounded to whole dollars $ 5,574.00 +-�'' I:\BTemchuk\children coucil grant info\Summer Camp 2006\CGABudgetForms.xlsBudget Detail Site 1-1/30/2006 28 jp,hJIO,rewi .Se(rvices Council-Budget Detail Name of site: Contract Number: 0 ro ram: P.O.W.E.R. Summer Camp Contract Period: 5/30/06 to 8118/06 BUDGET CATEGORY/LINE ITEM Amount Charged to Contract Administrative Costs: Limited to 10% of the requested amount, administrative costs must 8900 be itemized and defined and include method of calculations. Acct Desc Administrative Function Method of Calculation 8900 receptionist at both ASP, Inc. and 10% of total cost of program $ 14,650.00 City of Dania Beach; financial recording, billing, copies, storage of records; preparation for audit; office supplies for City of Dania Beach (pens, paper, toner, ink) Time provided by Finance Director Asst. to City Manager their staff I Ii II Total Administrative Function 8900 (rounded to whole dollars) 14,650.00 1ABTemchuk\children coucil grant info\Summer Camp 20061CGABudgetForms.xls8udget Detail Site 1-1/30/2006 29 • hildren's.,Services:Council-Budget Detail Name.ofSite:,. Contract Number: 0 ro ram: P.O.W.E.R.Summer Camp Contract Period: 5/30/06 to 8/18106 BUDGET CATEGORY/LINE ITEM Amount Charged to Contract Matching Contributions: Show how match is to be provided and indicate whether Cash, or in-kind. Show how worth was determined and the method of calculation. Must equal a minimum of 12.5% of total funding request. Total should agree with the amount in Match column on the right. Cash Match Acct Desc Description Method of Calculation 1600 expenses Cooking Supplies/Projects $1 per child per week $150 x 11 $ 1,650.00 lsoo expenses Printing and Supplies pencils, pens, notebooks, paper, copy paper, $ 2,000.00 toner, ink for children •I 1600 expenses Weekly Flyers for Parents paper, toner, ink $ 900.00 l 1600 expenses Snacks $.50 per day per child 150 x .50 x 58 $ 4,350.00 income $.50 per day per child x 58 total to be used for purchase of snacks $ - $4,350.00 1600 expenses breakfast and lunch for each child $1.42 per breakfast/$2.48 per lunch per child $ 33,930.00 (Summer Food Program Grant) 58 days x 3.90 x 150 1400 expenses Cultural Fun Day-food/supplies $5 per child x 150 $ 750.00 MW TOTAL Cash Match: (rounded to whole dollars) $ 43,580.00 In-Kind Match Acct Desc Description Method of Calculation 1300 salary Director of Parks & Rec. Dania Bch $83,000 per year x 5% $ 4,150.00 1300 salary Computer Tech $28 per hr x 50 hours $ 1,400.00 1400 salary Janitorial Service 3 employees x 8 hrs per day x 3 days @ $20 per hour per employee $ 1,440.00 1400 expenses Cleaning Supplies supplies needed for cleaning of Collins Elementary $ 250.00 1400 expenses CW Thomas Swimming Pool SWIM Central swimming lessons and free swim $ 3,300.00 it - _rli TOTAL In-Kind Match: rounded to whole dollars) $ 10,540.00 ' lAl3Temchuk\children coucil grant info\Summer Camp 2006\CGABudgetForms.xlsBudget Detail Site 1-1/30/2006 30 f Unit Cost Budget/ Reimbursement Summary Define each Unit of Service for this proposal, identify the cost of providing each unit, and t how many of each unit will be provided for the contract period. Service Name - Unit of Service Unit Cost # of Units $ Amount a. One Day of Summer Program Per Child $14.81 8700 $128,847.00 b. Transportation (if applicable) $.26 8700 $ 2,262.00 c. Cultural Arts/Value Added $1.16 8700 $ 10,092.00 d. Other(if applicable) (This total should equal the Total Expenses in Column 1 on Form 28,Program Budget Summary) $141,201.00 Total Provide the calculations and rationale used to determine the number of units provided and number proposed. Your response is limited to 250 words (approximately '/z page). A unit is identified as one (1) child in attendance for a minimum of 5 hours per day and a maximum of 10.5 hours per day a) A day of summer program per child is the total cost less transportation and value added including their proportion of the 10% administrative fee divided by 150 children divided by 58 days ($14.81) "' • b) The transportation cost per day per child is the transportation cost including the 10% management fee divided by 150 children divided by 58 days. ($.26) c) The Cost of the Value Added component including the 10% management fee divided by 150 children divided by 58 days ($1.16) aTotal Unit Cost Including a, b, & c = $16.23 PART III. ADDITIONAL COMMON GRANT APPLICATION REQUIREMENTS 44. If a Not for Profit, or, For Profit Organization, CEO/Executive Director's salary: If a Unit of Government, program Director's salary: $ 83,000 46. Provide a copy of your organizational chart and indicate where the proposed program reports within your organizational chart. Position responsible for the direct supervision of summer programs staff should be clearly noted. If proposal is a Service Provider/Fiscal Agent partnership, include both. Attached as Section 3 — both Cityof Dania Beach and After School Programs, �: . Inc. ` Summer Program Challenge 2006 31 RFP#06-PS-022 47. Describe how proposed services will be provided in the proposed service area. If located in one of the Mandatory Priority Areas, RFP Section II.B. Explain in detail the planning and coordination efforts made to secure a location in one of the priority cities, and how children residing in the priority areas will be recruited. Because of the extensive damage caused by Hurricane Wilma, we are unable to provide our Summer Camp at C.W. Thomas Park. Discussions and approval by the Principal of Collins Elementary School will allow the City of Dania Beach to provide, if funded, our P.O.W.E.R. Summer Camp at Collins Elementary School, locate at 1050 NW 2 Street, Dania Beach, Florida. All activities, both indoor and outdoor will be conducted at Collins Elementary School. Buses used for field trips will pick up and drop off children at the school. Swimming lessons will be held at C.W. Thomas Park swimming pool, which is located directly south of the school. The children will walk from Collins Elementary School to the swimming pool and back. 48. Please explain how transportation needs will be addressed,and how will families access the program's services? Limit your response to 250 words (approximately Y2 page). The City of Dania Beach is proposing the use of Collins Elementary School as the site for our P.O.W.E.R. Summer Camp program. Children attending Collins Elementary walk, ride their bikes or are dropped off and picked up by their parents and/or guardians when school is in session. For all grade school children throughout Broward County, Collins Elementary School is easily accessible by foot, bike, free Community Bus, BCT, or car. All students will be dropped off and picked up each day by their parents or extended family ® member, unless written permission is received to allow them to walk, ride their bike or use the Community Bus or BCT. Field trips will be using local bus companies and will be fully licensed and insured. These field trips will be provided by After School Programs, Inc and will adhere to all requirements and regulations set forth by Broward County Child Care Licensing and Enforcement. 49. Explain how your program will meet the nutritional needs of the children. Describe the snacks/meals you intend to provide (be specific) and explain how you will incorporate positive nutritional teaching within the context of your summer program. Demonstrate your knowledge of USDA guidelines and whether or not your program would qualify for USDA subsidy. Be sure to include these activities in the schedule required by question 59. Limit your response to 250 words (approximately Y/2 page). _ The City of Dania Beach participates in the Florida Department of Education Food and Nutrition Management Program. Last year, the City entered into an agreement with the School Board of Broward County to provide our summer camp breakfast, lunch and afternoon snack. We applied for and received full funding for breakfast and lunch through the Florida Department of Education. We propose, once again, to provide breakfast, lunch and an afternoon snack. We found from last year that the majority of these children did not eat breakfast Y J Y , which has been called the most important meal of the day. Each breakfast and lunch will meet or exceed the Florida Department of Education Food and Nutrition guidelines. Breakfast will be served from 8:00 a.m. to 8:45 a.m. and lunch will be served from 11:30 a.m. to 12:00 p.m. Foods, such as meats, cheeses, breads, healthy cereals, fruits and vegetables are examples of items Summer Program Challenge 2006 32 RFP#06-PS-022 that will be served for both breakfast and lunch. Snacks and drinks will consist of 100% fruit juice, milk, cheese, yogurts,"fruits, crackers, granola bars and ' crunchy vegetables such as carrots and celery. Bottle water as well as 100% fruit juice will be available at all times. The City of Dania Beach supports the nutritional needs of the children in Florida. The is designed to serve fresh well-balanced breakfast lunch and program 9 � , snacks that are appetizing to children and provides the daily nutritional requirements. It ensures that all children attending our P.O.W.E.R. Summer '. Camp continue to receive nutritious meals and snacks. 50. The Council has a strong desire to increase the literacy skills of children in our community. Explain in detail how your program will deliver the one-hour daily reading requirement. Describe how interactive reading materials will be used, and how you will ensure an adequate number and variety of those materials for children in your program. '. Your response should demonstrate your ability to be creative and engaging with this reading component. Be sure to include these literacy activities in the schedule required by question 59. Be specific in your response. Limit your response to 500 words (approximately one page). The City of Dania Beach will contract services with After School Programs, Inc. for staffing of the program. With over 15 (fifteen)years experience and a proven track record, we feel this will ensure the best program for the children. Below is a summary of details from After School Programs Inc.: According to the U.S. Department of Education, difficulty reading contributes to school failure, which may increase the risk of absenteeism, school drop out, ' . juvenile delinquency, substance abuse and teenage pregnancy. Struggling readers who take a break from reading during summer vacation risk falling even further behind. (Cooper, Nye, Charlton, Lindsay&Greenhouse, 1996) The goal of P.O.W.E.R. Summer Camp's reading program is to provide an interactive, fun print rich environment that excites children about the pleasures of reading and builds the literacy skills necessary to promote life-long success. A.S.P. will again utilize the Great Source Summer Success Reading program, designed to give children intensive instruction in the tools they need to become skilled readers. Summer Success contains five key elements to help students build essential reading strategies and includes several of the methods recommended by the Council. These include read aloud, shared reading opportunities; independent paired and small group instruction; strategies for reading, using and understanding new works; and an on-going assessment which allows the teacher to assess the student's understanding of the reading process. In Summer, 2005, 91% of the P.O.W.E.R. Summer Camp participants exceeded ,. the readingoutcome demonstrating improvement in their reading and word g p 9 recognition skills. Summer Success once again received positive feedback from the teachers, who used it, School administrators, children and parents. ` Children in the P.O.W.E.R. Summer Camp will participate in at least one (1) ' hour of interactive daily reading activities with certified Broward County teachers Summer Program Challenge 2006 33 RFP#06-PS-022 in a classroom setting. It is anticipated that..a total of six 6 teachers will be 9 p O needed — one teacher for every 25 students who will work 4 days a week for 4 hours a day, (including planning time). A counselor will be assigned to each ' teacher thus lowering our ratio in the classroom to 1:12. Our goal is that most of the teachers employed by A.S.P. during the summer will provide instruction in Collins Elementary School during the school year, thus making them knowledgeable about each child's individual needs family back , . - 9 � Y round and 9 cultural differences. Our reading program will also include journal writing. As we have done for the past two summers, each child will receive a Journal (notebook) at the beginning of camp to practice creative writing skills throughout the summer. Children will be encouraged to write about their experiences at P.O.W.E.R. Summer Camp with specific writing prompts, to create new stories or write about anything they want. Younger children will draw, cut pictures from a magazine or dictate their thoughts to a staff member. .At the end of the summer, children will take their journals home to share with their families. Children will also have the opportunity to utilize educational computer programs that help reinforce and improve reading skills Y2 hour a day, four (4) days per week. A variety of literacy materials including fiction and non-fiction books, magazines, newspapers and educational games will be available to children throughout the day. Fridays at the ROWER. Summer Camp will be P.A.R.T.Y. Day - Pick Anything and Read.To Yourself. Children will list all materials read in the back of their journals. At the end of the summer, we will have a poster created with the names of all materials read and will incorporate it into an exhibit booth at our Cultural Fun Day. All children will be pre-tested the first week of enrollment and the last week of July by certified teachers on their word recognition skills using the San Diego Quick Assessment tool at each site. The data will be collected and sent to the Grant Administrator for outcome reporting and analysis. 51. Explain in detail how your program will provide the two-hour weekly mathematics requirement and discuss in your own words why a math component would be beneficial to children during the summer months. Describe how you will use professional teachers to deliver the math curriculum appropriately. Explain the steps you will take to ensure that every youth served will receive a pre/post math skills test as provided, and your internal controls to ensure that test results are accurately scored and reported. Be sure to include these activities in the schedule required by Question#59. Be specific in your response. Limit your response to 500 words (approximately one page). The City of Dania Beach will contract with After School Programs, Inc.to provide the staffing for our summer camp program. Below is a summary of details from After School Programs, Inc. As we have done for the past two years, our program will employ certified Broward County teachers to deliver the Moving with Math component in a traditional classroom setting for t least two 2 ore week. h s g a o ( ) hours s each Each teacher will be assigned a counselor to assist with the curriculum thus reducing the overall ratio. Children will be grouped according to their age and/or grade level. Summer Program Challenge 2006 34 RFP#06-PS-022 In Summer, 2005, 93% of the children enrolled in the P.O.W.E.R. Summer Camp showed improvement in their math. skills thus exceeding the councils .' mandated outcomes. By using the Movingwith Math curriculum during the 9 summer months, children have the opportunity to practice and reinforce the math skills learned during the school year without interruption. Without this ' opportunity, children who struggle in math during the school year are at risk to fall even further behind. Moving with Math provides key math concepts such as problem solving, basic operations, patterns, algebraic thinking, measurement, geometry and data analysis. The goal of the P.O.W.E.R. Summer Camp is to provide children the opportunity to enjoy and experience success in math and begin the new school year with a greater understanding and confidence in their math skills. According to The National Council of Teachers of Mathematics, it is imperative to provide meaningful it 'p e daily practice with math concepts to improve student's confidence and proficiency with math. Special emphasis will be placed on using math skills creatively in all areas of the program. For example — a jelly bean counting contest, determining the mileage on a field trip, reinforcing knowledge of measurements during cooking, counting calories in food. A variety of math manipulative that reinforce counting, sorting, patterning, logic skills, algebra and geometry concepts will be available to use in our."Magical Math"center program every Friday. Teachers will utilize the Moving with Math placement test the first week of camp to assess a child's math aptitude. Using certified, degreed teachers has helped i . A.S.P. ensure that pre and post tests are accurately scored and reported as well as help fulfill the council's objective of providing a fun, creative, non-threatening math program. All testing results from each of our sites will be sent to our Grant Administrator who will analyze the data and report the outcomes to the Council the last week of July. 52. Explain in detail how your program will provide fun and age appropriate daily physical fitness activities. Your response should reflect a variety of modalities including individual or group activities designed to spark interest. Demonstrate how the fitness activities will be delivered and meet the requirements to increase strength, endurance and/or flexibility in children. Describe how nutrition education will be delivered and integrated into the overall program design. Be sure to specify fitness approaches in your activities schedule required by Question#56. Limit your response to 500 words (approximately one page). Today's youth are considered the most inactive generation in history with approximately 30.3% (ages 6-11) considered overweight, according to The American Obesity Association. The goal of our physical fitness and nutrition program is to encourage children to eat right, exercise and have fun while developing a healthy lifelong lifestyle. All activities will focus on increasing strength, endurance and flexibility in children. All children will participate in developmentally appropriate, organized sports, games an activities n h SPAR s P &Active Recreation r g s dbased o the K(Sports, lay ctiv ecre on fo Kids) program for at least one (1) hour per day. Children will be grouped according to age/grade level and physical activities will be scheduled in the Summer Program Challenge 2006 35 RFP#06-PS-022 is - • . '�,, r " ,afternoons. A typical SPARK session will include a brief, active warm-up for 3- 5 minutes, a main activity such as a game, dance, sport or a diversified physical . activity that may include beanbags, parachutes, jump ropes, or obstacle . courses. All activities are fun, easy, require little equipment-, and promote a variety of skills such as balancing, jumping, throwing and catching, and cooperative learning. Many of the games and activities may be used indoors on ' rainy days. Dance will be included once a week in each pro9 ram's afternoon schedule. Dance encourages children to move to music promoting cardio fitness, muscular endurance, coordination, flexibility, creativity and cultural awareness. A special themed field and Wacky Olympics will also be added to P Y our program, along with bowling and roller-skating field trips to further promote ' physical fitness skills and fun. In Summer 2005, 95% of all children enrolled in the P.O.W.E.R. Summer Camp ' programs improved their physical functioning by improving their strength, endurance and/or flexibility as evidenced by the results in the walk/run test, softball throw and shuttle run. Under the guidance of our Area Coordinator and Site Director, our staff of trained experienced year round counselors will pre-test the children the first week of camp and post test them the last week using the Walk/Run Endurance Test. All results will be analyzed and reported by our Grant Administrator to the Council the last week of July. A.S.P. has successfully incorporated nutrition into our program for the past two 1 summers. In Summer 2005, 87% of all children attending contracted program sites improved their knowledge of nutrition as measured by the "What Do You Know About Foods Tool". The objective of our nutrition program is to promote ' healthy eating habits at a young age since it will affect a child's future eating habits and health. The P.O.W.E.R. Summer Camp is planning to once again provide breakfast, lunch and an afternoon snack to all children through the Department of Education's Summer Food Program, which meets all USDA nutrition guidelines. We will also participate in the Dole "5 A Day for Better Health Program" which encourages children and their families to each 5 to 9 servings of fruit and vegetables a day. Dole provides educational materials to help implement this program. Children will prepare a, healthy cooking project weekly and create an age appropriate Kids Cookbook. Discussions will focus on nutritional value, food groups and the new food pyramid. New recipes will be added each week and the cookbooks will be put on display at our Cultural Fun Day to be viewed,and admired by all. Children will then be able to take their cookbooks home to share with their families. Fun, interactive, nutrition activities will be selected from the Nutrition Explorations website and the Dairy Council's ' program. 53. Will your program incorporate water safety instruction? If so, please describe how these services will be provided, the frequency, and benefits to the youth. If not, explain why a swimming component may not be feasible for the children you serve. Limit your response to 250 words (approximately Y2 page). With a swimming pool at C.W.-Thomas Park, which is directly across from Collins Elementary School, the Swim Central program will conduct water safety instruction for all students. The swimming instruction will be provided twice a week for five weeks. Swim Central has provided instruction for many years at Summer Program Challenge 2006 36 RFP#06-PS-022 '. the C.W. Thomas Park site and the City of Dania Beach has and continues to have a good relationship with Swim Central. Because of this, we have seen a marked improvement in our children's swimming capabilities. This is a vital program and the necessity of teaching every child to swim is essential, especially with all the lakes, canals and the ocean in close proximity to these children. All children will take a pre and post test to determine their swimming ability and their knowledge of water safety skills. 54. How will you ensure that the children in your program receive opportunities for cultural ' enrichment? Describe types of such activities you intend to provide, how will the children benefit from those activities and any past experience you have had in this area. Limit your response to 250 words (approximately '/z page). The City of Dania Beach will continue to provide weekly cultural enrichment programs. Because of the popularity of our ethnic/cultural program from our ' Summer Camp in 2004, we will once again provide this fun, educational program. The children that will be targeted for this program will primarily live in the North West area of Dania Beach, but will be advertised for all children ' throughout Broward County. This program allows children to realize that diversity and ethnic or cultural differences are something to learn about and share with others, not something to be•afraid of or immediately feel the need to hate. Broward County as a whole is a diverse ethnic/cultural community. Dania Beach shares this diversity and therefore will focus our Cultural Enrichment program with the culture and heritage of Haiti, Cuba, Puerto Rico, Africa, United • States and the heritage of Native American's. Because of this diversity, we feel these children need to explore their own heritage as well as others. As stated previously we will be providing a nine week Cultural Program for the children, to enrich their knowledge of six Countries or Heritages. Each Country or Heritage will be explored through speakers and/or field trips, research on the internet, type of food common generally eaten, learning how to say hello, goodbye, please and thank you-in the native language and making a costume, poster, map, etc. which would easily identify the heritage. The final week of camp, we will hold a Cultural Fun Day that will feature all six Countries or Heritages. Booths will be set up to display all items including costumes, drawings, essays, and pictures of field trips. Other exhibition booths will display all other accomplishments from each child (reading, writing, math, art, physical achievements, field trips, etc.). We will have the children create invitations for their families and friends, City of Dania Beach staff, including the Mayor and ' Commissioners, staff from Children's Services Council and staff from After School Programs, Inc. We will also advertise this "Cultural Fun Day"throughout City Hall, all recreation centers, and our website. There will be an open invitation to the public and announcements made at regular City Commission meetings. We will provide hot dogs, chips, soda, water, popcorn, and ice cream throughout the day. We will also provide a face painter, clown, and physical activities (basketball tournaments, in-line roller hockey tournaments, three legged race, water balloon toss, etc.). This Cultural Fun Day will provide every child the opportunity to be proud and be able to show everyone their achievements and accomplishments. Cultural Fun Day will be each child's day Summer Program Challenge 2006 37 RFP#06-PS-022 to SHINE in front of all their friends, their families, City staff, Children's Services Council staff and all visitors. For the second year, and because of its huge success, we will be including to 9 9 our P.O.W.E.R. Summer Camp the Jr. Achievement program. Jr. Achievement is an economics and business curriculum for children in kindergarten through �. grades 6 that focuses on themselves, their families, their ,community, their city, Y their region, their nation and their world. As in the past, pre and post testing will be conducted to measure the program's effectiveness and value. Since the students will be learning about the role of business and economics in their world, guest speakers are included in this component. Group discussions will be strongly encouraged with the students regarding possible careers that would chose and the vast opportunities that are available to them. The Jr. Achievement program will continue to be available to the students long after summer camp is over. This program is highly regarded as an entry way into the business world. Students are given the opportunity, through hands-on experience, to see how each job relates to an individual business and also in the business world. 55. Attach a detailed list of cultural arts opportunities, field trips/outings, and other planned outings. Your response should incorporate information provided in the Broward County Cultural Arts Directory available by contacting the Broward County Cultural Arts Division at 954-357-7457, see RFP Section ILA The directory may also be viewed on the Internet at http://www.broward.org/arts/publications/ae0l.pdf. , Attached as Section 4 - 56. Attach a schedule that reflects a week of summer activities (be specific) by day that make up atypical week of summer camp. Attached as Section 5 Summer Program Challenge 2006 38 RFP#06-PS-022 I S � Cr� o �l 1 Form YY-9 Request for Taxpayer Give form to the (Rev.January 2002) Identification Number and Certification requester. Do not Department of the Treasury send to the IRS. Internal Revenue Service N Name 0C Co -tip 1.. ''l C. t a Business name,if Aifferent from above c 0 N y T,« Individual/ Exempt from backup u Check appropriate box: El Soleproprietor ❑ Corporation ❑ 0-/LP <i Partnership Other i//_ }/-- ❑ withholding `o = y Address(number, street,and apt.or suite,-Daj Ll Requester's name and address(optional) c �^� 1 ` t a u I try �" -! CL..Yl ice. C, �1 \v _astate, and ZIE' N Q List account number(s)here(optional) 0 to Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. For individuals, this is your social security number(SSN). r cial security number However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 2. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 2. or Note: If the account is in more than one name, see the chart on page 2 for guidelines on whose number Employer identification number to enter. Certification Under penalties of perjury, I certify that: 1, The number shown on his form is my correct taxpayer identification number(or I am waiting for a number to be issued to me,, and 2. 1 am not subject to backup withholding because: (a) I am exempt from backup withholding,or(b) I have not been notified by the Internal Revenue Service (IRS)that I am subject to backup withholding as a result of a failure to report all interest or dividends, or(c)the IRS has notified me that I am no longer subject to backup withholding, and 3. 1 am a U.S. person (including a U.S. resident alien). ' Certification instructions.You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions,item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement(IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must provide your correct TIN. (See the instructions on page 2.) Sign Signature of f' Here U.S.person ► 0< i�t t-«_ ���' Date ► ' Purpose of Form What is ba6kup withh [ding?Persons making 5. You do not certify to the requester that you certain,payments to you must under certain are not subject to backup withholding under 4 A person who is required to file an information conditions withhold and pay to the IRS 30%of above(for reportable interest and dividend return with the IRS must get your correct such payments after December 31, 2001 (29% accounts opened after 1983 only). taxpayer identification number(TIN)to report,for after December 31, 2003), This is called "backup withholding-" Payments that may be subject example,income paid to you,real estate Certain payees and payments are exempt transactions, mortgage interest you paid, backup withholding include interest, dividend broker , from backup withholding. See the instructions on acquisition or abandonment of secured property, broker and barter exchange transactions,rents, page 2 and the separate Instructions for the cancellation of debt, or contributions you made royalties, nonemployee pay,and certain Requester of Form W-9. to an IRA. payments from fishing boat operators. Real Penalties Use Form W-9 only if you are a U.S.person estate transactions are not subject to backup (including a resident alien),to give your correct withholding. Failure to furnish TIN. If you fail to furnish your TIN to the person requesting it(the requester) You will not be subject to backup withholding correct TIN to a requester,you are subject to a and,when applicable,to: on payments you receive if you give the penalty of$50 for each such failure unless your 1.Certify the TIN you are giving is correct(or requester your correct TIN, make the proper failure is due to reasonable cause and not to you are waiting for a number to be issued), certifications,and report all your taxable interest willful neglect. and dividends on your tax return. Civil penalty for false information with respect 2.Certify you are not subject to backup to withholding.If you make a false statement withholding, or Payments you receive will be subject to with no reasonable basis that results in no 3.Claim exemption from backup withholding if backup withholding if: backup withholding,you are subject to a $500 you are a U.S.exempt payee. 1.You do not furnish your TIN to the penalty. requester, or Criminal penalty for falsifying information. If you are a foreign person,use the P Y Y 9 appropriate Form W-8.See Pub.515, 2. You do not certify your TIN when required Willfully falsifying certifications or affirmations Withholding of Tax on Nonresident Aliens and (see the Part II instructions on page 2 for may subject you to criminal penalties including Foreign Entities. details), or fines and/or imprisonment. Note: If a requester gives you a form other than 3.The IRS tells the requester that you Misuse of TINS. If the requester discloses or Form W-9 to request your TIN,you must use the furnished an incorrect TIN,or uses TINS in violation of Federal lavv,the requester may be subject to civil and criminal requester's form if it is substantially similar to this q,The IRS tells you that you are subject to penalties. Form W-9. backup withholding because you did not report all your interest and dividends on your tax return (for reportable interest and dividends only), or Cat. No. 10231X Form W-9 (Rev. 1-2002) i Form W-9 Rev. 1-2002 ( Page 2 Secific Instructions Application for IRS Individual Taxpayer Privacy Act Notice p ' Identification Number,to apply for an ITIN, or Section 6109 of the Internal Revenue Code Name. If you are an individual,you must Form SS-4,Application for Employer generally enter the name shown on your Identification Number,to apply for an EIN. requires you to give your correct TIN to social security card. However, if you have You can get Forms W-7 and SS-4 from the persons who must file information returns changed your last name, for instance, due to IRS by calling 1-800-TAX-FORM with the IRS to report interest,dividends, and t marriage without informing the Social Security (1-800-829-3676) or from the IRS Web Site at certain other income paid to you, mortgage Administration of the name change, enter www.irs.gov. interest you paid, the acquisition or your first name, the last name shown on your If you are asked to complete Form W-9 but abandonment of secured property, social securitycard, and our new last name. cancellation R debt, or contributions you Y do not have a TIN,write "Applied For" in the made to an IRA or Archer MSA.The IRS uses If the account is in joint names, list first and space for the TIN, sign and date the form, the numbers for identification purposes and then circle the name of the person or entity and give it to the requester. For interest and to help verify the accuracy of your tax return. whose number you enter in Part I of the form. dividend payments, and certain payments The IRS may also provide this information to Sole proprietor. Enter your individual made with respect to readily tradable the Department of Justice for civil and name as shown on your social security card instruments, generally you will have 60 days criminal litigation, and to cities,states, and on the "Name"line.You may enter your to get a TIN and give it to the requester the District of Columbia to carry out their tax business,trade,or "doing business as(DBA)" before you are subject to backup withholding laws. name on the "Business name' line. on payments. The 60-day rule does not apply You must provide our TIN whether or not Limited liability company(LLC). If you are to other types of payments. You will be P Y a single-member LLC (including a foreign LLC subject to backup withholding on all such you are required to file a tax return. Payers g g g payments until you provide your TIN to the must generally withhold 30%of taxable with a domestic owner)that is disregarded as requester. interest, dividend, and certain other payments an entity separate from its owner under re q to a payee who does not give a TIN to a Treasury regulations section 301.7701-3, Note: Writing "Applied For"means that you payer. Certain penalties may also apply. enter the owner's name on the "Name" have already applied for a TIN or that you line.Enter the LLC's name on the "Business intend to apply for one soon. What Name and Number To name"line. Caution: A disregarded domestic entity that Other entities.Enter your business name has a foreign owner must use the appropriate Give the Requester as shown on required Federal tax documents Form W-8. on the "Name" line. This name should match For this type of account: Give name and SSN of: the name shown on the charter or other legal Part II—Certification g 1. Individual The individual document creating the entity. You may enter To establish to the withholding agent that you 2. Two or more The actual owner of the any business, trade, or DBA name on the are a U.S. person, or resident alien, sign Form individuals{joint account or,if combined "Business name" line. W-9. You may be requested to sign by the account) funds,the first individual Exempt from backup withholding.If you withholding agent even if items 1, 3, and 5 on the account 3. Custodian account of The minor' are exempt, enter your name as described below indicate otherwise. a minor(uniform Gift above,then check the "Exempt from backup For a joint account, only the person whose to Minors Act) withholding" box in the line following the TIN is shown in Part I should sign(when 4. a. The usual The grantor-trustee' business name, sign and date the form. required). Exempt recipients, see Exempt revocable savings Individuals(including sole proprietors)are from backup withholding above. trust(grantor is not exempt from backup withholdin also trustee) P P 9 Signature requirements.Complete the Corporations are exempt from backup b. So-called trust The actual owner P P p certification as indicated in 1 through 5 account that is not withholding for certain payments, such as below. a legal or valid trust interest and dividends. For more information 1. Interest,dividend,and barter under state law on exempt payees, see the Instructions for exchange accounts opened before 1984 5. Sole proprietorship The owner' the Requester of Form W-9. and broker accounts considered active If you are a nonresident alien or a foreign during 1983. You must give your correct TIN, For this type of account: Give name and EIN of: entity not subject to backup withholding, give but you do not have to sign the certification. 6. sole proprietorship The owner the requester the appropriate completed 2. Interest,dividend,broker,and barter 7. A valid trust,estate,or Legal entity Form W-8. exchange accounts opened after 1983 and pension trust Note: If you are exempt from backup broker accounts considered inactive during 8. Corporate The corporation withholding,you should still complete this 1983. You must sign the certification or 9. Association,club, The organization form to avoid possible erroneous backup backup withholding will apply. If you are religious,charitable, withholding. subject to backup withholding and you are tax-extemptl,or other Part I—Taxpayer Identification merely providing your correct TIN to the organization requester,you must cross out item 2 in the 10. Partnership The partnership Number (TIN) certification before signing the form. 11. A broker or registered The broker or nominee Enter your TIN in the appropriate box. 3. Real estate transactions. You must nominee If you are a resident alien and you do not sign the certification. You may cross out 12. Account with the The public entity have and are not an eligible to et SSN, our item 2 of the certification. Department of g g Y Agriculture in the name TIN is your IRS individual taxpayer 4. Other payments. You must give your of a public entity(such identification number(ITIN). Enter it in the correct TIN, but you do not have to sign the as a state or local social security number box. If you do not certification unless you have been notified government,school have an ITIN, see How'to get a TIN below. that you have previously given an incorrect district,or prison)that TIN. "Other payments" include payments receives agricultural If you are a sole proprietor and you have P Y P Y program payments an EIN,you may enter either your SSN or made in the course of the requester's trade EIN. However, the IRS prefers that you use or business for rents, royalties, goods(other List first and circle the name of the person whose Your SSN. than bills for merchandise), medical and(including number you furnish.If only one person a joint health care services If you are an LLC that is disregarded as ( g payments to account has an SSN,that person's numbtD er must be an entity separate from its owner(see corporations), payments to a nonemployee for furnished. Limited liability company(LLC)above), and services, payments to certain fishing boat 'Circle the minor's name and furnish the minor's SSN. are owned'p b an individual, enter our SSN crew members and fishermen, and gross y y proceeds paid to attorneys(including You must show your individual name, but you may (or " EIN, if desired). If the owner of payments to corporations). also enter your business or"DBA"name. You may use a disregarded LLC is a corporation, either your SSN or EIN(if you have one). partnership, etc., enter the owner's EIN. 5. Mortgage interest paid by you, acquisition or abandonment of secured 'Lis[first and circle the name of the lega I trust,estate, Note:See the chart on this page for further or pension trust.(Do not furnish the TIN of the personal clarification of name and TIN combinations. Property,cancellation of debt,qualified representative or trustee unless the legal entity itself is tuition program payments(under section not designated in the account title.) How to get a TIN. If you do not have a TIN, 529), IRA or Archer MSA contributions or e than Note: If no name is circled when more apply for one immediately. To apply for an distributions,and pension distributions. one name is listed, the number willor SSN,get Form SS-5, Application for a Social You must give your correct TIN, but you do be Security Card, from your local Social Security not have to sign the certification. considered to be that of the first name listed. Administration office. Get Form W-7, t i, i iCITY OF DANiA BEACH,FLORIDA ' COMPREHENSIVE ANNUAL FINANCIAL REPORT FISCAL YEAR ENDED SEPTEMBER 30,2004 1 10 1 Prepared By Finance Department CITY OF DANIA BEACH,FLORIDA TABLE OF CONTENTS PAGE I. INTRODUCTORY SECTION Letter of Transmittal i-viii Certificate of Achievement for Excellence in Financial Reporting tX List of City Officials X Organizational Chart xi H.FINANCIAL SECTION Report of Independent Certified Public Accountants 1-2 Management's Discussion and Analysis 3-16 Basic Financial Statements: i Government-wide Financial Statements: Statement of Net Assets 17 Statement of Activities 18 Fund Financial Statements: Balance Sheet—Governmental Funds 19 Statement of Revenues,Expenditures,and Changes in-Fund Balance—Govemrental Funds 20 Reconciliation of the Statement of Revenues,Expenditures,and Changes in Fund Balance of Governmental Funds to the Statement of Activities 21 Statement of Net Assets—Proprietary Funds 22 Statement of Revenues,Expenses,and Changes in Net Assets—Proprietary Funds 23 Statement of Cash Flows—Proprietary Funds 24 Statement of Fiduciary Net Assets—Pension Trust Funds 25 Statement of Changes in Fiduciary Net Assets—Pension Trust Funds 26 Notes to Financial Statements 27-48 Required Supplementary Information: Budgetary Comparison Schedule—General Fund 49 Budgetary Comparison Schedule—Grants Fund 50 Note to Budgetary Comparison Schedule 51 Schedule of Funding Progress—General Employees Pension Fund 52 Schedule of Funding Progress—Police and Firefighters Pension Fund 53 Combining Fund Statements: Combining Balance Sheet—Nonmajor Governmental Funds 54 Combining Statement of Revenues,Expenditures,and Changes in Fund Balances— Nonmajor Governmental Funds 55 Combining Statement of Fiduciary Net Assets—Fiduciary Funds 56 Combining Statement of Changes in Fiduciary Net Assets—Fiduciary Funds 57 CITY OF DANIA BEACH,FLORIDA TABLE OF CONTENTS ' (Continued) PAGE M.STATISTICAL SECTION Government-wide information: Government-wide Expenses by Function 58 Government-wide Revenues 59 Fund information: General Governmental Expenditures by Function 60 General Governmental Tax Revenues by Source 61 Property Tax Levies and Collections 62 Assessed and Estimated Actual Value of Property 63 Property Tax Rates—Direct and Overlapping Governments 64 Ratio of Annual Debt Service Expenditures for General Long-Term Debt to Total General Expenditures 65 Statement of Legal Debt Margin 66 Special Assessment(Fire Assessment) 67 Principal Taxpayers 68 Demographic Statistics 69 Property Value,Construction, and Bank Deposits 70 ' .Miscellaneous Statistical Data 71-72 IV.COMPLIANCE SECTION Report of Independent Certified Public Accountants on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements ' Performed in Accordance with Government Auditing Standards 73-74 Management Letter in Accordance with the Rules of the Auditor General of the State of Florida 75 76 ' Report of Independent Certified Public Accountants on Compliance with Requirements Applicable to Each Major Program and on Internal Control Over Compliance in Accordance with OMB Circular A-133 77-78 ' Schedule of Expenditures of Federal Awards 79 Note to the Schedule of Expenditures of Federal Awards 80 Schedule of Findings and Questioned Costs 81-82 t 1 1 1 1 1 1 1 1 INTRODUCTORY SECTION 1 � 1 1 1 1 1 1 1 ' • This Page Left Black Intentionally 1 FLORIDA March 20,2005 Mayor and Commission i City of Dania Beach Dania Beach,FL 33004 Dear Mayor and Commissioners: Submitted herewith is the Comprehensive Annual Financial Report of the City of Dania Beach ("City') for the fiscal year ending September 30, 2004 as required by Chapter 218.39 of the Florida Statues and Chapter 10.550 of the Rules of the Auditor General of the State of Florida. The Finance Department of the City is responsible for the content of this report. We believe this report presents a fair presentation of the City's financial position and results of the operations at the City as reassured by the financial activities of its various funds and all disclosures necessary to enable the reader to gain the maximum understanding of the City's financial affairs have been included. The City's independent auditors, Rachlin Cohen and Holtz LLP have issued an unqualified opinion on the financial statements as presented herein. This report represents the second year using the new reporting model in accordance with the Governmental Accounting Standard Board (GASB) Statement 34, Basic Financial Statements— and Management's Discussion and Analysis. This new reporting model represents a dramatic change because the presentation of the City's financial information now contains a government- wide perspective using the flow of economic resources and accrual basis of accounting. This perspective gives a better understanding of the financial operations and condition of the City. It eliminates the internal service fund(self-insurance fund)and account groups (general long term debt group and general fixed assets group). In addition, the City also implemented GASB Statement Number 37, Basic Financial Statements and Management's Discussion and Analysis for State and Local Governments(MD&A). This letter of transmittal is designed to complement MD&A and should be read in conjunction with it. The MD&A can be found on pages 3 through 16 immediately following the Report of Independent Certified Public Accountants. Also implemented are Statement No. 38, Certain Financial Statement Note Disclosures; and Interpretation No. 6, Recognition and Measurement of Certain Liabilities and Expenditures in i Governmental Fund Financial Statements. The Financial Statement is presented in four main sections: Introductory, Financial, Statistical and Compliance so as to facilitate understanding by the non-financially oriented users. The Introductory Section is designed to introduce the reader to the City. It includes the transmittal letter,a list of principal officials and the City's organization chart i "Broward's First City" • 100 West Dania Beach Boulevard Dania Beach, Florida 33004 Phone: (954) 924-3600 www.ci.dania-beach.fl.us tThe Financial Section includes the Report of Independent Certified Public Accountants, M Management's Discussion and Analysis,Basic Financial Statements and the related notes to the ' financial statements. The basic financial statements and notes are designed to provide an overview of the City's financial position, both governmental and business-type operations. The remainder of this section includes the combining statements, individual fund statements and schedules and other required supplemental information. The Statistical Section contains data that are intended to reflect social, economical and financial trends, as well as the fiscal capacity of the City. It is hoped that this information will give users of this report a better historical perspective and assist in assessing current financial status. The fourth section includes reports on Internal Control over Financial Reporting and other reports as required by Governmental Auditing Standards, U.S. Office of Management and Budget (OMB)Circular A-133. The City is required to undergo an annual single audit in conformity with the provisions of the Single Audit Act and OMB Circular A-133, Audits of State and Local Governments and the Florida Single Audit Act Inforiiation related to this single audit (including the schedule of expenditures of federal awards, findings and questioned costs and auditor's reports is included in the fourth section of the report. THE REPORTING ENTITY AND ORGANIZATION The City of Dania Beach was incorporated in 1904 as Broward's first city. The City, which operates under a Commission-City Manager form of government, provides services to an estimated 27,000 residents. Four Council Members and a Mayor are elected at large on a non- partisan basis for four-year terms. The Commission appoints the City Manager,who is the Chief Administrative Officer of the City and is responsible for implementing policies adopted by the City Commission. The City Commission determines policy, adopts legislation, approves the City's budget,and set taxes and fees. The City provides a full range of municipal services. The public safety program includes fire and rescue services and contract of police services from the Broward County Sheriffs Office. The City's extensive recreation program includes a beach,pools, tennis courts, neighborhood parks, community centers and provides a wide variety of programs for youth, adult and senior citizens. The Public Services Department provides essential street maintenance, beautification of roadways, cemetery maintenance and operations, performs projects funded by the Community ' Development Block Grants, and provides water and sewer service as well as maintenance of the City's storm drains and systems. The Community Development Department provides planning, zoning,building inspection,code enforcement and occupational license services to the public. Internal support services includes the Department of Human Resources and Risk Management which is responsible for recruitment, compensation and benefits, employee relations, workers compensation,,property, casualty and liability insurance. The Finance Department handles the collection of disbursement of all city funds, develops operational and capital budgeting, debt management, cash management, fixed assets control, payroll, lien search and utility billings and collections. The Public Services Department also provides internal support for fleet management and citywide building maintenance. The Information Services division provides network and computer support to all City departments. ii • t ECONOAGC OUTLOOK The City of Dania Beach is located in Southeastern Broward County on the Atlantic Ocean with the City of Hollywood to the south and the City of Fort Lauderdale to the North. The City encompasses approximately 8.4 square mules. The City is located immediately south of the Fort Lauderdale-Hollywood International Airport, Port Everglades, and the Broward County Convention Center. Dania Beach is a major player in South Florida's academic, marine, and tourism industries. Florida Atlantic University's nationally recognized oceanographic engineering research facility, known as SeaTech, is located in Dania Beach. In addition, the Raymond T.McKay Center for Advanced Maritime Officer's Training and the Simulation Training Assessmrot do Research Center are also located within the City's boundary, with state of the art bridge and engine room simulators which offer advanced merchant marine training. Bass Pro Fishing and Game Centers and the International Game Fishing Association Museum and Hall of Fame are major attractions for people interested in boating and fishing. Much of the City's business and lifestyle revolves around its waterways. Besides the Atlantic beach,the City also owns a marina. The business district of the City, which is mostly located at Federal Highway,is well known as the Dania Antique District that attracts tourism According to the Broward County Property Appraiser's Office, the taxable value of the City represents an increase of 9.79%over last year's assessment. In FY 2004,the Planning staff has responded to approximately 3,000 land development inquiries and has issued more than 2,955 building permits. Barring a major economic downturn, the Community Development Department is estimating an additional 3,5W new housing units over the next 10 years. The new units will increase the City's population by approximately 7,700 persons and have a taxable value of an estimated at$800,000,000. Other issues that will affect the growth of the city include the establishment of the Community Redevelopment Agency and the preparation of the State-mandated Comprehensive Plan Update. With all the promising growth of the City however, the City may be adversely impacted by the future expansion of the south runway of the Fort Lauderdale Airport. The Broward County Commission voted to approve the expansion of the south runway. With this airport expansion, the City faces the possibility of losing established residential neighborhoods and commercial uses,resulting in a significant reduction in the city's property tax. The residential areas especially, because of ocean access, have seen dramatic increases in property values over the last two years. ,Besides the irreplaceable personal loss that will be experienced by homeowners who are forced to relocate, the city faces a significant reduction in its tax base. With the referendum passed in the State of Florida and Broward County for the operation of slat machines in four pari-mutuel sites, one of which.Dania Jai Alai is located in the City of Dania Beach, tt is believed that the City will face some impacts, both economically and in service demand such as traffic and public safety_ iii MAJOR INITIATIVES ' The City of Dania Beach continues to adhere to its Mission Statementof "commitment to providing responsive municipal services and improving the quality of life of its citizens. This is accomplished through honesty and integrity, quality customer service, leadership with vision, restoring economic vitality and embracing our historic heritage". During the fiscal year 2004,the ' City achieved marry significant accomplishments in furtherance of the goals and objectives established by the City Comnussion. Some of the accomplishments are as follows: ' ➢ Obtained County approval and established the City's fast Community Redevelopment Agency(CRA)• ➢ Completed 28" year CDBG projects, which included acquisition of two parcels in the NW Community, construction of a parking lot, improved lighting, drainage, road resurfacing,sidewalks,pavers and landscaping. ➢ Completed the Meli Park Aquatic Complex which opened for operation in mid-July. ➢ Began a pilot project for the McTutor After School Program. The team consisted of Turn Around Dania, Inc., the City of Dania Beach, Broward Sheriff s Office, Dania Elenuntary and McDonald's Corporation. This program offers children below grade level the opportunity to have one-on-one tutoring, physical education, gang and drug prevention and nutritional classes four days a week. ➢ The City was awarded a grant by the Children's Services Council for the P.O.W.E.R. After School Program. This grant will allow 75 children to attend an after school program at C.W. Thomas Recreation Center for tutoring, computer classes, homework help,outdoor activities and field trips. ➢ Code Enforcement staff responded to approximately 1,500 requests for zoning information relating to single family homes and additions, accessory structures, signs, ' . occupational licenses,fences and landscaping. ➢ The City received County and State approval of the first ever Land Use Plan Amendment (LAC). ➢ Approximately 2,500 building permits have been issued, generating an estimated ' $&M,000 in revenue. ➢ Maintained a 4 minutes or less response time average for an Advanced Life Support Unit to over 6300 emergency calls(national benchmark for ALS response=8 minutes or less). Completed a"Gold Standard"for agency review by I.S.O. resulting in Dania Beach Fire ' Rescue placing in the TOP 7%nationally for fire suppression activities. ➢ The Crime Prevention "unit of BSO worked with the City of Dania Beach code officers and building inspector and has been able to renovate, board up or demolish abandoned ' buildings. Worked with landlords to evict all known drug dealers and bring the buildings into compliance. ➢ BSO participated in numerous community projects including the Tomato Festival,the 5K run, the Martin Luther King parade, solicited donations to feed (50) under-privileged ' families for Thanksgiving as well as a Christmas program for 60 needy children. ➢ Contracted a web development company which designed and created a new web site with expanded capabilities for citizens to access information regarding the City. ➢ The Recreation Department organized several memorable Centennial events which included the Cruise Night on May 22, 2004 as well as the Centennial kick-off event which was a huge success. The July Yd and 0 extravaganza followed and it was also a wonderful event with a great turnout. iv • ➢ Successfully combined East and West Senior Programs in conjunction with the "Unity within the Community"promotion of the City and its programs. D Engaged engineering studies to identify lighting deficiencies and provide lighting improvements for recently annexed areas such as Ravenswood and Lauderdale Estates. ➢ Mapped out the Capital Improvement Requirements required to move forward with a. comprehensive five year WatedWastewater/Stormwater Capital Improvement Program. ➢ Executed landscape improvements on US-I south of Griffin Road. ➢ Repaired and installed sidewalks in newly annexed areas west of I-95. D Implemented a 50150 sidewalk repair program citywide in which property owners pay 50%of the cost and the City will pay the other 50%to fix broken sidewalks throughout the City. FOR THE FUTURE Although fiscal year 2004 was a year of significant accomplishments,the City is still faced with the significant economic impacts of raising personnel costs, higher costs for health care and funding of the City' 's pension plans. The City,as well as many other state and local governments, faces the challenge of providing infrastructure improvements and support systems and funding necessary to maintain the quality of life for our citizens without tax increases. Some of future projects include: ✓ Improvements to the water treatment plant, water distribution system, wastewater collection system and storm water system for approximately eleven million dollars over the next five years. ✓ Encouraging economic development and redevelopment in an effort to promote the expansion of the City's existing tax base. ✓ Complete the construction of the Frost Park Community Center and begin the renovation of the city's aging parks in order to provide recreation services for all the citizens. ✓ Beach Renourishment. An interlocal agreement has been established with Broward County in which the City will be responsible for$100,000 of the cost of this project. This project will begin from Hallandale Beach in late April to early May,and will move north to Dania Beach. ✓ Address the many complex issues that will impact the city as a result of the planned . airport south runway extension. ✓ Address the impacts that the City will face with regards to the operation of slot machines at the Dania Jai Alai which was approved by both State and Broward County referendums. ✓ Completion of union negotiations with both the General Employees Union and the Fire Employees Union which expired on September 3Q 2004. v FINANCIAL INFORMATION • ' Accounting Controls City Management is responsible for establishing and maintaining an internal control structure that is designed to ensure that the City's assets are protected,from loss,theft or misuse. Further, management ensures that adequate accounting data is compiled to allow for the preparation of financial statements in conformity with accounting principles generally accepted in the United States of America. The internal control structure is designed to provide reasonable, but not absolute, assurance regarding the safeguarding of assets against loss from unauthorized use or disposition. The controls are also intended to provide assurance as to the reliability of financial records as related to the preparation of financial statements and accountability for assets. The concept of reasonable assurance recognizes that the cost of a control should not exceed the benefits likely to be derived and that the evaluation of costs and benefits requires estimates and judgments by management. tStaff in the Finance Department continually reviews and assesses the soundness and adequacy of all accounting and budgetary aspects,of the City's financial system. Financial transactions and related data are exan»ned for accuracy, completeness and authorization. Furthermore, data ' processing applications and systems are analyzed to ensure that necessary controls are in effect. In addition to these internal controls, annual financial audits are performed by independent certified public accountants. Single Audit The City received federal, state and county financial assistance and is responsible for ensuring ' that an adequate internal control structure is in place to ensure compliance with applicable laws and regulations related to those programs. The intemal control structure is subject to periodic evaluation by management. The City is required to undergo an annual single audit performed under the provisions of the US Office of Management and Budget Circular A-133. Audits of States, Local Governments and Non-Profit Organizations and Chapter 10.550, Rules of the Auditor General, State of Florida. ' The information related to the Single Audit, including the Schedule of Expenditure of Federal Awards, findings and recommendations, and auditors' reports on the internal control and compliance with applicable laws and regulations are included in Section 4 of the report. This report disclosed no instances of material weaknesses in internal controls over financial reporting or any significant violations of applicable laws and regulations. Budgetary Controls ' The budgetary controls adopted by the City of Dania Beach includes a legally adopted budget by the Commission for the general fund, special funds,capital projects funds, enterprise funds and debt service funds. Without Commission approval, expenditures may not exceed department . levels. vi • 1 Administrative budget transfers may occur upon approval of the City Manageras longr • department budget is not increased. Encumbrances outstanding at year-end are reported as the as reservations of fund balance and are re-appropriated as part of the next year's budget. Cash li umpment The City maintains a pooled cash account for all funds with the exception of Pension Trust r Funds. The City adopted a written investment policy in August 2004. Prior to August.the City adhered to investments as allowed by Section 218.415. Florida Statues. To ensure the most competitive rates on investments,the cash resources of the individual funds(excluding the bond r proceeds in the Capital Projects Fund)are combined to form a pool of cash and investments. The average monthly investment portfolio in 2004 was 15.2 million dollars. The investments for fiscal year 2004 was primarily with the State Board of Administration Investment Pool. The City also purchased Federal Home Loan Securities with interest rate ranging from 2% to 5% and maturity dates in June 2006 and August 2007. The average interest rate of return for fiscal year 2004 is 1.46%. The City also purchased Certificates of Deposit, collateralized as required by Florida Statues Chapter 280. The interest earned from all sources included assets held and managed by fiscal agent was$273,217 compared to$206,985 in fiscal year 2003. Risk Management The City purchased commercial coverage for property, general liability and _worker's compensation insurance. The Hunan Resources and Risk Management Department is . responsible for submitting all claims and providing information as needed to the insurance carriers. The City operates a self-insurance fund for its employee's health insurance coverage. An administrator is contracted to process all the claims. Pension Trust Operations The City of Dania Beach has two defined benefit pension plans: The General Employees' Pension Fund and the City of Dania Beach Retirement System for Police and Firefighters. A separate Board of Trustees is responsible for the administration of each plan. The City also sponsors one deferred compensation plan, which qualifies under Internal Revenue Code Section 457. The plan is funded by employee contributions ,and administered by independent fiduciary 'agents. The plan (according to GASB 32) is no longer reported on the City's balance sheet. CERTIFICATE OF ACHIEVEMENT FOR EXCELLENCE IN FINANCIAL REPORTING r The Government Finance Officers Association of the United States and Canada(GFOA)awarded a Certificate of Achievement for Excellence in Financial Reporting to the City of Dania Beach for its Comprehensive Annual Financial Report for the fiscal year ended September 30, 2003. This was the fifteenth consecutive year(fiscal years 1988-2003) that the government has received this prestigious award. The Certificate of Achievement is the highest form of recognition for r excellence in state and local government financial reporting. 1 vii r r r In order to be awarded a Certificate of Achievement, the City published an easily readable and efficiently organized Comprehensive Annual Financial Report. This report satisfied both generally accepted accounting principles and applicable legal nequimments. A Certificate of Achievement is valid for one year only. We believe that the September 30,2004, ' Comprehensive Annual Financial Report continues to meet the Certificate of Achievement Program's requirements and we are submitting it to the GFOA to determine its eligibility for another certificate. ACKNOWLEDGEMENT'S A Comprehensive Annual Financial Report of this nature could not have been prepared without the dedicated efforts of the entire staff of the Finance Department. A special note of thanks is also extended to the auditing firm Rachlin Cohen &Holtz LL.P for the professional approach in conducting the independent audit of the City's financial records and transactions. In closing, I would like to express my appreciation to the City Commission for their leadership and continued support in the planning and conducting of the fiscal operations of the City. Without your support the preparation of this report would not have been possible. Respectfully submitted IlaVoPatricia Varney,CGFO�/ City Manager Director of Finance viii 1 Certificate of Achievement 1 for Excellence 1 in Financial 1 Reporting Presented to City of Dania Beach, Florida For its Comprehensive Annual Financial Report for the Fiscal Year Ended September 30,2003 A Certificate of Achievement for Excellence in Financial ! 1 Reporting is presented by the Government Finance Officers Association of the United States and Canada to government units and public employee retirement systems whose comprehensive annual financial reports(CAFRs)achieve the highest standards in government accounting and financial reporting. ice ofo¢4 �//� vim-• � 1. IVA f J SrAL R 1 President Executive Director 1 ix DAIA BEACH CITY OFFICIALS r • CITY COMMISSION Mayor: C.K. McElyea Vice Mayor: Bob Mikes ' Commissioner: Pat Flury Commissioner: Bob Anton Commissioner: Robert H. Chunn, Jr. CITY MANAGER Ivan Pato Finance Director ' Patricia Varney, CGFO Assistant Finance Director Nicki Satterfield, CPA City Auditors Rachlin Cohen & Holtz LLP Accountants . Advisors CITY OF DART BEACH ORGANIZATIONAL CHART Dania&MKh C�Conn,imon � C4r J4drisury Goads 1 firarce Fre Rescue CkA S&I&e Code Edweanent Eco � Gonoral Empt��Peesial Resale Hunan RoM m UM MS hvedm l.T.P%$w Qnmce*Cerdar JRA M T►wzf a DoMManWftr t Tras" R VW4"Army mmite S" Nubmwe Aialement Pads,Rom,a C mh aril Pam Pofxe and Fie Peision Htanari Resocmxs 8 Rlds tam Ck clerk txmb Shid ras Chartir Re m Human Rmouca Bed= • ' w,k ftw*managane+4 Paft a Rec ood on Cmvmo*D&Abpnent Prow— Faciles Code Ertoreamnt W terwap los*dlom Oca�pa�onall,lcenses Planning a Zonkq Putrbc Isom s Bmward SMffs Of"canatm o -E cmhxfm 1 Oaraga Garbage+Rec�itnq Senmer f Plant Stormw*r i xi 1. 1 1 1� 1 1 1 1 1 1 1 FINANCIAL SECTION REPORT OF INDEPENDENT CERTIFIED PUBLIC ACCOUNTANTS • ' 1 1 1 1 1 1 Cohen Boltz Rach 1'Accountants • Advisors REPORT OF INDEPENDENT CERTIFIED PUBLIC ACCOUNTANTS Honorable Mayor,City Commission and City Manager City of Dania Beach,Florida We have audited the accompanying financial statements of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of Dania Beach, Florida (the City), as of and for the year ended September 30, 2004, which collectively comprise the City's basic financial statements as listed in the table of contents. We did not audit the Pension Trust Fund for Police Officers and Firefighters, which represents 67% and 61%, respectively,of the assets and revenues of the aggregate remaining fund information. Those financial statements were audited by other auditors whose report thereon has been furnished to us, and our opinion, insofar as it relates to the amounts included for the Pension Trust Fund for the Police Officers and Firefighters, is based solely on the report of the other auditors. These financial statements are the responsibility of the City's management. Our responsibility is to express opinions on these financial statements based on our audit, We conducted our audit in accordance with auditing standards generally accepted in the United States and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An • audit includes examining,on a test basis,evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management,as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinions. In our opinion,based on our audit and the report of the other auditors, the financial statements referred to above present fairly, in all material respects, the respective financial position of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of Dania Beach, Florida, as of September 30, 2004, and the respective changes in financial position and cash flows, where applicable, thereof for the year then ended in conformity with accounting principles generally accepted in the United States. In accordance with Government Auditing Standards, we have also issued our report dated January 22, 2005 on our consideration of the City's internal control over financial reporting and on our tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements and other matters. The purpose of that report is to describe the scope of our testing of internal control over financial 4- Raehlin Cohen a Holtz LLr • One Southeast Third Avenue ■Tenth Floor ■ Miami,Florida 33131 ■ Phone 305.377.4228 ■ Fax 305.3T7.8331 ■ wMildlill.com An Independent Member of Baker Tilly International kt I A M I • F 0 R T L A V R E R R A t E • W E S T F A L RI R E A C N • S T U A R i 'I Honorable Mayor,City Commission and City Manager City of Dania Beach,Florida Page Two reporting and compliance and the results of that testing, and not to provide an opinion on the internal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government Auditing Standards and should be considered in assessing the results of our audit. Management's discussion and analysis and the required supplementary information on pages 3 through 16 and pages 49 through 53, respectively, are not a required part of the basic financial statements but are supplementary information required by the generally accepted accounting principles. We have applied certain limited procedures,which consisted principally of inquiries of management regarding the methods of measurement and presentation of the required supplementary information. However, we did not audit the information and express no opinion on it. Our audit was performed for the purpose of forming opinions on the financial statements that collectively comprise the City's basic financial statements. The accompanying information identified in the table of contents as combining and nonmajor fund financial statements is presented for purposes of additional analysis and are not a required part of the basic financial statements. The accompanying schedule of • expenditures of federal awards is presented for purposes of additional analysis as required by U.S. Office of Management and Budget Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations,and is also not a required part of the basic financial statements of the City. The combining and individual nonmajor fund financial statements and the schedule of expenditures of federal awards have been subjected to the auditing procedures applied in the audit of the basic financial statements and, in our opinion, are fairly stated in all material respects in relation to the basic financial statements taken as a whole. The information identified in the table of contents as the Introductory and Statistical Sections have not been subjected to the auditing procedures applied in the audit of the basic financial statements and,accordingly,we express no opinion thereon. Fort Lauderdale,Florida a January 22, 2005 Cohen Accountants - Advisors 1• 1 1 i MANAGEMENT DISCUSSION AND ANALYSIS • (AID&A) 1 1 1 i i 1 1 � MANAGEMENT'S DISCUSSION AND ANALYSIS • The City of Dania Beach's financial statements are designed to provide the readers of the financial statements easy to understand information and analysis of the City's financial activities based on currently known facts, decisions and conditions. This section is specifically designed to assist the reader in focusing on significant financial issues,changes in the City's financial position and material deviations from the approved budget and also identify each individual fund issues and concerns. We encourage the reader to consider the information presented here in conjunction with the information provided in the letter of transmittal which can be found on pages i to viii of this report. FINANCIAL HIGHLIGHTS The assets of the City exceeded its liabilities at the close of fiscal year 2004 by$62,284,528 (net assets). Of this amount, $I5,214,164(unrestricted net assets)may be used to meet the City's ongoing obligations to citizens. Over this last year the total net assets increased by$5,932,767. Over four million dollars of the increase took place in the governmental activities. Another 1.2 million dollars was generated from business-type activities. At the close of fiscal year 2064, the City's governmental funds reported a combined ending fund balance of$16,352,538,an increase of$5,707,524 in comparison with the prior year. Approximately 57.3%of the total amount or $9,375,597 is available for spending at the City's discretion (unreserved, undesignated fund balance). This represents 33.2%of the general fund budget. The General Fund reported an operating surplus of$6,229,603 for fiscal year 2004, before operating • ' transfers and other financing sources. The revenue sources were $2,818,981 more than budgeted for the General Fund. For the City's business-type activities, the City experienced an operating income of$1,374,710 which after inter-fund transfers generated an increase in net assets of$1,244,374. City-wide depreciation expenses recorded during the year amounted to $2,540,538. Total capital assets net of related debt was$42,127,810 at year end. OVERVIEW OF THE FINANCIAL STATEMENTS r This discussion and analysis is intended to serve as an introduction to the City's basic financial statements. The City's financial statements is comprised of three components: 1) Government-wide financial statements, 2) fund financial statements and 3) notes to the financial statements. In addition to the basic financial statements, this report also contains other supplementary information that further explains and supports the information in the financial statements. -3- �. The following table summarizes the major features of the City's financial statements: Fund Statements Government-wide Statement Governmental Funds Proprietary Funds Fiduciary Funds Scope Entire City government The activities of the City that Activities the City Instances in which the except fiduciary funds) are not proprietary or fiduciary operates similar to City is the trustee or agent such as police,fire,parks Private business such as for someone else water and sewer system resources,such as retirement plans for employees Required o Statement of Net Assets 0 Balance Sheet ♦Statement of Net ♦Statement of Fiduciary financial ♦Statement of Activities ♦Statement of Revenues, Assets. Net Assets statements Expenditures& e Statement of Rev., a Statement of Changes in Changes in Fund Balance Expenses&Changes Fiduciary Net Assets in Fund Net Assets o Statement of Cash Flows Accounting Accrual Accounting and Modified accrual accounting Accrual accounting and Accrual accounting and Basis& economic resources focus and current financial resources economic resources economic resources focus Measure- focus focus ment focus • Type of All assets and liabilities, Only assets expected to be All assets and liabilities, All assets and liabilities, asset/ both financial and capital, used up&liabilities that come both financial and Both short-term and long- liability and short-term and long- due during the year or soon Capital and short-term term information term after,no capital assets included and long-term Type of All revenues and expenses Revenues for which cash is All revenues and All revenues and expenses inflow/ during the year,regardless received during or soon after Expenses during the during the year,regardless outflow of when cash is received or the end of the year,expenses year,regardless of when Of when cash is received information paid when goods/services have been Cash is received or paid or paid received and payment is due, during the year or soon thereafter Government-Wide Financial Statements The focus of the government-wide financial statements is on the overall financial position and activities of the City of Dania Beach. Reporting,is similar to that of a private-sector business. The City's government-wide financial statements include the statement of net assets and statement of activities. As described below, these statements do not include the City's fiduciary funds as resources of these funds cannot be used to finance the City's operations. However, the financial statements of the fiduciary funds are included in the City's fund financial statements as the City is financially accountable for those resources. • -4- The Statement ojNet Assets(page 17)provides information on the assets held and liabilities owed by the City. Assets and liabilities are reported using the accrual basis of accounting, which means assets are • recorded when the City acquires ownership and liabilities are reported whey they are incurred,regardless , of when cash is received or paid. The difference between the City's total assets and total liabilities is net assets. This statement, for the first time, combines and consolidates governmental current financial resources(short-term spendable resources)with capital assets and long term obligations. The Statement o Activities(page 18 is focused on both the gross and net cost of various activities. This I (P g ) is intended to summarize and simplify the user's analysis of cost of various governmental services and the local taxing effort necessary to sustain each of those activities. The operations of Dania Bach are divided into two kinds of activities: + Governmental activities—Most of the City's basic services are reported here. It includes police, fire, ' public services, community development, parks, and administrative departments. These services are principally supported by property taxes, franchise fees and utility taxes, license and permit fees, intergovernmental revenues,special assessment and state and federal grant revenues. 4 Business-type activities — City's services for which fees and charges are implemented with .the b intention to cover all or significant portion of the related costs. These services include water, sewer and the stormwater system. These two statements report net assets and the changes in those assets. Over time, increases or decreases in net assets may serve as a useful indicator of whether the financial position of the City is improving or deteriorating. Many non-financial or external factors,such as the City's tax base is reflected in the quality of its housing and commercial properties, the condition of City buildings and roads, and the number and types of businesses in the City,all contribute to the overall health of the City. • Fund Financial Statements Traditional users of governmental financial statements will find the Fund ,Financial Statements presentation more familiar. Unlike government-wide financial statements, the focus of fund financial statements is directed to specific activities of the City rather than the City as a whole. Except for the General Fund,separate funds are established to maintain control over resources that have been segregated for specific activities or objectives. The City, like other state and local governments,uses fund accounting to ensure and demonstrate compliance with finance-related legal requirements as required by state and federal laws,bond covenants and the governmental accounting standards. All of the funds of the City can be divided into three categories: governmental funds,proprietary funds,and fiduciary funds. Governmental Funds—Most of City's basic services are reported in governmental funds, which focus on how money flows into and out of those funds and on the balance left at year-end that are available for future spending. These funds are reported using an accounting method called modified accrual accounting' which measures cash and all other financial assets that can be readily converted to cash. The governmental fund statements provide a detailed short-term view of the City's general government operations and the basic services it provides. Governmental fund information helps to determine whether there are more or fewer financial resources available for allocation to future budgets and programs. The relationship (or differences) between governmental activities, as reported in the Statement of Net Assets and the Statement of Activities, and governmental funds"is reconciled at the bottom of the fund financial statements. _5_ r The City maintains eight individual governmental funds. Information is presented separately in the • governmental fund balance sheet in the governmental fund statement of revenues, expenditures and ' changes in fund balances for the General Fund, Grants Fund and the Capital Projects Fund which are considered to be Major Funds. Information from the other governmental funds is combined into a single, aggregated presentation. Individual fund data for each of these non-major governmental funds is provided in the form of combining statements on pages 54 and 55 of this report. The City adopts annual appropriated budget for its General Fund and Grants Fund. Budgetary comparison schedules have been provided for the General Fund and the Grants Fund to demonstrate compliance with the budgets on pages 49 and 50. The City's governmental fund financial statements are presented on pages 19 to 21. 1 Proprietary Funds The City maintains two different proprietary fund types. Enterprise Funds are used to report the same functions presented as business-type activities in the government-wide financial statements. The City uses enterprise funds to account for its Water,Sewer and Stormwater operations. Proprietary funds provide the same type of information as the government-wide financial statements except in more details. The financial statements provide separate information for the Water, Sewer and Stormwater Utility. The proprietary fund financial statements can be found on pages 22-24 of the report. tFiduciary Funds — The City reports pension trusts for its two defined benefit pension plans in the fiduciary funds. Fiduciary funds are used to account for resources held for the benefit of parties outside • the government. Fiduciary funds are not included in the government-wide financial statement because the resources of those funds are not available to support the City's own programs. The accounting used for fiduciary funds is much like that used for proprietary funds. The fiduciary fund statements can be found on pages 25 and 26 of this report and a more detailed description of the City's two pension trust funds may be found in the Notes to Financial Statements,pages 44-48. Notes to the Financial Statements ' The notes to the financial statements provide additional information that is essential for a full understanding of the government-wide and fund financial statements. The notes to the financial statements can be found on pages 27-48 of this report. Other information o In addition to the basic financial statements and accompanying notes, this report also presents certain required supplementary information concerning the City's progress in funding its obligations to provide pension benefits to its employees. This required supplemental information can be found on pages 52 and 53 of this report. - -6- Government-wide Financial Analysis The following schedule is a summary of the fiscal year 2004 Statement of Net Assets with comparative information for fiscal year 2003. This schedule presents nct assets — the difference between the City's assets and liabilities — is one way to measure the City's financial health or position. The 2003 total net assets do not include the prior period adjustment of$314,954. Goverruncntal Activities Business-type Activities Total 2004 2003 2004 2003 2004 Current and other assets $ 19,295,017 S 13,842,456 S 5,330,545 $ 4,004,422 $24,625,562 S 17,846,878 Capital assets 34,243,276 34,334,828 16,280,896 16,564,451 50,524,172 50,899 79 Total assets 53,538,293 48,177,284 21,611,441 20,568,873 75,149,734 68,746,157 Long-term liabilities 8,231,382 7,254,327 306,842 359,451 8,538,224 .7,613,778 Other liabilities 3,461,815 4,081,158 865,167 1,014,361 4,326,982 5,095,519 Total liabilities 11_,693,197 11,335,485 1,172,009 1,373,812 12,865,206 12,709,297 Net assets: Invested in capital assets, net of related debt 26,038,571 26,200,509 16,089,239 16,197,936 42,127,810 42,398,445 Restricted 3,045,967 1,054,746 1,896,587 1,560,894 4,942,554 2,615,630 Unrestricted 12,760,558 9,586,494 2,453,606 1,436,238 15,214,164 11,022,732 Total net assets $41,845,096 S 36,841,749 S 20,439,432 S 19,195,058 $62,284,528 $56,036,907 The overall position of the City improved considerably in both the 2003 and 2004 fiscal years. Changes in net assets over time can be one of the best and most useful indicators of financial position. Key elements of the reconciliation of the statements are that the government-wide statement of activities reports the • issuance of debt as a liability, the purchases of capital assets as assets which are then charged to expense over their useful lives through annual depreciation charges and changes in long-term liabilities as adjustments of expenses. Conversely, the governmental funds statements report the issuance of debt as other financing source of funds, the repayment of debt and the purchase of capital assets as expenditures, and changes in long-term liabilities are not reported in the operating statements. The majority of the City's total net assets (67.64%) are in capital assets, such as land, buildings, , infrastructure,and equipment, less any related debt outstanding that was used to acquire those assets. The City uses these capital assets to provide basic services to its residents. Although the City's investment in its capital assets is reported net of related debt, it should be noted that the resources needed to repay this debt must be provided from other sources because it is unlikely that these capital assets would be sold or liquidated. An additional portion of the net assets(8%)represents resources that are subject to external restrictions on e how they may be used. The remaining net asset category, unrestricted(24.36%), may be used to meet the City's on going obligations to its citizens and creditors. At the end of the fiscal year 2004,the City is able to report positive balances in all three categories of net assets, both for the government as a whole, as well as for its separate governmental and business-type activities. The Stormwater operations that have reflected a negative balance for the past two years has improved and it now shows a positive balance of$11,250 at the end of fiscal year 2004. -7- i Changes in Net Assets • The followingschedule is a summary of the fiscal ear 2004 Statement of Activities with ry y comparative information for fiscal year 2003. Changes in Net Assets Governmental Activities Business-type Activities Total 2004 2003 2004 2003 2004 2003 ' Revenues: Program revenues: Charges for services $ 7,804,756 $ 7,773,909 $ 6,405,293 $ 5,302,408 $14,210,049 $13,076,317 Operating grants 601,907 480.316 36,315 - 638,222 480,316 Capital grants 594,915 1,237,179 594,915 1,237,179 General revenues: Property taxes 11,683,540 10,722,255 - - 11,683,540 10,722,255 ' Utility taxes 3,668,596 3,910,206 - - 3,668,596 3,910,206 Franchise fees 1,790,644 1,657,949 1,790,644 1,657,949 Intergovernmental 2,722,628 3,559,800 35,000 35,000 2,757,628 3,594,800 Miscellaneous 2,995,174 1,092,969 59,779 - 3.054,953 1,092,969 Investment earnings 227,289 162,466 45,928 44,519 273,217 206,985 Total revenues 32,089,449 30,597,049 6,582,315 5,381,927 38,671,764 35,978,976 Expenses: General government 6,308,576 6,666,921 - - 6,308,576 6,666,921 Public safety 13,854,866 13,481,340 - - 13,854,866 13,481,340 • Culture and recreation 2,395,973 1,043,018 - - 2,395,973 1,943,018 Highway and streets 2,216,416 1,634,336 - - 2,216,416 1,634,336 Physical environment 2,460,344 1,989,303 - - 2,460,344 1,989,303 Economic and physical development 10,536 88,424 - 10,536 88,424 Interest on long-term debt 354,130 459,047 - - 354,130 459,047 Water - - 2,098,848 19923,314 2,098,848 1,923,314 Sewer 2,509,841 2,491,869 2,509,841 2,491,869 Stormwater - - 529,467 544,808 529,467 544,808 Total expenses 27,600,841 26,262,389 5,138,156 4,959,991 32,738,997 31,222,380 Increase in net assets before transfers 4,488,608 4,334,660 1,444,159 421,936 5,932,767 4,756,596 Transfers a 199,785 388,097 (199,785) (388,097) - - Increase in net assets 4,688,393 4,722,757 1,244,374 33,839 5,932,767 4,756,596 Net assets,beginning, as restated 37,156,703 32,1 18,992 19,195,058 19,161,219 56,351,761 51,280.211 Net assets,ending $41,845,096 $36,841,749 $20,439,432 119,195,058 $62,284,528 $56,036,807 -8- i i Governmental Activities Governmental activities increased the City's net assets by$4.4 million or a 78.2%of the total growth in net assets of the City. This net increase is mainly recognized in the General Fund as a result of the following: -4-- The City received a one time $2.3 million dollars from Waste Management for the extension of the franchise agreement to Year 2022. Increase of building permits activities. The City experienced an increase of$162,000 or 25%increase in building Pe PP permit applications. A 9% increase ($961,285) in property tax revenues. This is due to new construction and increased property values. 4 Savings from Broward Sheriff's contract in the amount of approximately $280,000 due to vacancy credit. 4 Due to stricter expense controls, all departments were able to recognize a surplus for year end. Total expenditures for year end including Public Safety indicated a positive variance of$2.3 million dollars when compare to budget. The chart below illustrates the distribution of program and general revenues for fiscal year 2004: General GoverrtnrWEcormmic Dev 2$2.18 Public Safety -.y S2.38 lighways&Streets := $1.98 Physical Fmi<oruzzi $ .70 Curare and Recreation M$0.75 Property Taxes Me alWIMMIA11MIJ My $ 1.68 i Fanchse Taxes AM-7=77- 1.79 Public Services Taxes i >.ri°a $4.24 IntergDvemmerdal < $2.15 Investrnent Income Mscenueous IPM7,77AMA $3. Traders $0.271 $0 $2 S4 $6 $8 S10 $12 S14 i In M Mkns r -9- r The pie chart below illustrates the program expenses for fiscal year 2004: Interest on debt, Culture and recreation. 5354,130, 1% S2-395,973,We Physical cnvvonment, J S2.216,416,80/6 L� General government, $6.520534.23% k�Y �rs Highways and streets $2,460.344.99% Economic&physical development - 3 a S10-536.0% 4 '. Public safety, $13.854,866.50% Business-type Activities Business-type activities increased the City's net assets by $1.2 million, accounting for 21.7 % of the total increase in the City's net assets. • The Water Fund produces a net increase of$609,708. • The Sewer Fund experienced a net increase of$407,081. • Both water and sewer funds rate were increased by 5% in fiscal year 2004. The purpose for this increase is to set up reserve for future debt service on the improvements to the utility systems which will cost around S 10 millions within the next three year period. • The Stormwater Fund experienced a net increase of$227,585. Financial Analysis of the Governmental Funds The City of Dania Beach uses fund accounting to ensure and demonstrate compliance with finance-related legal requirements. Governmental Funds The fund financial statements for the governmental funds are provided on pages 19 and 20. The focus of the City's governmental funds is to provide information on near-term inflows, outflows, and balances of spendable resources. Such information is useful in assessing the City's financing requirements. In particular, unreserved fund balance may serve as a useful measure of a government's net resources available for spending at the end of the fiscal year. r `� -10- As of September 30, 2004, the City's governmental funds reported combined ending fund balances of $16,352,538,an increase of$5,711,248 in comparison with the prior year. Approximately 57.3 %,which amounts to $9,375,597 of the ending balance, constitutes unreserved fund balance which is available for t spending at the City's discretion. The remainder of the fund balance is reserved to indicate that it is not available for new spending because it has already been committed to the following: • To liquidate contracts and purchase orders for the previous years—$329,145 • Reserve for capital projects—$2,304,402 • Impact Fees—$610,434 • Airport Issues—$500,000 • Debt Services—$212,501 • Perpetual Care—$690,861 • Insurance Reserve requirements by the State—$268,975 • Capital Elements approved in the Comprehensive Plan-$1,190,921 • Other obligations—$869,702 Below is the analysis of the fund balance for fiscal year 2004: Capital General Projects Fund Fund Other Total Fund balances,September 30,2003 $ 7,637,961 $1,941,379 $1,065,674 $10,645,014 Revenues 30,955,350 16,341 1,117,758 32,089,449 Expenditures (24,725,747) (2,253,848) (1,275,678) (28,255,273) Other financing sources(uses) (897,037) 2,600,530 169,855 1,873,348 Fund balances,September 30,2004 12,970,527 2,304,402 1,077,609 16,352,538 Reserved fund balances,September 30,2004 3,594,930 2,304,402 1,077,609 6,976,941 Unreserved fund balances,September 30,2004 $ 9,375,597 $ - $ - $ 9,375,597 Genera!Fund The General Fund is the chief operating fund of the City. As of September 30, 2004, the fund balance of the City's General Fund increased by$5,332,566 during the fiscal year 2004. Total general fund revenues increased by 8%while expenditures increased by only 1.96%when compared to fiscal year 2003. ' i � 1 The amount of General Fund revenue by type, their percent of the total and the amount of change compared to last fiscal year are shown in the following schedule: Revenues Current Prior Year Year Variance Variance Actual Actual Amount Percent Ad valorem taxes $11,683,540 $10,722,255 $ 961,285 90/0 Special assessments 2,551,875 2,229,338 322,537 14% Local option gas tax 569,206 555,474 13,732 2% Franchise fees 1,790,644 1,657,949 132,695 8% Licenses and permits 1,566,512 1,505,675 60,837 4% Intergovernmental 2,153,422 2,784,326 (630,904) -23% Utility taxes 3,668,596 3,910,206 (241,610) -6% Charges for services 3,037,764 2,937,312 100,452 3% Fines and forfeitures 600,210 657,429 (57,219) -9% Interest 207,110 128,222 78,888 62% Grants 201,086 - 201,086 100% Miscellaneous 2,925,385 1,513,069 1,412,316 93% Operating revenues in the General Fund amounted to $30,955,350 an increase of$2,355,095 or 8% when compared to fiscal year 2003. Most of the explanation for the increase was already addressed in the increase in net assets. The decrease in the intergovernmental revenue and utility taxes are mainly due to $800,000 that the City received from Broward County in fiscal year 2003 for the services provided by the City due to the annexation. The annexation took place in September 2001, of which most of the state shared revenues, franchise and utility taxes were already allocated to the County. The County reimbursed the City at the close of fiscal year 2003. The increase in Grant is mainly due to the FEMA (Federal Emergency Management Agency) reimbursements for hurricane related expenses in preparation and recovery of Hurricane Frances and Jeanne. Expenditures Current Prior Year Year Variance Variance Actual Actual Amount Percent Current: General government $5,777,890 $5,464,714 $313,I 76 6% Public safety 13,262,465 13,370,516 (108,051) -1% Highways and streets 1,055,376 1,112,034 (56,658) -5% Physical environment 2,092,772 1,870,526 222,246 12% Culture and recreation 1,930,557 1,676,697 253,860 15% Economic physical development 40,426 (40,426) -100% Debt service: Principal 519,242 582,806 (63,564) -11% Interest 87,445 132,368 (44,923) -34% -12- i Operating expenditures in the General Fund amounted to $24,725,747 an increase of 1.96% over the preceding year. • The increase in physical environment is attributed to the expenses the City incurred in preparation and disaster recovery from Hurricane Frances and Jeanne. • Increase in Recreation is attributed to the operation of the new pool at P.J.Meli Aquatic Center and r the building of a training pool as the City's match which is required by the Grant. The operating and ■ capital costs amounted to $161,946. Other increases .are due to the restructure of the Parks Maintenance Division. • In fiscal year 2004, the City celebrated its 100"' Birthday. Approximately $63,000 was spent for f Centennial celebration. Other increases in the General Government are attributable to special counsel fees for foreclosure of properties and increase of contractual service to Broward County for plan reviews. • Decrease in the Public Safety is mainly due to vacancy credit received from Broward Sheriff's Office according to the agreement. • Decrease in Economic and Physical Development is attributed to Commission's decision to contribute a lump sum payment of$5,000 to the Main Street operation instead of paying personnel , cost in fiscal year 2004. i Proprietary Funds The Fund financial statem ents for the proprietary funds provide essentially the same type of information , found in the government-wide financial statements,but in more details. There are three proprietary funds for fiscal year 2003, water, sewer and stormwater fund. In addition to the items already addressed in the discussion of the City's business-type activities, other significant item pertaining to proprietary funds is as follows: • The stormwater fund experienced deficit for the past three years even with subsidy from the General Fund. In mid-year 2003, the City engaged a consultant to revise the fee schedule and was approved ' by the Commission to implement for fiscal year 2004. This is the first year that this fund experienced a positive fund balance and without any subsidy from the General Fund. Budget Infformation The City Commission approves the original budget(Adopted Budget) in September prior to the beginning i of the fiscal year. The final budget (Amended Budget) reflects divisional changes made administratively 1 and approved by the City Manager and departmental changes and supplemental appropriations approved by the City Commission during the year. The most significant differences between the Adopted Budget and the Amended Budget are as follows: • The Building Division experienced tremendous increase in activities and due to the vacancy of the plumbing inspector position, the City had to contract service with Broward County for plan reviews and inspections. An additional$90,000 was appropriated to meet this demand. t -13- i • Additional legal fees of$64,000 were appropriated during mid-year. This is due to more code violations being processed. Total fines includes sale of foreclosure properties generated an additional revenue of$80,000 when compared to fiscal year 2003. Another$6,000 increase in the budget is attributed to operating cost of engaging the City Attorney as City's staff instead of contractual service. • Under Recreation, there are few situations that amended the budget. The City received the Swim Central Grant to build a new swimming pool at the P.J. Meli Park. In order to meet the requirements of this grant, the City had to build a training pool. The cost is approximately$60,000. Further, the original budget had failed to include contract service for grounds maintenance in the amount of $18,000. Also, due to union ruling, some employees' salaries had to be reclassified and there was an impact of$10,000 in salaries and fringe benefits. • The T-ball field was in need of repairs prior to the beginning,of the season and an additional $13,000 was appropriated. During the fiscal year 2004 budget process, it was assumed that Frost Park Recreation Center would be under demolition and construction effective October 1, 2003. However, the center was in operation for a few months before demolition began.and additional expense of$14,000 had been incurred. • Additional appropriation amount in the General Administration is attributed to renting and renovation of office space for the City Attorney and his secretary from contractual service to in- house staffing. Capital Assets and Debt Administration ® Capital Assets The City of Dania Beach capital assets value for its governmental and-business-type activities as of September 30,2004 amounts to$50,524,172(net of accumulated depreciation). This investment in capital assets includes land,buildings and improvements, park facilities, roads, utility system improvements, and machinery and equipment. Although GASB Statement No. 34 requires infrastructure acquired prior to October 1, 2002 to be reported by the fiscal year ending 2007, the City of Dania Beach decided to implement them in fiscal year 2003. Capital Assets(Net of Depreciation) Governmental Activities Business-type Activities Total 2004 2003 2004 2003 2004 2003 Land $13,479,754 $13,479,754 $ 220,976 $ 220,976 $13,700,730 $13,700,730 Utility system 15,126,524 15,593.144 15,126,524 15,593,144 Buildings 3,678,000 3,418,314 362,540 377,265 4,040,540 3,795,579 Equipment 1,561,365 1,654,753 570,856 373,066 2,132,221 2,027,819 Infrastructure 15,170,708 14,898,536 15,170,708 14,898,536 Construction-in-progress 353,449 883,471 - - 353,449 883,471 S 34,243,276 S 34,334,828 S 16,280,896 S 16,W,451 $50,524,172 $50,899,279 -14- Major capital asset events during the fiscal year included: • Completion of the swimming pool to the P.J. Melt Park which is funded through the Broward County Swim Central Grant. The total project cost is approximately$1,200,000. • Construction in Progress for the Frost Park Recreation Center. • Renovation of the historic building,Swanson House,in the amount of'approximately$250;000 Additional information on the City's capital assets can be found in Note 5 on pages 36 to 37 of this report. Long-Term Debt , i As of September 30, 2004, the City had a total outstanding debt of$9,706,469. This debt consists of bonds, notes, capital leases and compensated absences that are secured by non ad-valorem revenues or through covenants to budget and appropriation. Governmental Activities Business-type Activities Total 2004 2003 2004 2003 2004 2003 Sales tax bonds $2,760,000 $2,835,000 $ - $ - $2,760,000 $2,835,000 Notes 4,668,070 4,484,887 24,878 122,550 4,692,948 4,607,437 Capital leases 776,635 228,646 166,779 243,964 943,414 472,610 Compensated - absences 1,145,397 998,538 164,710 167,791 1,310,107 1,166,329 $9,350,102 $8,547,071 $ 356,367 $ 534,305 $9,706,469 $9,081,376 • , The City's total debt increased by $625,093. This is due to two capital leases for the purchase of the computers, radio system and a fire truck in the amount of$851,063. A note in the amount of$822,500 was also issued to fund the construction of the Frost Park Recreation Center. Additional information on the City's debt and other long-term liabilities can be found in Note 6 pages 37- 40 of this report. Economic Factors and Neat Year's Budgets and Rates The City experienced an increase in building activities, however, general economic conditions both the global economy and in United States will require the City to closely monitor its revenues and expenditures.. With the referendum passed at the State of Florida and Broward County allowing slot machines to be placed within existing, licensed pari-mutuel facilities, the City of Dania Beach will encounter many impacts from slot machines operating at the Dania Jai Alai facility. '. The Broward County Commission has approved the expansion of the South runway at the Fort Lauderdale/Hollywood Airport. Should this plan be carried out, the City will lose approximately 380 single family homes and the Wyndham Hotel. Preliminary calculations indicated an estimated lost of $900,000 in revenues for the City. Further, this expansion will also impact the surrounding areas due to increased noise and pollution which will affect the values of the homes. -15- - Ile. The County has approved the establishment of a Community Redevelopment Agency(CRA)at the City of Dania Beach. However,this is not a traditional CRA in that the City will not be able to obtain property tax 1 increment revenue derived from the increase of the property value in the CRA area. Instead, the County will provide an interest free loan for projects the County will approve to assist the redevelopment opportunities in the CRA area. In addition, a Local Activity Center (LAC) was approved as a subset of the CRA. The LAC land use designation permits 2,465 new residential units in the City, most of which will be located along Dania Beach Boulevard and Federal Highway(US 1). The City Commission during the fiscal year budget workshop has adopted a millage rate of 6.39 which is the same as fiscal year 2003. The City received an increase of approximately 9% in assessed value; however, the benefits costs for pension benefits and insurance benefits increased nearly 30%. Currently, the City is still under negotiation for both Fire and General Employee union contracts which expired in September 30,2004. The City has engaged a consultant to perform a study on the City's water and sewer rate. In order to fund for the infrastructure improvements on the utility system and the projected operating cost, the consultant projected a 10% increase in the water rate and a 7%in the sewer rate for the next five years. Also,a study was performed for the water and sewer impact fees,and an increase was also recommended. Contacting the City's Financial Management This financial report is designed to provide our citizens, taxpayers, customers, and investors and creditors with a general overview of the City's finances and to demonstrate the City's accountability. Questions concerning any information provided in this report or requests for additional information should be address to Director of Finance, 100 W.Dania Beach Boulevard,Dania Beach,FL 33004. • -16- 1 1 1 1 1 1 1 BASIC FINANCIAL STATEMENTS ' 1 1 I 1 CITY OF DANIA BEACH,FLORIDA STATEMENT OF NET ASSETS SEPTEM 3ER 30,2004 Business- Governrnental type Activities Activities Total ASSETS Cash and cash equivalents $ 276,647 $ 720,844 $ 997,491 Investments 12,669i821 2,225,289 14,895,110 Receivables: Franchise,utility,and other taxes 759,970 - 759,970 Customer/other,net 354,253 610,643 964,896 Interest 7,800 7,800 Due from other governmental agencies 1,907,052 36,410 1,943,462 Inventories 8,144 - 8,144 Prepaids 46,457 26,848 73,305 Net pension asset 528,450 - 528,450 Restricted assets:Cash and cash equivalents 1,756,196 - 1,756,196 Investments 980,227 1,710,511 2,690,738 Capital assets not being depreciated 13,833,203 220,976 14,054,179 Capital assets being depreciated,net 20,410,073 16,059,920 36,469,993 Total assets 53,538,293 21,611,441 75,149,734 lie LIABILITIES Accounts payable and accrued liabilities 1,461,068 346,546 1,807,614 Customer deposits 51,494 469,096 520,590 Unearned revenue 474,963 474,963 Insurance claim reserves 140,000 140,000 Other liabilities 215,570 - 215,570 Noncurrent liabilities: Due within one year 1,118,720 49,525 1,168,245 Due in more than one year 8,231,382 306,842 8,538,224 Total liabilities 11,693,197 1,172,009 12,865,206 NET ASSETS Invested in capital assets,net of related debt 26,038,571 16,089,239 42,127,810 Restricted for: Renewal and replacement - 1,710,511 1,710,511 Comprehensive plan 1,190,921 175,000 1,365,921 Institutional investment trust 174,168 11,076 185,244 Social services 690,861 - 690,861 Debt service 212,501 = 212,501 Capital projects 777,516 777,516 Unrestricted 12,760,558 2,453,606 15,214,164 Total net assets $ 41,845,096 $20,439,432 $62,284,528 See notes to basic financial statements. -17- _ _ _ _D O O M O\ Ol O M O N . 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U W • 7 CITY OF DANIA BEACH,FLORIDA BALANCE SHEET GOVERNMENTAL FUNDS . SEPTEMBER 30.2004 Special evenue Other Total Grants Capital Governmental Governmental General Fund Proiects Funds Funds ASSETS Cash and cash equivalents S 267,948 S S 8,699 $ _ S 276,647 Investments 11,789,942 879,979 12,669,821 Receivables: Franchise,utility,and other taxes 759,970 - - - 759,970 Customer/other,net 354,253 354,253 Interest 7,800 7,800 Due from grants fund 1,239,791 - - 1,239,791 Due from other governmental agencies 493,645 1,413,407 - 1,907,052 1 nventories 8,144 8,144 Prepaid items 46,457 46,457 Restricted assets: Cash and cash equivalents - 1,660,098 96,098 1,756,196 Investments - 980,227 980,227 Total assets $14,967,950 $1,413,407 $2,548,676 $ 1,076,325 S 20,006,358 LIABILITIES AND FUND BALANCES Liabilities: Accounts payable and accrued liabilities S 1,173,837 $ 42,851 S 244,274 $ 106 S 1,461,068 Accrued compensated absences 70,934 - - - 70,934 Due to general fund - 1,239,791 - - 1,239,791 Deposits 51,494 - - - 51,494 Clams and judgments payable 140,000 140,000 Deferred revenue 345,588 123,600 - 5,775 474,963 Other liabilities 215,570 - - - 215,570 ® Total liabilities 1,997,423 1,406,242 244,274 5,881 3,653,820 Fund balances: Reserved for: Encumbrances 329,145 - - 329,145 Inventories 8,144 - - 8,144 Prepaid items 46,457 46,457 Donations 15,000 - - 15,000 Institutional investment trust 174,168 174,168 Claims reserves 268,975 268,975 Capital projects 2,304,402 2,304,402 Government grant programs - 7,165 7,165 Social services - - 690,861 690,861 Physical development - = 167,082 167,082 Debt service 212,501 212,501 Police impact fees 66,855 - - 66,855 Fire impact fees 201,320 - 201,320 Recreation/open space 342,259 - 342,259 Airport litigation 500,000 500,000 Comprehensive plan 1,190,921 - 1,190,921 Fire capital projects 451,686 - 451,686 Unreserved,undesignated reported in: General fund 9,375,597 9,375,597 Total fund balances 12,970,527 7,165 2,304,402 1,070,444 16,352,538 Total liabilities and fund balances S 14,967,950 $1,413,407 $2,548,676 S 1,076,325 Amounts reported for governmental activities in the statement of net assets are different because: Capital assets used in governmental activities are not financial resources and,therefore,are not reported in the funds. 34,243.276 A net pension asset is not considered to represent a financial asset and therefore is not reported in the governmental funds 528,450 Long-term liabilities,including bonds payable,are not due and payable in the current period and therefore not reported in the funds (9,279,168) ® Net assets of governmental activities S 41,845,096 See notes to basic financial statements. _19- CITY OF DANIA BEACH,FLORIDA STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES , GOVERNMENTAL FUNDS FISCAL YEAR ENDED SEPTEMBER 30,2004 • Special Revenue Other Total Grants Capital Governmental Governmental General Fund Proiects Funds Funds Revenues: Property taxes $11,683,540 $ - $ _ $ - $ 11,683,540 Special assessments 2,551,875 - - - 2,551,875 Franchise fees 1,790,644 - - 1,790,644 Utility taxes 3,668,596 - - - 3,668,596 Licenses and permits 1,566,5121 - - - , ,566512 Intergovernmental 2,722,628 - 1 - - ,566,512 722628 Charges for services 3,037,764 - - 48,395 3,086,159 Fines andyforfeitures 600,210 - - - 600,210 Interest 207,110 1,593 16,341 2,245 227,289 Grants 201,086 932,066 - - 1,133,152 Contributions - - - 63,670 63,670 Miscellaneous 2,925,385 59,772 - 10,017 2,995,174 Total revenues 30,955,350 993,431 16,341 124,327 32,089,449 Expenditures: Current: General government 5,777,890 15,870 - - 5,793,760 • ' Public safety 13,262,465 61,523 - - 13,323,988 Highways and streets 1,055,376 - 116,509 - 1,171,885 Physical environment 2,092,772 45,366 2,138,138 Culture and recreation 1,930,557 233,634 - 101,820 2,266,011 Economic and physical development - - - 10,536 10,536 Capital outlay - 594,914 1,582,982 - 2,177,896 Debt service: Principal 519,242 - 424,687 75,000 1,018,929 Interest and fiscal charges 87,445 - 129,670 137,015 354,130 Total expenditures 24,725,747 951,307 2,253,848 324,371 28,255,273 Excess(deficiency)of revenues - over expenditures 6,229,603 42,124 2,237,507) (200,044) 3,834,176 Other financing sources(uses): Transfers in 451,946 - 984,357 212,016 1,648,319 Transfers out (1,406,373) (42,161) - - (1,448,534) Debt issued - - 822,500 - 822,500 Capital leases 57,390 - 793,673 - 851,063 Total other financing sources(uses) (897,037) 42,161.) 2,600,530 212,016 1,873,348 Net change in fund balances � 8 5,332,566 (37) 363,023 11,972 5,707,524 Fund balances,beginning 7,637,961 7,202 1,941,379 1,058,472 10,645,014 Fund balances,ending $12,970,527 $ 7,165 $2,304,402 $ 1,070,444 $ 16,352,538 See notes to basic financial statements. -20- a 4 CITY OF DANIA BEACH,FLORIDA ' RECONCILIATION OF THE STATEMENT OF REVENUES,EXPENDITURES AND CHANGES IN FUND BALANCES OF GOVERNMENTAL FUNDS TO THE STATEMENT OF ACTIVITIES • FISCAL YEAR ENDED•SEPTEMBER 30,2004 t Amounts reported for governmental activities in the statement of activities (Page 18)are different because: ' Net change in fund balances-total governmental funds(Page 20) $5,707,524 Governmental funds report capital outlays as expenditures. However,in the statement of activities,the cost of those assets is allocated over their estimated useful lives and reported as depreciation expense. This is the amount by which capital outlays exceeded depreciation in the current period. The details of the difference are as follows: Capital outlay $1,388,738 Depreciation expense 1,8( 18,334) ' Net adjustment (429,596) The issuance of long-term debt provides current financial resources to governmental funds,while the repayment of the principal of long-term debt consumes the current financial resources of governmental funds. The detail of the differences are as follows: 10 Debt payments 1,017,391 Issuance of debt (822,500) Capital lease proceeds 851,063) Net adjustment (656,172) Some expenses reported in the statement of activities do not require current financial resources and,therefore,are not reported as expenditures in governmental funds. The details of the difference is: Net pension asset 213,496 Compensated absences (146,859 ' a 66,637 Change in net assets of governmental activities(Page 18) $4,688,393 • See notes to basic financial statements. -21- CITY OF DANIA BEACH,F LORIDA STATEMENT OF NET ASSETS PROPRIETARY FUNDS • SEPTEMBER 30,2004 Business-type Activities- Enterprise Funds Water Sewer Stormwater Totals ASSETS Current assets: Cash and cash equivalents $ 208,851 $ 457,659 $ 54,334 $ 720,844 Investments 1,535,909 689,380 - 2,225,289 Receivables,net 283,911 326,623 109 610,643 Due from other governmental agencies 13,800 8,286 14,324 36,410 Prepaids and other assets 15,589 1,440 9,819 26,848 Total current assets 2,058,060 1,483,388 78,586. 3,620,034 i Noncurrent assets: Restricted investments 885,659 824,852 - 1,710,511 Capital assets not being depreciated 220,976 - - 220,976 Capital assets being depreciated,'net 5,082,682 3,974,867 7,002,371 .16,059,920 Total noncurrent assets 6,189,317 4,799,719 7,002,371 17,991,407 Total assets 8,247,377 6,283,107 7,080,957 21,611,441 Current liabilities:LIABILITIES Accounts payable and accrued liabilities 128,665 186,010 31,871 346,546 Customer deposits 469,096 - - 469,096 Current portion of capital lease obligation 7,868 7,270 9,740 24,878 Current portion of notes payable 5,422 5,422 13,803 24,647 Total current liabilities 611,051 198,702 55,414 865,167 Noncurrent liabilities: Compensated absences 95,555 33,690 35,465 164,710 Notes payable 14,354 14,350 113,428 142,132 Total noncurrent liabilities 109,909 48,040' 148,893 306,842 Total liabilities 720,960 246,742 204,307 1,172,009 NET ASSETS Invested in capital assets,net of related debt 5,276,014 3,947,825 6,865,400 16,089,239 Restricted for: Institutional investment trust 7,409 3,667 - 11,076 Renewal and replacement 885,659 824,852 - 1,710,511 Comprehensive plan - 175,000 - 175,000 Unrestricted 1,357,335 1,085,021 11,250 2,453,606 Total net assets $7,526,417 $6,036,365 $6,876,650 $20,439,432 See notes to basic financial statements. -22- CITY OF DANIA BEACH,Fwwim STATEMENT OF REVENUES,EXPENSES AND CHANGES IN NET ASSETS PROPRIETARY FUNDS • FISCAL YEAR ENDED SEPTEMBER 30,2004 Business-type Activities- Enterprise Funds Water Sewer Stormwater Totals Operating revenues: Charges for services $2,490,485 $2,804,263 $ 742,249 $ 6,036,997 Other 311,750 138,362 14,279 464,391 Total operating revenues 2,802,235 2,942,625 756,528 6,501,388 Operating expenses: ' Operation and maintenance 1,696,299 2,318,515 389,660 4,404,474 Depreciation 399,554 189,503 133,147 722,204 Total operating expenses 2,095,853 2,509,018 522,807 5,126,678 Operating income 706,382 434,607 233,721 1,374,710 Non-operating revenues(expenses):Intergovernmental - - 35,000 35,000 Interest income 25,694 19,710 524 45,928 ' Interest expense 2,995) (1,823) (6,660) (11,478) Total non-operating revenues(expenses) 22,699 52,887 6,136 34,450 Income before transfers 729,081 487,494 227,585 1,409,160 Transfers in 105,000 105,000 - 210,000 Transfers out 224,373) 185,413 - 409,786) Changes in net assets 609,708 407,081 227,585 1,244,374 Net assets,beginning 6,916,709 5,629,284 6,649,065 19,195,058 ' Net assets, ending $7,526,417 $6,036,365 $6,876,650 $20,439,432 See notes to basic financial statements. -23- CITY OF MANIA BEACH,FLORIDA STATEMENT OF CASH FLOWS PROPRIETARY FUNDS • FISCAL YEAR ENDED SEPTEMBER 30,2004 Business-type Activities- Enterprise Funds Water Sewer tormwater Totals Cash flows from operating activities: Receipts from customers and users $2,727,282 $2,776,322 $ 742,250 $6,245,854 Payments to employees (819,762) (350,786) (236,719) (1,407,267) Payments to suppliers 1,031,381) (1,920,913 455,103 3,407,397 Net cash provided by operating activities 876,139 504,623 50,428 1,431,190 Cash flows from non-capital financing activities: Transfers from other funds 105,000 105,000 - 210,000 Transfers to other funds 224,373) (185,413) - 409,786 Net cash used in non-capital financing activities 119,373) 80,413) - 199,786 Cash flows from capital and related financing activities: Purchases of capital assets (200,135) (65,977) (172,537) (438,649) Principal paid on capital debt (89,633) (45,948) (39,277) (174,858) Interest paid on capital debt 2,995) 1,823 6,660 (11,478) Net cash used in capital and related financing activities 292,763 113,748 218,474 (624,985) Cash flows from investing activities: Purchase of investments (775,694) (240,872) - (1,016,566) Interest received 25,694 19,710 524 45,928 Net cash provided(used)by investing activities 750,000 221 I62 524 970,638 Net increase(decrease)in cash and cash equivalents (285,997) 89,300 (167,522) (364,219) Cash and cash equivalents,beginning 494,848 368,359 221,856 1,085,063 Cash and cash equivalents,ending $ 208,851 $ 457,659 S 54,334 $ 720,844 Reconciliation of operating income to net cash provided by operating activities: Operating income $ 706,382 $ 434,607 $ 233,721 $1,374,710 Adjustments to reconcile operating income to net cash provided by operating activities: Depreciation 399,554 189,503 133,147 722,204 Intergovernmental revenue - 35,000 - 35,000 a Changes in operating assets and liabilities: (Increase)decrease in: Accounts receivable (216,703) (108,912) 132 (325,483) Prepaid items and other assets (14,920) (1,263) (259) (16,442) Due from other governments (13,800) (8,286) (14,325) (36,411) Increase(decrease)in: Accounts payable 24,625 (33,569) (6,115) (15,059) Due to other funds - - (295,442) (295,442) Customer deposits (8,806) - - (8,806) Compensated absences (193) (2,457) (431) (3,081) Total adjustments 169,757 70,016 (183,293) 56,480 Net cash provided by operating activities $ 876,139 $ 504,623 $ 50,428 $1,431,190 See notes to basic financial statements. -24- CITY OF DANIA BEACH,FLORIDA STATEMENT OF FIDUCIARY NET ASSETS • PENSION TRUST FUNDS SEPTEMBER 30,2004 1 ASSETS Cash $ 20,804 Investments, at fair value: ' Money market funds 1,126,134 Mutual funds 4,136,023 Common stocks 21,472,704 Corporate bonds 8,847,118 DROP plan participant investments 144,878 Total investments 35,726,857 Receivables: Employee 96,723 1 Employer 642,636 Due from broker 250,297 Accrued interest receivable 101,712 ' • Other 28.343 Total receivables 1,119,711 Prepaids 11,292 Total assets 36,878,664 LIABILITIES Accounts payable 54,011 Due to broker 430,016 Total liabilities 494,027 1 NET ASSETS ' Net assets held in trust for pension benefits $36,394,637 See notes to basic financial statements. -25- CITY OF DANIA BEACH,FLORIDA STATEMENT OF CHANGES IN FIDUCIARY NET ASSETS PENSION TRUST FUNDS • FISCAL YEAR ENDED SEPTEM 3ER 30,2004 ADDITIONS Contributions: Employees $ 1,300,547 City 931,029 State 254,841 Total contributions 2,486,417 Investment income: Net appreciation in fair value of investments 3,118,542 Interest and dividends 54,176 3,172,718 Less investment expenses 211,456 Net investment income 2,961,262 Other income 114,653 Total additions 5,5,62,332 • ' DEDUCTIONS Pension benefits 1,713,939 Refund of employee contributions 322,855 Administrative expenses 224,228 Total deductions 2,261,022 Change in net assets 3,301,310 Net assets-beginning 33,093,327 s Net assets-ending $36,394,637 See notes to basic financial statements. -26- NOTES TO BASIC FINANCIAL STATEMENTS 1 CITY OF MANIA BEACH,FLORIDA NOTES TO FINANCIAL STATEMENTS SEMMBER 30,2004 NOTE 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES The City of Dania Beach,Florida(the City) located in Broward County is a political subdivision of the State of Florida. The legislative branch of the City is composed of a five-member elected commission. The City Commission is governed by the City Charter and by state and local laws and regulations. The City Commission is responsible for the establishment and adoption of policy. The execution of such policy is the responsibility of the commission-appointed City Manager. In addition to the general government function, the City provides its residents with t public works, public safety (police and fire),parks and recreation, building,zoning and planning functions,and stormwater management. A- Reporting Entity The financial statements were prepared in accordance with government accounting standards which establishes standards for defining and reporting on the financial reporting entity. The definition of the financial reporting entity is based upon the concept that elected officials are accountable to their constituents for their actions. One of the objectives of financial reporting is to provide users of financial statements with a basis for assessing the accountability of the elected officials. The financial reporting entity consists of the primary government, organizations for which the primary government is financially accountable, and other organizations for which the nature and significance of their relationship with,the primary government are such that exclusion would cause the reporting entity's financial statements to be misleading or incomplete. The City is financially accountable for a component unit if it appoints a voting majority of the organization's board and it is able to impose its will on that organization or there is a potential for the organization to provide specific financial benefits, or impose specific financial burdens on the City. Based upon the application of these criteria, there were no organizations that were component units. B. Government wide and Fund Financial Statements The government-wide financial statements (i.e., the statement of net assets and the statement of changes in net assets) report information on all of the nonfiduciary activities of the City. For the most part, the effect of intetfund activity has been removed from these statements. Governmental activities, which normally are supported by taxes and intergovernmental revenues, are reported separately from business-type activities, which rely to a significant extent on fees and charges for support. The statement of activities demonstrates the degree to which the direct expenses of a given function or segment are offset by program revenues. Direct expenses are those that are clearly identifiable with a specific function or segment. Program revenues include 1) charges to custotners or applicants who purchase, use, or directly benefit from goods, services, or privileges provided by a given function or segment and 2) grants and contributions that are restricted to meeting the operational or capital requirements of a particular function or segment. Taxes and other items not properly included among program revenues are reported instead as general revenues. -27- CITY OF DANIA BEACH,F+LORIDA NOTES TO FINANCIAL STATEMENTS (Continued) NOTE 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES(Continued) B. Government-wide and Fund Financial Statements(Continued) Separate financial statements are provided for governmental funds, proprietary funds, and fiduciary funds, even though the latter are excluded from the government-wide financial statements. Major individual governmental funds and major individual enterprise funds are reported as separate columns in the fund financial statements. C. Measurement Focus,Basis of Accounting,and Financial Statement Presentation The government-wide financial statements are reported using the economic resources measurement focus,and the accrual basis of accounting, as are the proprietary fund and fiduciary fund financial statements. Revenues are recorded when earned and expenses are recorded when a liability is incurred, regardless of the timing of the related cash flows. Property taxes are recognized as revenues in the year in which they are levied. Grants and similar items are recognized as revenue as soon as all eligibility requirements imposed by the provider have been met. Governmental fund financial statements are reported using the current financial resources measurement focus and the modified accrual basis of accounting. Revenues are recognized as soon as they are both measurable and available. Revenues are considered to be available when they are collectible within the current period or soon enough thereafter to pay liabilities of the current period. For this purpose,the City considers receivables collected within 60 days after year-end to be available and recognizes them as revenues of the current year. Expenditures generally are recorded when a liability is incurred, as under accrual accounting. However, debt service expenditures, as well as expenditures related to compensated absences and claims and judgments,are recorded only when payment is due. Property taxes, franchise taxes, licenses, and interest associated with the current fiscal period are all considered to be susceptible to accrual and so have been recognized as revenues of the current fiscal period. All other revenue items are considered to be measurable and available only when the City receives cash. ' The City reports the following major governmental funds: The general fund is the City's primary operating fund. It accounts for all financial resources of the general government, except those required to be accounted for in another fund. The grants fund accounts for the revenues and expenditures related to Federal, State, and Local grants received by the City. The capital projects fund accounts for the resources accumulated for the completion of the ' five-year capital budget. ,' -28- CITY OF LAMA BEACH,FLORIDA NOTES TO FINANCIAL STATEMENTS (Continued) NOTE 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES(Continued) C. Measurement Focus, Basis of Accounting,and Financial Statement Presentation (Continued) The government reports the following major proprietary funds: The water and sewer funds account for the provision of potable water to residents and the corresponding sewage disposal, which is supplied by the City of Hollywood,Florida. The City operates the water treatment facility, water distribution system, sewage drainage pipelines,and sewage pumping stations. The stormwater fund accounts for the infrastructure and operations of. stormwater transportation,which is funded through user charges. Additionally,the City reports the following fund type: The internal service fund accounts for the City's Self Insured Health Plan provided to other departments of the City on a cost reimbursement basis. This fund has been combined into the general fund. The pension trust funds account for the activities of the General Employees Retirement System and the Police & Firefighter's Retirement System. These funds accumulate resources for pension benefit payments to qualified employees. Private-sector standards of accounting and financial reporting issued prior to December 1, 1989, generally are followed in both the government-wide and proprietary fund financial statements to the extent that those standards do not conflict with or contradict guidance of the Government Accounting Standards Board. Governments also have the option of following subsequent private-sector guidance for their business-type activities and enterprise funds, subject to this same limitation. The City has elected not to follow subsequent private-sector guidance. As a general rule the effect of interfund activity has been eliminated from the government-wide financial statements. Exceptions to this general rule are charges between the City's water and sewer function and various other functions of the City. Elimination of these charges would distort the direct costs and program revenues reported for the various functions concerned. Amounts reported as program revenues include 1)charges to customers or applicants for goods, services, or privileges provided,2) operating grants and contributions, and 3) capital grants and contributions, including special assessments. Internally dedicated resources are reported as general revenues rather than as program revenues. Likewise,general revenues include all taxes. Proprietary funds distinguish operating revenues and expenses from nonoperating items. a Operating revenues and expenses generally result from providing services and producing and delivering goods in connection with a proprietary fund's principal ongoing operations. The principal operating revenues of the City's water, sewer, and stormwater enterprise funds are charges to customers for sales and services. -29- CITY OF DANIA BEACH,FLORIDA NOTES TO FINANCIAL STATEMENTS (Continued) NOTE 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES(Continued) C. Measurement Focus, Basis of Accounting, and Financial Statement Presentation (Continued) The water and sewer funds also recognize as operating revenue the portion of tap fees intended to recover the cost of connecting new customers to the system. Operating expenses for the enterprise funds include the cost of sales and-services, administrative expenses, and depreciation on capital assets. All revenues and expenses not meeting this definition are reported as nonoperating revenues and expenses. When both restricted and unrestricted resources are available for use, it is City policy to use restricted resources first,and then unrestricted resources as needed. D. Assets,Liabilities,and Net Assets or Equity 1. Deposits and Investments The City's cash and cash equivalents are considered to be cash on hand, time and demand deposits, and short-term investments with original maturities of three months or less from the date of acquisition and investments with the State Board Investment Pool. Short-term investments, except the State Board Investment Pool, are reported at cost, which approximates fair value. The Investment Pool is-recorded at its value of the pool shares(2A-7 Pool)which is fair value. The nature of investments is governed by the provisions of Florida Statutes Section 218. Under this statute, authorized investments are limited, unless otherwise authorized by law or ordinance, to the Local Government Surplus Funds Trust Fund, money market funds, direct or unconditionally guaranteed obligations of the United States Government, obligations of certain governmental agencies, interest bearing time deposits or savings accounts. 2. Receivables and Payables ' Activity between funds that are representative of lending/borrowing arrangements outstanding at the end of the fiscal year are referred to as"due to/from other funds". Any residual balances outstanding between the governmental activities and business-type activities are reported in the government-wide financial statements as"internal balances". Advances between funds,as reported in the fund financial statements, are offset by a fund balance reserve account in applicable governmental funds to indicate that they are not available for appropriation and are not expendable available financial resources. Property taxes are levied as of January I on property values assessed as of the same date. ' Assessment and collections are made on behalf of the City by Broward County. Property values are assessed as of January 1 of each year, at which time taxes become an -30- CITY OF DANIA BEACH,FLORIDA NOTES TO FINANCIAL STATEMENTS (Continued) NOTE I. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES(Continued) D. Assets,Liabilities,and Net Assets or Equity(Continued) 2. Receivables and Payables(Continued) enforceable lien on property. Tax bills are mailed for the City by Broward County on or about October 1 of each year and are payable with discounts of up to 4%offered for early payment. Taxes become delinquent on April 1 of the year following the year of assessment and State law provides for enforcement of collection of property taxes by seizure of the personal property or by the sale of interest-bearing tax certificates to satisfy unpaid property taxes. All trade and property tax receivables are shown net of an allowance for uncollectibles. Accounts receivable allowances are based on historical trends. Operating revenues in the water and sewer enterprise funds are generally recognized on the basis of cycle billings rendered monthly. Revenues for services delivered during the last month of the fiscal year that have not been read by September 30 are accrued based on meter readings for the applicable consumption period and billed in October. The City's contracted service provider processes receivables associated with Emergency Medical Services(EMS). With the exception of EMS, the City deems receivable balances collectible and as such does not establish an allowance for doubtful accounts. An allowance account of approximately$1,892,667 is established for EMS receivables based on historical collection rates. 3. Inventories and Prepaid Items All inventories are valued at cost using the first-in/first-out (FIFO) method. Inventories of governmental funds are recorded as expenditures when consumed. Certain payments to vendors reflect costs applicable to future accounting periods and are recorded as prepaid items in both government-wide and fund financial statements. 4. Restricted Assets Certain assets of the debt service fund have been classified as restricted because their use is completely restricted by a bond indenture agreement for the City's debt service requirements. Certain gas tax and impact fee revenues of the City's water and sewer funds must be set aside for costs associated with improvements to the systems that will provide for increased capacity as well as the expansion of the system." In addition,revenues have been restricted for costs associated with sewer system studies. The assets associated with these revenues have been classified as restricted. -31- CITY OF DANIA BEACH,FLORIIDA rNOTES TO FINANCIAL STATEMENTS (Continued) 1 NOTE 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES(Continued) D. Assets, Liabilities,and Net Assets or Equity(Continued) 5. Capital Assets Capital assets, which include property, plant, equipment, and infrastructure assets (e.g., roads, bridges, sidewalks, and similar items), are reported in the applicable governmental or business-type activities columns in the,government-wide financial statements. The City defines capital assets for property,plant and equipment as assets with an initial, individual cost of more than $1,000 and an estimated useful life in excess of one year. For infrastructure assets the City defines capital assets with an initial cost of more than$10,000 and an estimated life in excess of five years. Purchased or constructed assets are recorded at historical cost or estimated historical cost. Donated capital assets are recorded at estimated fair market value at the date of donation. Major outlays for capital assets and improvements are capitalized as projects are constructed.The costs of normal maintenance and repairs that do not add value to the asset or materially extend its useful life are not capitalized. Property, plant, and equipment and infrastructure of the City is depreciated using the straight line method over the following estimated useful lives: Assets Years Building and Improvements 10—40 Public domain infrastructure Water,Sewer and Stormwater System 5—50 Machinery and equipment 3— 10 6. Compensated Absences It is the City's policy to permit employees to accumulate earned but unused vacation and sick pay benefits. An employee may, on an annual basis, or upon termination, cash in a portion of these unused benefits. Vacation and sick pay benefits are accrued when incurred in the government-wide, and proprietary fund financial statements. In the governmental funds, a liability is recorded only for vacation and sick leave payouts for employee separations occurring within 60 days subsequent to the year-end. 7. Long-Term Obligations In the government-wide financial statements,and proprietary fund types in the fund financial statements, long-term debt and other long-term obligations are reported as liabilities in the applicable governmental activities, business-type activities, or proprietary fund type statement of net assets. Bond premiums and discounts,as well as issuance costs,are deferred and amortized over the life of the bonds using the straight-line amortization method. The results of using this method do not differ significantly from the effective interest method. Bonds payable are reported net of the applicable bond premium or discount. - -32- i • t CITY OF DANIA BEACH,FLORIDA NOTES TO FINANCIAL STATEMENTS (Continued) NOTE 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES(Continued) D. Assets,Liabilities,and Net Assets or Equity(Continued) 7. Long-Term Obligations(Continued) In the fund financial statements, governmental fund types recognize bond premiums and discounts, as well as bond issuance costs, during the current period. The face amount of debt issued is reported as other financing sources.Premiums received on debt issuances are reported as other financing sources while discounts on debt issuances are reported as other financing uses. Issuance costs, whether or not withheld from the actual debt proceeds received,are reported as debt service expenditures. ,. S. Fund Equity In the fund financial statements, governmental funds report reservations of fund balance for amounts that are not available for appropriation or are legally restricted by outside parties for use for a specific purpose. Designations of fund balance represent tentative management plans that are subject to change. 9. Deferred Revenues Deferred Revenues include amounts collected before revenue recognition criteria are met , and receivables, which,under the modified accrual basis of accounting,are measurable,but not yet available. The deferred items consist primarily of license and permit revenues. 10. Use of Estimates The preparation of financial statements in conformity with accounting principles generally accepted in the United States requires management to make estimates and assumptions that affect the amounts of assets, liabilities, disclosures of contingent liabilities, revenues and expenditures/expenses reported in the financial statements and accompanying notes. These estimates include assessing the collectibility of receivables, the realization of pension obligations and the useful lives of capital assets. Although these estimates as well as all estimates are based on management's knowledge of current events and actions it may undertake in the future,they may ultimately differ from actual results. NOTE 2. DEPOSITS AND INVESTMENTS Deposits In addition to insurance provided by the Federal Depository Insurance Corporation, all deposits are held in banking institutions approved by the State Treasurer of the State of Florida to hold public funds. Under Florida Statutes .Chapter 280, Florida Security for Public Deposits Act, the State Treasurer requires all Florida qualified public depositories to deposit with the Treasurer or another banking institution eligible collateral. In the event of a failure of a qualified public depository, the remaining public depositories would be responsible for covering any resulting losses. Accordingly, all amounts reported as deposits are insured or collateralized with securities held by the entity or its agent in the entity's name. -33- '. CITY OF DANiA BEACH,FLORIDA NOTES TO FINANCIAL STATEMENTS (Continued) NOTE 2. IDEPOSITS AND INVESTMENTS(Continued) 1 Investment, The City is authorized to invest in obligations of the U.S. Treasury, its agencies, instrumentalities and the Local Government Surplus Funds Trust Fund administered by the State Board of Administration. The investments follow the investment rules defined in Florida Statutes Chapter 215. The investment policy defined in the statutes attempts to promote, through state assistance, the maximization of net interest earnings on invested surplus funds of local units of governments while limiting the risk to which the funds are exposed. The Local Government Surplus Funds Trust Fund is governed by Ch. 19-71 of the Florida Administrative ' Code, which identifies the Rules of the State Board of Administration. These rules provide guidance and establish the general operating procedures for the administration of the Local Government Surplus Funds Trust Fund. Additionally, the Office of the Auditor General performs the operational audit of the activities and investments of the State Board of Administration. The Local Government Surplus Funds Trust Fund is not a registrant with the Securities and Exchange Commission (SEC); however, the Board has adopted operating procedures consistent with the requirements for a 2a-7 fund. The City's investment balances, ' which are carried at fair value, are classified as credit risk category 1; insured or registered, or securities held by the entity or its agent in the entity's name. Category Carrying 1 Amount Bonds $ 8,847,118 $ 8,847,118 Common stock 21,617,580 21,617,580 U.S. Government securities 2,286,968 2,286,968 $32,751,666 32,751,666 Investments not subject to categorization: Money market mutual funds 1,126,134 Mutual funds 14,790,925 State Board of Administration investment pool 4,136,023 $52,804,748 A reconciliation of cash and investments as shown on the statement of net assets and the statement of fiduciary net assets is as follows: Deposits(including cash and certificates of deposit) $ 3,282,448 Investments 52,804,748 Total deposits and investments $56,087,196 Cash and cash equivalents,primary government $ 2,753,687 Investments,primary government 17,585,848 Total,primary government 20,339,535 Cash and cash equivalents,fiduciary funds 20,804 Investments, fiduciary funds 35,726,857 Grand total $56,087,196 _. -34- i CITY OF DANIA BEACH,FLORIDA .NOTES TO FINANCIAL STATEMENTS (Continued) NOTE 3. RECEIVABLES Receivables as of September 30, 2004 for the City's individual major funds in the aggregate i including the allowances for uncollectible assets are as follows: Storm- General Water Sewer water Total Customers billed S 2,380,961 $283,91 l $326,623 $ - $2,991,495 Franchise fees 334,894 - - - 334,894 Interest 7,800 - - - 7,800 Utility taxes 175,079 - - - 175,079 Contributions - - _ _ - _ Other 115,956 - 109 116,065 Gross receivables 3,014,690 283,911 326,623 109 3,625,333 Less allowance for uncollectibles 19892,667 - - - 1,892,667 Net total receivables $1,122,023 $283,911 $326,623 $ 109 $1,732,666 NOTE 4. INTERFUND RECEIVABLES,PAYABLES AND TRANSFERS The composition of interfund balances as of September 30,2004 is as follows: Receivable Fund Payable Fund Amount Due from/to other fund: General fund Grants fund $1,239,791 The outstanding balances between funds result mainly from the time lag between the dates that 1) interfund goods and services are provided or reimbursable expenditures occur,2)transactions are recorded in the accounting system,and 3)payments between funds are made. Interfund transfers: Transfers In General Capital Fund Proiects Water Sewer Nonmaior Total Transfers out: General fund $ - $984,357 $105,000 $105,000 $212,016 $I,406,373 . Grant 42,161 - - - - 42,161 Water 224,373 - - - _ 224,373 Sewer 185,413 - - - - 185,413 Total transfers out $45_ 1_,947 $984,357 $ 105,000 $105,000 $2I2,016 $1,859,320 -35- CITY OF DANIA BEACH,FLORIDA ' NOTES TO FINANCIAL STATEMENTS (Continued) NOTE 4. INTERFUND RECEIVABLES,PAYABLES AND TRANSFERS(Continued) Transfers are used to 1) move revenues from the fund with collection authorization to the debt service fund as debt service principal and interest payments become due, 2) move restricted ' amounts from borrowings to the debt service fund to establish mandatory reserve accounts, 3) move unrestricted general fund revenues to finance various programs that the government must account for in other funds in accordance with budgetary authorizations. iNOTE S. CAPITAL ASSETS Capital asset activity for the year ended September 30,2004 was as follows: Beginning Ending Balance Increases Decreases Balance Governmental activities: Capital assets,not being depreciated: Land S 13,479,754 S - $ - $13,479,754 Construction in progress 883,471 353,449 883,471 353,449 Total capital assets,not being depreciated 14.363,225 353.449 883.471 13.833.203 Capital assets,being depreciated: Buildings 5.172,501 398,692 - 5.571,193 Furniture,fixtures and equipment 5,267.940 362,251 444,014 5,186,177 Infrastructure 26.494,999 1,555,599 28.050.598 Total capital assets,being depreciated 36.935.440 2,316.542 444.014 38,807.968 Less accumulated depreciation for: Buildings 1,754,187 139,006 - 1,893,193 Furniture,fixtures and equipment 3.616.187 392,890 394,266 3,624,811 Infrastructure 11.593.463 1,286.428 - 12.879,891 Total accumulated depreciation 16.%3,837 1,818.324 384.266 18,397,895 Total capital assets,being depreciated,net 19,971.603 498,218 59.748 20,410.073 Governmental activities capital assets,net $34,334.828 $ 851,667 $943.219 $34.243.276 Business-type activities: Capital assets,not being depreciated: Land S 220,976 $ - S - $ 220,976 Total capital assets,not being depreciated 220,976 - - 220.976 Capital assets,being depreciated: Buildings 973.867 - - 973.867 Furniture,fixtures and equipment 630.725 287.935 918.660 Utility system 27.209.384 152.000 1,286 27,360,098 Total capital assets.being depreciated 28.813,976 439.935 1,286 29,252,625 Less accumulated depreciation for: Buildings 596.602 14.725 611,327 Furniture,fixtures and equipment 257.659 90,145 - 347,804 Utility system. 11.616,240 617,334 - 12,233.574 Total accumulated depreciation 12,470,501 722,204 13,192,705 Total capital assets.being depreciated.net 16.343,475 (282.269) 1.286 16,059.920 Business-type activities capital assets,net S 16`56;.451 $(383 269) $ 1286 S 16 280,896 ' -36- CITY OF DANIA BEACH FL M OR®A NOTES TO FINANCIAL STATEMENTS (Continued) MOTE 5. CAPITAL ASSETS(Continued) Depreciation expense was charged as functions/programs of the primary government as follows: Governmental activities: General government $ 205,381 Public safety 222,733 Highways and streets 1,282,360 Physical environment .35,348 Culture and recreation 72,512 Total depreciation expenses-governmental activities $1,818,334 - Business-type activities: Water $ 399,554 Sewer 189,503 Stormwater 133,147 $ 722,204 NOTE 6. LONG-TERM DEBT The following is a summary of changes in long-term liabilities of the City for governmental activities for the year ended September 30,2004: Beginning Ending Due Within Balance Additions Reductions Balance One Year Governmental Activities Bonds payable: Sales taxes revenue bonds $2,835.000 $ - $ 75,000 S 2,760,000 $ ' 75,000 Notes payable 4,484,887 822,500 639,317 4,668,070 668,518 Capital leases 228,646 851,063 303,074 776,635 221,317 Total bonds,notes and leases payable 7,548,533 1,673,563 1,017,391 8,204,705 964,835 Other liabilities. Compensated absences 998,538 247,860 101,001 1,145,397 153,885 Total other liabilities 998,538 247,860 101,001 1,145397 153,885 Governmental activities long-term liabilities $8,547,071 $1,921,423 $1,118,392 $9,350,102 $1,118,720 Bonds Payable On February 24, 1994,the City issued$3,255,000 of Sales Tax Revenue Bonds. The proceeds of the Series 1994 bonds were used to (i) make a deposit to an Interest Account to pay capitalized interest on the bonds,(ii) retire the Series 1992 Sales Tax Revenue Bonds totaling approximately $741,714, (iii) make a deposit in the Construction Fund for the construction of a municipal fishing pier, (iv) make a deposit into a reserve account. The bonds are due in varying annual installments from the years 1994 through 2025. Annual bond interest rates vary from 3.2% to 5.0%. The bonds are limited obligations of the City payable solely from Sales Tax Revenues. -37- CITY OF DANIA BEACH,FLORIDA ' NOTES TO FINANCIAL STATEMENTS (Continued) NOTE 6. LONG-TERM DEBT(Continued) Bonds Payable(Continued) Annual service requirements of the Sales Tax Revenue Bonds,Series 1994 are as follows: Princival . Interest Total Fiscal year ending September 30: 2005 $ 75,000 $ 133,715 $ 208,715 2006 80,000 130,340 210,340 2007 85,000 126,580 211,580 2008 90,000 122,500 212,500 2009 90,000 118,000 208,000 2010-20 l4 525,000 517,500 1,042,500 2015-2019 750,000 371,250 1,121,250 2020-2024 865,000 184,000 1,049,000 2025 200,000 10,000 210,000 $2,760,000 $1,713,885 $4,473,885 As of September 30, 2004, the City has complied with all of the provisions outlines within its • Series 1994 Sales Tax Revenue Bond Indenture Agreement. Notes Payable-Governmental Funds In March 2002, the City issued a note payable for$2,350,000 bearing interest at a rate of 4.33%for the construction of certain capital projects. The note,which is collateralized by franchise fees collected from FPL, is payable in monthly installments through December 2012_ $],866,044 In March 2002, the City issued a note payable for $650,000 bearing interest at a rate of 6.54%for the construction of the fishing pier restaurant. The note,which is collateralized by franchise fees collected from FPL, is payable in monthly installments through December 2012. 557,436 In February 1997, the City issued a note payable for$337,275 hearing interest at a rate of 5.75% for the purchase of a fire truck. The note, which is collateralized by fire/EMS assessment revenues, is payable in 40 quarterly installments of$11,153 through March 2007. 103,126 In March 1998, the City issued a note payable for$220,000 hearing interest at a rate of 5.1 Flo to purchase real property for the purpose of erecting Fire Station #93. The note, which is secured by non-ad valorem funds is payable in 60 quarterly installments of $5,295 through March 2013. 144.954 1n November 1998, the City issued a note payable for$637,000 bearing interest at a rate of 4.95% for the renovation of Fire Station #1. The note, which is secured by non-ad valorem funds,is payable in 60 equal quarterly installments of$15,176,commencing upon completion of the renovations,through September 2014. 468,287 -38- CITY OF DANIA BEACH,FLORIDA NOTES TO FINANCIAL STATEMENTS (Continued) NOTE 6. LONG-TERM DEBT(Continued) Notes Payable—Governmental Funds (Continued) In February 2001, the City issued a note payable for$95,000 bearing interest at a rate of 5.10% for the purchase of City vehicles for the Public Works and Growth Management departments. The note, which is secured by non-advalorem funds is payable in 20 equal quarterly installments of$5,240 through February 2008. 31,088 In July 2001, the City issued a note payable for $700,000 bearing interest at a rate of 4.20%for the payment of an arbitration award and costs related thereto. The note,which is secured by utility taxes imposed on the purchase of electricity within the City, is payable at interest only for the first four quarterly payments and thereafter for 16 equal quarterly installments of$43,750 through July 2006. 350,000 In February 2003,the City issued a note payable for$386,904 bearing interest at a rate of 3.29%for the purchase of City vehicles, renovations to City's buildings and the purchase. of*a document imaging system. The note is secured by non-ad valorem funds. The trucks and the imaging system are payable in 10 installments of$9,261 through April 2008,while renovations to City's buildiings are payable in 20 installments of$17,920 through April 2013. 324,635 In June 2004, the City entered into a loan agreement in the amount of$822,500 for the • financing of construction of the Frost Park Recreation Center improvements. The loan is payable in semi-annual payments of$41,125 over 10 years beginning December 23,2004 at an interest rate of 3.625%per annum. The loan matures on June 23,2014. 822,500 $4,668,070 Annual debt service requirements are as follows: Principal Interest Total Fiscal year ending September 30: 2005 $ 668,518 $211,588 $ 880,106 2006 696,894 180,340 877,234 2007 519,718 152,242 671,960 2008 529,160 123,625 652,785 2009 498,633 99,086 597,719 2010-2014 1,755,147 68,823 1,823,970 $4,668,070 $835,704 $5,503,774 -39- CTTY OF DANIA,EACH,FLORIDA NOTES TO FINANCIAL STATEMENTS . (Continued) NOTE 6. LONG-TERM DEBT(Continued) The following is a summary of changes in long-term liabilities of the City for business-type activities for the year ended September 30;2004: Due Beginning Ending Within Balance Additions Reductions Balance One Year Business-type Activities Bonds and loan payable: - Notes payable $ 238,423 $ - $ 71,644 $ 166,779 $ 24,647 Capital leases 128,091 103,213 24,878 24,878 Compensated absences 167,791 40,810 43,891 164,710 - Total 534,305 40,810 218,748 _ 356,367 49,525 Business-type activities: Long-term liabilities $ 534,305 $40,810 $ 218,748 $ 356,367 $ 49,525 Notes Payable-.Enterprise Funds rIn February 2003, the.City issued a note payable for $55,000 bearing interest at a rate of 3.29% for the purchase of City vehicles. The note, which is secured by non- 1 0 ad valorem funds,is payable in 10 equal installments of$6,027 through April 2008. $ 39,546 During fiscal 2003, due to the implemention of GASB Statement No. 34, long-term debt that had been previously classified as a special revenue fund in the general long. term debt account group was moved to the Stormwater Enteprrise Fund (and classified as an Enterprise Fund in that year). The$150,000 balance in outstanding principal is a portion of the original $2,350,000 issued in March 2002 for the construction of certain capital projects. The note, which is collateralized by Franchise Fees collected from FPL, is payable in monthly installments through December 2012. 127,233 $ 166,779 Annual debt service requirements are as follows: Principal Interest Total Fiscal year ending September 30: 2005 $ 24,647 $ 7,354 $ 32,001 2006 28,593 6,070 34,663 2007 32,599 4,725 37,324 2008 29,444 3,314 32,758 2009 16,387 2,725 19,112 2010-2012 35,109 379 35,488 $ 166,779 $24,567 $ 191,346 -40- CITY OF DANIA BEACH,I'LORIDA NOTES TO FINANCIAL STATEMENTS (Continued) NOTE 7. LEASES I. Capital Leases On December 13,2001, the City entered into a Master Lease agreement, with a local financial institution, as lessee for financing the acquisition of City vehicles and equipment for the City Manager, Fire-Rescue Department, Public Utilities/Public Works Department, and Growth Management Department. In October 2002 and February 2003, the City entered into two Master Lease agreements for financing the acquisition of computers and software. On March 23, 2004, the City entered into a Master Lease agreement for financing the acquisition of computer equipment and software and a radio system for the Fire Department. Also, on March 31, 2004,the City entered into a Master Lease agreement for financing the acquisition y of a new fire truck for the Fire Department. These lease agreements qualify as capital leases for accounting purposes and, therefore,have been recorded at the present value of their future minimum lease payments as of the inception date. The future minimum lease obligations and the net present of these minimum lease payments as of September 30,2004 were as follows: Governmental Enterprise Funds Funds Total Fiscal year ending September 30: • 2005 $ ; 231,982 $ 25,057 $257,039 2006 193,049 - 193,049 2007 189,351 - 189,351 2008 169,604 - 169,604 2009 41,027 - 41,027 Total minimum lease payments 825,013 25,057 850,070 Less interest portion 48,378 179 48,557 Present value of minimum lease payments $ 776,635 $ 24,878 $801,513 2. Operating Leases The City leases parcels of real estate to private corporations. The leases, classified as operating leases, expire in years 2007, 2010 and 2046 and are subject to contingency rentals, which are calculated as a percentage of gross receipts. In addition, the City leases its Pier facilities on a month-to-month basis. Rental income is recorded as miscellaneous revenue in the General Fund. -41- CITY OF DANIA BEACH,F'LORIDA ' NOTES TO FINANCIAL.STATEMENTS (Continued) NOTE 7. LEASES(Continued) 2. Operating Leases(Continued) The following is a schedule by years of minimum future rental income of non-cancelable operating leases as of September 30,2004: Fiscal year ending,September 30: 2005 $225,234 2006 196,557 2007 195,515 Total minimum future rentals $617,306 NOTE 8. COMMITMENTS AND CONTINGENCIES Risk Management MThe City is exposed to various risks of loss related to torts; theft of, damage to, and destruction of assets; errors and omissions; injuries to employees; and natural disasters. The City purchases commercial insurance for all types of claims with nominal deductible amounts. f Settled claims have not exceeded commercial coverage limitations in any of the past three fiscal years. In November 1989, the City began providing certain health and dental insurance coverage to its employees through a self-insured health plan. The health plan provides an individual stop loss limit per year of$50,000(with the exception of one employee for a specific deductible of $100,000),and an aggregate stop loss limit of approximately$1,000,000. The City establishes claims liabilities based on estimates of the ultimate cost of claims that have been reported,but ' not settled, and of claims that have been incurred, but not reported. The City maintains an Internal Service Fund to account for the activities of the health plan. An independent actuarial report issued annually provided the claims liability of$308,977 at September 30,2004. Changes in claims payable of the fund during the past three fiscal years are as follows: Beginning Current Year o End of of Year Claims and Year Fiscal Year Claims Changes in Claims Claims Ended Pa able Estimated Payments Payable 9/30/2002 $ 80,024 $ .1,268,835 $1,227,859 $ 121,000 9/30/2003 121,000 1,254,465 1,235,465 140,000 9/30/2004 140,000 1,435,265 1,435,265 140,000 -42- CITY OF DANIA]BEACH FLORIDA NOTES TO FINANCIAL STATEMENTS ' (Continued) NOTE 8. COMMITMENTS AND CONTINGENCIES(Continued) Litigation Various suits and claims arising in the ordinary course of operations are pending against the City. While the ultimate effect of such litigation cannot be ascertained at this time, in the opinion of legal counsel,the City has sufficient insurance coverage to cover any claims and/or liabilities, which may arise from such action. The effect of such losses would not materially affect the financial position of the City or the results of its operations. Interlocal Agreement with Broward County Sheriffs Office A contract exists between the Broward County Sheriffs Office and the City, whereby the Broward County Sheriffs Office provides police officers to serve the City. These police officers are paid on the Broward County Sheriffs Office payroll. The City pays the Broward County Sheriffs Office for the police services based on the contract. The City paid the Broward County Sheriffs Office$6,486,344 for the fiscal year ended September 30,2004. Interlocal Agreement with City of Hollywood On August 28, 1990,the City entered into an Interlocal Agreement with the City of Hollywood (which replaced the prior agreement) for utilization of a commori area-wide wastewater collection, treatment and disposal facility. The City of Hollywood is required to provide the City of Dania Beach an estimate of all costs at the beginning of each fiscal year. The annual estimate is the basis for monthly billings and is adjusted annually based upon actual flows and actual costs when known. Charges for services provided by the City of Hollywood include operation, maintenance and administrative costs,debt service charges,depreciation charges and renewal, replacement and improvement account contributions. For the fiscal year ended September 30, 2004, the City recognized expenses of$1,638,245 under this agreement. The agreement will continue in existence until modified by mutual consent or termination.by one of the parties after giving one year's notice. Should the City terminate the agreement, it would be required to pay all debt service charges which would otherwise have been chargeable to the City (based upon a weighted average for future years using projected flows) and a sum equal to the present value of 5 years of all other payments based on the annual payment in the year of termination. Management considers the termination of this agreement to be remote. In addition, future payments under this agreement cannot be estimated. NOTE 9. RELATED PARTY TRANSACTIONS The City has a towing service contract with the Broward Sheriffs' Office ('BSO"). BSO uses various towing companies for these services. A member of the City commission owns one of the towing companies that have contracted with BSO to provide these services. During the year ended September 30, 2004 as a result of the contract with BSO, the towing company owned by the member of the City Commission has provided some towing services to the City. i Since the contract for towing services is between the towing company and BSO,determination cannot be made by the City as to the level of services provided by the towing company within • the City. , -43- CITY OF DAMA BEACH,FLORIDA NOTES TO FINANCIAL STATEMENTS (Continued) NOTE 10. DEFINED BENEFIT PENSION PLANS 1. Plan Description The City is the sponsor of two single-employer Public Employee Retirement Systems (PERS) defined benefit pension plans established to provide pension, disability, and death benefits for its employees and beneficiaries. The two plans are the General Employees' Pension Fund and the City of Dania Beach Retirement System for Police and Firefighters. The Police & Firefighters' Plan issues a publicly available financial report that includes financial statements and required supplementary information. The financial reports for the Police & Firefighters' Plan may be obtained by writing to the Board of Trustees c/o City of Dania Beach, 100 West Dania Beach Boulevard,Dania Beach,Florida 33004. The City's covered payroll for employees covered by the General Employees Plan for the year- ended September 30, 2004 was$3,857,631. Under the provisions of the General Employees Plan, all full time employees are eligible to participate. Pension benefits are vested after eight years of credited service. Members are eligible to retire at age 55 with eight (8) years credited service or at age 50 with 25 years of credited service at a benefit of two-and-a-half percent (for each year of credited service) of final average salary based on the highest three years salary during the last ten years of employment. The benefit multiplier is raised to 3% for those who retire after December 31, 1998. City Ordinance establishes these benefit provisions. Amendments to the Plan must be authorized by the City Commission. 2. Summary of Significant Accounting Policies Basis of Accounting The Plans' financial statements are prepared using the accrual basis of accounting. Plan member'I contributions are recognized in the period in which the contributions are due.Employer contributions to the Plan are recognized when due and the employer has made a formal commitment to provide the contributions. Benefits and refunds are recognized when due and payable in accordance with the terms of the Plan. 1Ia Method Used to Value Investments �f Plan investments are reported at fair value. Securities traded on a national or international exchange are valued at the last reported sales price. Investments that do not have an established market price are presented at estimated fair values as provided by the custodial bank and investment counsel. 'I 'I �I • v CITY OF DANIA BEACH,T'LORIDA NOTES TO FINANCIAL STATEMENTS ' (Continued) NOTE 10. DEFINED BENEFIT PENSION PLANS(Continued) 2. Summary of Significant Accounting Policies(Continued) Plan Membership Information At October 1, 2003, the date of the latest actuarial valuation, the Plans' membership consisted of: Police General and m loyces Firefighters Retirees and beneficiaries currently receiving benefits and terminated employees entitled to benefits but not yet receiving them 41 39 DROP participants 7 14 48 53 Current employees: Vested 29 19 Non-vested 62 22 Total 91 41 General Employees Pension Fund The General Employees Pension Trust Fund does not issue separate stand-alone financial statements, therefore, included below is the Statement of Fiduciary Net Assets and the Statement of Changes in Fiduciary Net Assets as of and for the fiscal year ended September 30,2004. STATEMENT OF FIDUCIARY NET ASSETS ASSETS Investments, at fair value $11,402,933 Contributions receivable: 1 Employee 52,866 Employer 95,801 Accrued interest receivable 58 Total assets 11,551,658 LIABILITIES Accounts payable 16,344 NET ASSETS Net assets held in trust for pension benefits $11,535,314 -45- 1 CITY OF]MANIA BEACH,FLORIDA NOTES TO FINANCIAL STATEMENTS (Continued) II NOTE 10. DEFINED BENEFIT PENSION PLANS(Continued) �I 2. Summary of Significant Accounting Policies(Continued) General Employees Pension Fund(Continued) STATEMENT OF CHANGES IN FIDUCIARY NET ASSETS .,I ADDITIONS Contributions: Employees $ 686,023 City 384,194 Total contributions 1,070,217 Investment income: Net appreciation in fair value of investments 1,015,692 Interest and dividends 54,176 �N 1,069,868 Less investment expense 60,982 '� • Net investment income 1,008,886 Total additions 2,079,103 DEDUCTIONS Benefits 584,920 Administrative expenses 88,276 673,196 Changes in net assets 1,405,907 Net assets,held in trust for pension benefits-beginning 10,129,407 Net assets held in trust for pension benefits-ending $11.535,314 3. Funding Policy City Ordinance establishes the contribution requirements of General Employees Plan members and the City. City employee members are required to contribute 19.74% of their annual covered salary of which 16.08% is contributed by the City on behalf of the employee. The City is required to contribute at an actuarially determined rate. City and employee contributions for fiscal year 2004 were$384,194 and$686,023,respectively. • - -46- CITY OF MANIA BEACH,FLORIDA NOTES TO FINANCIAL STATEMENTS (Continued) • NOTE 10. DEFINED BENEFIT PENSION PLANS(Continued) 4. Annual Pension Cost and Net Pension Asset The City's annual pension cost and net pension asset to the General Employees Retirement System for the year ended September 30,2004 was as follows: Annual required contribution $383,205 Interest on net pension obligation (31) Adjustment to annual required contribution 54 Annual pension cost 383,228 Contributions made 384,194 Increase in net pension asset (966) Net pension asset,beginning of year 387 Net pension asset,end of year $ (1,353 The annual required contribution for the current year was determined based on an October I, 2003 actuarial valuation date using the frozen entry age actuarial cost method. Significant actuarial assumptions used in the actuarial valuation include (i) a rate of return on the investment of present and future assets of 8% a year compounded annually, (ii) projected salary increases of 6.5%a year attributable to historical events,including inflation, merit, and . seniority, (iii) normal retirement at age 50, and 25 years of credited service or age 55 and 8 years of credited service and(iv)no post retirement benefit increases. Both(i)and(ii)include an inflation component of 4%. The actuarial value of assets was determined using techniques that smooth the effects of short-term volatility in the market value of investments over a five- year period. The frozen entry age actuarial cost method, which was used to determine the funding is the same as the aggregate method when the unfunded liability is zero. The aggregate actuarial cost method does not identify or separately amortize unfunded actuarial liabilities. Three Year Trend Information Annual Percentage Fiscal Year Pension ofAPC Net Pension Ended . Cost(APC) Contributed Asset 9/30/2002 $ 4,985 99.5% $ (411) 9/30/2003 161,351 100.0% (387) 9/30/2004 383,228 100.0% (1,353) -47- i CITY OF DANIA BEACH,FLORIDA ' NOTES TO FINANCIAL STATEMENTS. (Continued) NOTE 10. DEFINED BENEFIT PENSION PLANS(Continued) 4. Annual Pension Cost and Net Pension Asset(Continued) The City's annual pension cost and net pension asset to the Police&Firefighters' Plan for the year ended September 30, 2004 was as follows: Annual required contribution' $ 5171,498 Interest on net pension obligation (26,771) Less adjustment to annual required contribution 35,910 ' Annual pension cost 526,637 Contributions made 738,780 Increase in net pension obligation .(212,143) Net pension asset,beginning of year 314,954 Net pension asset,end of year $(527 097) *Includes expected State contribution The annual required contribution for the current year was determined as part of the October 1, 2003 actuarial valuation using the frozen entry age actuarial cost method. The actuarial ,.' • assumptions included(i) 8.50% investment rate of return(net of investment related expenses) compounded annually and (ii) projected salary increases of 6% a year. Both (i) and (ii) included an inflation component of 4%. The actuarial value of assets was determined using techniques that smooth the effects of short-term volatility in the market value of investments over a five-year period. The unfunded actuarial accrued liability is being amortized as a level dollar of project payroll on a closed basis. The remaining amortization period at October 1, 2003 was 27 years. Cost of living adjustments are determined based on actuarial gains. Three Year Trend Information ' Annual Percentage Net Pension Fiscal Year Pension Actual of APC Obligation Ended Cost(APCI Contribution Contributed Asset ' 9/30/2002 $ 270,224 $ 261,012 96.6% $ (282,291) 9/30/2003 267,825 300,488 112.2% (314,954) 9/30/2004 526,637 738,780 140.3% (527,097) 1 NOTE 11. PRIOR PERIOD ADJUSTMENT The City recorded a prior period adjustment of $314,954 in the government-wide financial statements in order to properly reflect the net pension asset to the City which was not previously recorded. This prior period adjustment affects the government-wide financial statements only. t • -48- REQUIRED SUPPLEMENTARY INFORMATION • ' 1 1 1 • i 1 CITY OF IDANiA BEACH,FLORMA REQUIRED SUPPLEMENTARY INFORMATION BUDGETARY COMPARISON SCHEDULE GENERAL FUND ' FISCAL YEAR ENDED SEPTEMBER 30,2004 Variance with Final 1 Budget- Budgeted Amounts Actual Positive Original Final Amounts (Negative Revenues: Property taxes $11,668,343 $ 11,668,343 $ 11,683,540 $ 15,197 Special assessments 2,328,463 2,328,463 2,551,875 223,412 Utility taxes 3,615,858 3,615,858 3,668,596 52,738 ' Franchise fees 1,504,000 1,504,000 1,790,644 286,644 Licenses and permits 1,326,285 1,416,285 1,566,512 150,227 Intergovernmental 2,621,057 2,621,057 2,722,628 101,571 Charges for services 2,682,800 2,682,800 3,037,764 354,964 Fines and forfeitures 553,030 598,030 600,210 2,180 Grants - - - 201,086 201,086 Interest 126,500 126,500 207,110 80,610 Miscellaneous 1,264,207 1,575,033 2,925,385 1,350,352 Total revenues 27,690,543 28,136,369 30,955,350 2,818,981 I Expenditures: Current: General government: Legislative 219,235 219,235 193,662 25,573 ® Executive 1,060,845 1,095,159 916,432 178,727 Finance and administration 2,714,755 2,748,115 2,336,640 411,475 Legal 608,225 679,117 615,412 63,705 ' Community development 1,754,322 1,853,472 1,707,966 I45,506 Total general government 6,357,382 6,595,098 5,770,112 824,986 Public safety: ' Police 6,807,514 6,826,414 6,257,360 569,054 Fire 7,171,077 7,184,777 7,005,105 179,672 Total public safety 13,978,591 14,011,191 13,262,465 748,726 Highways and streets 1,386,317 1,386,317 1,055,376 330,941 Physical environment 2,109,006 2,110,709 2,092,772 17,937 Culture and recreation 1,991,400 2,165,207 1,930,557 234,650 ' Debt service: Principal 637,491 637,491 519,242 118,249 Interest 104,624 104,624 87,444 17,180 Total expenditures 26,564,811 27,010,637 24,717,968 2,292,669 ' Excess of revenues over expenditures 1,125,732 1,125,732 6,237,382 5,111,650 Other financing sources(uses): ' Transfers in 409,786 409,786 451,946 42,160 Transfers out (1,626,449) (1,626,449) (1,406,373) 220,076 Capital leases 90,931 90,931 57,390 (33,541) ' Total other financing sources(uses) 1,125,732 1,125,732) (897,037) 228,695 Net change in fund balance $ - $ - $ 5,340,345 $5,340,345 See note to budgetary comparison schedule. -49- t - CITY OF DANIA BEACH,FLORIDA REQUIRED SUPPLEMENTARY INFORMATION BUDGETARY COMPARISON SCHEDULE GRANTS FUND t FISCAL YEAR ENDED SEY MBER 30,2004 Variance with Final Budget- Budgeted Amounts Actual Positive Original Final Amounts a ative Revenues: Government grants $ 949,774 $ 949,774 $991,838 $ 42,064 Interest - - 1,593 1,593 Total revenues 949,774 949,774 993,431 43,657 Expenditures: Current: General government 10,150 10,150 15,870- (5,720) Public safety 21,698 21,698 61,523 (39,825) Physical environment 67,246 67,246 45,366 21,880 Highways and streets 20,000 20,000 - 20,000 Culture and recreation 195,286 195,286 233,634 (38,348) ® ' Capital outlay 628,794 628,794 594,914 33,880 Total expenditures 943,174 943,174 951,307 8,133 Excess of revenues over expenditures 6,600 6,600 42,124' 35,524 Other financing uses: Transfers out (6,600) 6,600 42,161) 35,561 Total other financing uses 6,600 (6,600) (42,161) 3( 5,561) Net change in fund balance $ - $ - $ (37) $ (37) a See note to budgetary c6mpanson schedule. -50- CITY OF DANIA BEACH;T'LORIDA ' REQUIRED SUPPLEMENTARY INFORMATION NOTE TO BUDGETARY COMPARISON SCHEDULE tFISCAL YEAR ENDED SEPTEMBER 30,2004 NOTE 1. BUDGETS AND BUDGETARY ACCOUNTING An annual appropriated budget is prepared for the general fund and grant fund. The City follows these procedures in establishing the budgetary data reflected in the financial statements: ' (a) The City Manager submits to the Commission a proposed operating budget for the ensuing fiscal year. The operating budget includes appropriations and the means of financing them with an explanation regarding each expenditure that is not of a routine nature. (b) Public hearings are conducted to obtain taxpayer comments. (c) Prior to October 1,the budget is legally enacted through passage of an ordinance. (d) The City Commission, by motion, may make supplemental appropriations for the year up to the amount of revenues in excess of those estimated. During fiscal year ended September 30, . 2004,there were no supplemental appropriations. (e) Formal budgetary integration is employed as a management control device for the general fund. (f) The budgets for the general fund and grant fund are adopted on a basis consistent with generally accepted accounting principles (GAAP), except for certain unbudgeted ' expenditures of prior year reserves. (g) The City Manager is authorized to transfer part oral] of an encumbered appropriation balance within departments within a fund; however,any revisions that alter the total appropriations of any department or fund must be approved by the City Commission. The classification detail at which expenditures may not legally exceed appropriations is at the department level. ' (h) Budget amendments were not significant in relation to the original appropriations. 1 ' -51- CITY OF DANiA BEACH, FLORIDA REQUIRED SUPPLEMENTARY INFORMATION SCHEDULE OF FUNDING PROGRESS . GENERAL EMPLOYEES PENSION FUND Actuarial UAAL as a Accrued Unfunded Percentage Actual Actuarial Liability AAL Funded Covered of Covered Valuation Value of (AAL)Entry (UAAL) Ratio Payroll Payroll Date Asses a Me(b) (a-b) (alb) -a c 10/1/1998 $7,250,071 $ 7,079,657 $(170,414) 102.4% $2,099,936 -8.1% 10/1/1999 8,060,310 7,559,210 (501,100) 106.6% 2,203,724 -22.7% 10/1/2000 9,241,660 8,582,277 (659,383) 107.7% 2,483,454 -26.6% 10/1/2001 9,921,128 10,481,568 560,440 94.7% 2,910,444 19.3% 10/1/2002 10,130,969 11,784,339 1,653,370 86.0% 3,442,360 48.0% 10/1/2003 10,761,644 13,516,327 2,754,683 79.6% 3,859,031 71.4% Year Annual Ended Required Percentage September 30, Contribution Contributed 1999 $ 58,204 100.0% 2000 14,719 100.0% 2001 - 100.0% • 2002 4,959 100.0% 2003 161,327 100.0% 2004 383,205 100.2% The information presented in the required supplemental schedule was determined as part of the actuarial valuation at the date indicated. Additional information as of the latest actuarial valuation follows. Valuation date 10/1/03 Actuarial cost method Frozen entry age Amortization method N/A Remaining amortization N/A Asset valuation method 5 year smoothed market Actuarial assumptions: ' Investment rate of return* 8%per year compounded annually, net of investment related expenses , Projected salary increases* 6.5% Cost of living adjustments N/A *Includes inflation at 4% -52- CITY OF DANIA BEACH, F'LOREDA ' REQUIRED SUPPLEMENTARY INFORMATION SCHEDULE OF FUNDING PROGRESS POLICE AND FIREFIGHTERS'PENSION FUND Actuarial UAAL as a Accrued Unfunded Percentage Actual Actuarial Liability AAL Funded Covered of Covered Valuation Value of (AAL)Entry (UAAL) Ratio Payroll Payroll Date Asses a Age(b) (a-b) (alb) (c) -a /c 10/1/1998 $19,192,404 $ 20,200,273 $ 1,007,869 95.0% $2,894,949 34.8% 10/1/1999 21,352,112 22,759,255 1,407,143 93.8% 2,906,922 48.4% 10/1/2000 23,604,755 24,735,752 1,130,997 95.4% 3,245,6I3 34.8% 10/1/2001 25,169,872 26,375,800 1,205,928 95.4% 3,098,567 38.9% 10/1/2002 24,400,019 28,414,541 4,014,522 85.9% 3,115,724 128.8% 10/1/2003 24,338,448 30,614,607 6,276,159 79.5% 2,925,614 214.5% Year Annual Ended Required Percentage September 30, Contribution Contributed 1999 $ 276,103 107.8% 2000 255,574 . 105.7% • 2001 279,871 131.7% 2002 260,254 100.3% 2003 259,050 116.0% 2004 517,498 140.3% The information presented in the required supplemental schedule was determined as part of the actuarial valuation at the date indicated. Additional information as of the latest actuarial valuation follows. Valuation date 10/1/03 Actuarial cost method Entry age Amortization method Level dollar closed Remaining amortization 27 years Asset valuation method 5 year smoothed market Actuarial assumptions: Investment rate of return* 8.5%per year compounded annually, net of investment related expenses Projected salary increases* 6% Cost of living adjustments Based on actuarial gains *Includes inflation at 4% -53- 1 1 1 1 1 1 f 1 COMBINING STATEMENTS i 1 1 NONMAJOR GOVERNMENT FUNDS Special Revenue Funds Special Revenue Funds are used to account for the proceeds of specific revenues sources or to finance specified activities as required by law or administrative regulation. The City's special revenue funds and their purposes are: Donations Fund — Accounts for contributions from local and civic organizations for the administration of cultural and recreational activities within the City. Perpetual Care Fund —To account for a potion of the monies received from the sale of lots or plots for the maintenance of cemeteries. ' • IT Parker Funds — To account for donations received from IT Parker to be used for the benefit of all Dania Beach residents. ■ Tree Preservation Fund — Accounts for the collection of tree removal fees to be used for the preservation, maintenance, relocation or restoration of tree ecosystems. Debt Service Fund Revenue Bond Debt Service Fund — To account for the P principal payment P ment of r al and interest on the City's revenue bond used for the construction of the municipal fishing pier and are payable from sales tax revenue. ° 1 i .1 00 h v4 _ • C% N N O h 00 0N0 O v el'W N pyp y O N r•� �--� � o0 oO O y M O O �D .-+ N O C C7 6s 6 ... 0 r u o 0 0 0 Cl A Gz, N N N N N N N N N N 69 614 O 00 CA ON 0000 O , O ONO ONO w CU 69 cn N ti+ a (� �O M , en, M M a � D 1411 609 �y Ry V 01 M M < 'O i0 U �v„I N Y0i r [h h r Z W 0 Ne.� U+ V1 1%O �D g�pWqq fn a - h�1 h O d pq ; 00 00 %o '^ C7 F ca vi vl �p • ' w A O �, 00 ti H U z u cc CIO U U Q N 3 F- +, w Cn alw ' A y y h m R y t�7 N .�+ V b Cd Ln m is Cd UU adA w �'' • io O r N M O ON d N O M N M oo W o O M O O O +a C \0 — t 0 00 N N O [� crn N O .N+ .N-. M N N N O O 604 o In �, 0 0 -- a o 0 0 0 0 0 �n vi u vi r _N N_ N_ N_ N_ N A �j w r •-+ N N rn N N N N W Sri 69 U 00 N Q 00 v1 ONO M V'1 Vl 00 Q 0 00 (V O CO N M O O N Q � � Gn W 0 N VI) G04 (a a W N i r" C,41 00 00 00 N N ,-� M 00 00 00 00 00 r 00 00 00 M 00 fpsV9 .� W, � N � � � N ol� M C, O ri 00 00 0 00 W W r. %0 r O O N v N w a O 5 � H E W O O o � ybo ti y H VJ O U a y .. on f. VV+ 00 O .0 vi �,,, rn ed •C �n co > U �. 4+ U O to t N ' y o u -ICIm b a, a0i on a� oqjw .� aX, w .� a u u ctsGU � ai " ca �' O .d N A b cd .cV+ b0 cd co ' N OD 'n O 'n v Z O c" , O v !H O A iv io 0 4. �. Fr F. �, E-. O a u o0 `n :: u U W ani F+ .r ai u L) W U L1 W 's z w ci TRUST FUNDS Pension Trust Funds �. Trust Funds account for assets held by the City in a trustee capacity or as an agent for individuals, private organizations, other governments and/or funds. The City has two Pension Trust Funds. General Employees Retirement System—To account for the accumulation of resources to be used for retirement benefit payments to the City's general employees. Police Officers and Firefighters' Pension Fund — To account for the accumulation of resources to be used for retirement benefit payments to the City's police officers and firefighters. CITY OF DANIA BEAcm.FLORIDA COMBINING STATEMENT OF FIDUCIARY NET ASSETS FIDUCIARY FUNDS • SEPTEMBER 30,2004 General Police and Employees Firefighters Pension Pension Totals ASSETS Cash $ - $ 20;804 $ 20,804 Investments,at fair value: Money market funds 220,228 905,906 1,126,134 Mutual funds 4,136,023 - 4,136,023 Common stocks 69901,804 14,570,900 21,472,704 Corporate bonds - 8,847,118 8,847,118 DROP plan participant investments 144,878 - 144,878 Total investments 11,402,933 24,323,924 35,726,857 Receivables: Employee 52,866 43,857 96,723 Employer 95,801 546,835 642,636 Due from broker - 250,297 250,297 . Accrued interest receivable 58 101,654 101,712 Other - 28,343 28,343 Total receivables 148,725 970,986 1,119,711 Prepaids - 11,292 11,292 Total assets 11,551,658 25,327,006 36,878,664 LIABILITIES Accounts payable 16,344 37,667 54,011 Due to broker - 430,016 430,0.16 Total liabilities 16,344 467,683 484,027 NET ASSETS Held in trust for pension benefits $11,535,314 $24,859,323 $36,394,637 -56- CITY OF DANIA BEACH, FLORIDA COMBWING STATEMENT OF CHANGES IN FIDUCIARY NET ASSETS FIDUCIARY FUNDS FISCAL YEAR ENDED SEPTEMBER 30,2004 • General Police and Employees Firefighters Pension Pension Totals ADDITIONS Contributions: Employees S 686,023 $ 614,524 $ 1,300,547 City 384,194 546,835 931,029 State - 254,841 254,841 Total contributions 1,070,217 1,416,200 2,486,417 Investment income: Net appreciation in fair value of investments 1,015,692 2,102,850 3,118,542 - Interest and dividends 54,176 - 54,176 1,069,868 2,102,850 3,172,718 Less investment expenses 60,982 150,474 211,456 Net investment income 1,008,886 1,952,376 2,961,262 Other income - 114,653 114,653 Total additions 2,079,103 3,483,229 5,562,332 DEDUCTIONS Pension benefits 584,920 1,129,019 1,713,939 Refund of employee contributions - 322,855 322,855 Administrative expenses 88,276 135,952 224,228 673,196 1,587,826 2,261,022 Change in net assets 1,405,907 1,895,403 3,301,310 Net assets held in trust for pension benefits,beginning 10,129,407 22,963,920 33,093,327 Net assets held in trust for pension benefits,ending $11,5_ 35,314 $24,8_ 59,323 $36,394,637 -57- STATISTICAL SECTION � rn M 0\ C14 00 CN en N r M M � • b9 N 3 m M a� In kn M N tj 00 CA V � N N � 69 �o 00 U 00 �I �O 00 M 3 � C -- N 69 z ❑+ 00 O Q y c M F d' •--1 O 0 A o v M CA w �qQqq W c p 00 CD o 00 w w w q `^ ed t , U p Tr �v rn Lf) w Q 00 C, cn O aLni Q u t~d 'vi M b � N G a •• N V3 U N •My" o m rn v N a 69 � U T1 M 00 U U a Do � U M M � Vi E E N � 0 rn U �D 00 �+ (7 Cd C7 to 69 40. 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V, v %0 In o, \O V, v, N N N N N N of m w w �4' ZN is N o0 %O �o V, 00 m d0\ �o ch O DDoo O N 0� 5U , �r t0 V1 O ran � -O V, 00 C u � N rn � v1 v1 v, q v, 00 O yam„ 'Lf A y O .O Ci O u f.N Irn rno o m UO0 000 ;; 50 rn rn a, m 0\ 0 0 0 0 0 LL, N N N N N z ^ v 1 CITY OF MANIA BEACH, FLORIDA STATEMENT OF LEGAL DEBT MARGIN (GENERAL FUND ONLY) SEPTEMBER 30,2004 Debt limitation for promissory notes(1) $6,000,000 Debt limitation for long-term revenue bonds(2) 3,255,000 9,255,000 Present debt application to debt limitation: General promissory note $4,668,070 Capital lease obligations 776,635 General revenue bond debt 2,760,000 8,204,705 $1,050,295 Note: (1) Section 2-12(c)of the City Code. (2) Section 2-12(h)of the City Code. r -66- CITY OF DANIA BEACH, FLORIDA SPECIAL ASSESSMENT(FIRE ASSESSMENT) LAST SEVEN FISCAL YEARS Ratio of Special Special Collections Fiscal Assessments Assessments to Amount Year Due Collected Due 1998 $ 1,316,993 $1,212,840 92.09% 1999 1,316,993 1,180,887 89.67% 2000 1,250,443 1,329,184 106.3 0% 2001 1,811,886 1,663,664 91.82% 2002 2,320,478 2,210,334 95.25% 2003 2,257,609 - 2,229,338 98.75% 2004 2,308,432 2,279,739 98.76% Note: • Special assessments for fiscal years prior to FY 2002 were classified under "Charges for Services"in the combined generaly purpose financial statement. Due to change of information system, only seven years of data is available. -67- CITY OF DANIA,BEACH9 FLORIDA PRINCIPAL TAXPAYERS SEPTEM 3ER 30,2004 . %of Total Taxable Assessed Tama+er Nature of Activity Valuation Valuation Design Center of the Amencas Office/Showroom Warehouse $ 72,491,370 2.84% Trafalgar Associates Multi-Family 26,702,850 1.05% Florida Power& Light Utility 27,836,940 1.09% Ft. Lauderdale Owner, LLC Wyndham Hotel 23,503,670 0.92% SLT Dania, LLC Sheraton Hotel 19,915,530 0.78% Inland Southeast Dania,LLC Hotel 18,670,020 0.73% r. Eqr-Paradise Pointe Vistas,Inc. Multi-Family 12,862,060 0.50% Dania Jai-Alai Jai-Alai Fronton 11,665,440 0,46% Sheridan 300, Ltd. Apartment Complex 9,660,030 0.38% Hertz Realty corp. Port Everglades Commerce Ctr 8,763,440 0.34% S 232,071,350 9.09% (1) Property values assessed as of January 1,2004 valuation. Source: Broward County Tax Rolls -68- CITY OF DANiA BEACH, FLORE DA DEMOGRAPHICS STATISTICS City of Dania Broward Broward County Beach County Unemployment Rate(2) Age Population(1) Population(1) Year Rate Under 5 years 1,114 103,041 1992 6.1 5-9 1,108 110,142 1993 5.8 ' 10-14 1,161 109,132 1994 6.5 15-19 967 95,161 1995 5.5 20-24 1,041 82,834 1996 4.5 ' 25-34 3,018 230,864 1997 5.1 35-44 3,385 278,547 1998 4.7 45-54 3,011 215,086 1999 4.3 55-59 1,I46 76,548 2000 3.7 60-64 876 60,554 2001 4.8 65-74 1,699 116,641 2002 5.8 1 75-84 1,121 101,417 . 2003 5.5 85 and over 414 43,051 2004 4.6 Broward County Distribution of Household Income 2000(1999 Income)(3) Less than$9,999 9.02% $10,000 to$14,999 6.56% $15,000 to$24,999 13.15% $25,000 to$34,999 13.07% $35,000 to $49,999 16.36% $50,000 to$74,999 18.94% $75,000 to$99,999 10.11% $100,000 to$149,999 7.95% $150,000 to$199,999 2.30% $200,000 and above 2.54% Source: (1) Broward County Planning and Administrative Systems Division 20001 U.S. Census Bureau, Census 2000. Does not include City's annexation in September 2001. (2) Florida Agency for Workforce Innovation 2004 Average for Broward County. (3) Census Scope. S -69- CITY OF DANIA BEACH, FLORIDA PROPERTY VALUE,CONSTRUCTION AND BANK DEPOSITS LAST TEN FISCAL YEARS Commercial Residential Construction(2) Construction(2) Number Number Total Fiscal Property of of Deposits Year Values l Units Value Units Value (Thousands)(3) 1995 $ 791,339,663 6 $3,799,146 115 $5,464,500 $ 13,613,773 1996 797,629,525 2 3,311,000 294 11,647,987 13,541,832 1997 838,821,353 13 17,710,425 135 5,181,428 13,689,973 1998 867,612,489 9 22,710,425 114 6,294,034 13,747,758 1999 923,136,123 9 21,978,000 10 732,000 14,855,057 2000 1,006,729,184 4 21,597,481 98 4,699,854 14,861,878 2001 1,090,431,507 7 22,300,526 275 8,845,291 16,114,187 �. 2002 1,591,916,980 20 13,630,000 209 9,057,457 26,335)395 2003 1,740,721,212 4 3,573,800 90 5,665,000 28,430,667 2004 1,936,544,659 86 12,611,000 627 34,813,878 46,924,011 Source: (1) For years 1995 and thereafter, final assessed value per Broward County Property Appraisal (2) City of Dania Beach Department of Community Development (3) For years 1995-2004 Florida Bankers Association,2004 City's bank deposit records -70- CITY OF MANIA BEACH, FLORIDA MISCELLANEOUS STATISTICAL DATA ■ • SEPTEMBER 30,2004 Date of Incorporation 1904 Population(includes 2001 annexation) 28,080 Form of Government Commissioner-Manager. Commission composed of Mayor,Vice Mayor and three Commissioners. At each regular bi-annual election,candidates run for the office of Commission and serve staggered four year terms. The candidate receiving the highest number of votes becomes Mayor for a term of one year. Area 5,395+/-acres (8.43 square miles) Fire Protection: Number of Stations 2 Number of Firemen and Officers 52 Police Protection: Broward Sheriff Substation(803) 1 Number of Officers 74 0 Education: Elementary School 2 Middle School 1 Municipal Water Department: Number of Consumers 4,688 Average Daily Consumption 2,537,107 gallons Lengths of Water Mains 68.23+/-miles Lengths of Sewer Mains 43.40+/-miles Lengths of Storm Drains 18.00+/-miles Building Permits Issued o 713 Recreation and Culture: N umber of Parks 9 Area within Beach Boundaries 16.50+/-acres Number of Libraries Employees: Number of full time positions 160 Number of part time positions(includes temporary and on-call) 38 Transitional ( (Continued) -71- CITY OF DANIA BEACH, FLORIDA MISCELLANEOUS STATISTICAL DATA (Continued) • LAST TEN FISCAL YEARS Value of Fiscal Building Water Communication Electric Year Permits Consumption Services 0 Service 4 1995 $20,238,970 695,072,000 $ 3,975,004 (2) $14,425,561 1996 17,237,261 719,138,000 3,970,322 (2) 15,185,117 1997 41,493,267 732,249,000 4,341,100 (2) 17,539,913 1998 43,986,893 746,510,000 4,550,829 (2) 18,127,285 1999 48,286,674 813,950,000 4,708,929 .(2) 18,919,735 2000 26,297,335 800,525,400 5,691,182 (2) 18,556,667 2001 31,145,817 733,049,600 6,005,568 (2) 20,668,297 2002 37,434,812 831,011,301 29,048,154 (3) 25,163,833 2003 61,322,534 863,441,800 28,758,169 (3) 27,735,010 2004 54,036,121 900,673,077 23,357,500 (3) 29,923,826 (1) Telephone service only for fiscal years 1995-2001. (2) Revenues are derived prior to fiscalyear 2001 annexation. (3) Cable franchise fees and telephone franchise and utility taxes arc remitted to Florida Department effective FY 2002, which then redistributed to the appropriate municipality. Florida Department Revenue does not have a record that separates the gross revenue between Cable and Telephone services. (4) Fluctuations are attributed to rate changes and annexation in fiscal year 2001. Source: Appropriate utility or responsible government agency. 1 -72- 1 � 1 i 1 1 i 1 i COMPLIANCE SECTION y s Cohen Accountants , Advisors Report of Independent Certified Public Accountants on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Aadidnr Standards Honorable Mayor,City Commission and City Manager City of Dania Beach,Florida We have audited the financial statements of the City of Dania Beach,Florida(the City) as of and for the fiscal year ended September 30,2004,and have issued our report thereon dated January 22,2005. We did not audit the Pension Trust Fund for Police Officers and Firefighters, which represents 67% and 61%, respectively, of the assets and revenues of the aggregate remaining fund information. Those financial statements were audited by other auditors whose report thereon has been furnished to us,and our opinion, insofar as it relates to the amounts included for the Pension Trust Fund for the Police Officers and Firefighters, is based solely on the report of the other auditors. Our report herein does not address their respective internal control. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Internal Control Over Financial Reporting In planning and performing our audit, we considered the City's internal control over financial reporting in order to determine our auditing procedures for the purpose of expressing our opinion on the financial statements and not to provide an opinion on the internal control over financial reporting. Our consideration of the internal control over financial reporting would not necessarily disclose all matters in the internal control that might be material weaknesses. A material weakness is a reportable condition in which the design or operation of one or more of the internal control components does not reduce to a relative low level the risk that misstatements caused by error or fraud in amounts that would be material in relation to the financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. We noted no matters involving the internal control over financial reporting and its operation that we consider to be material weaknesses. -73- Reehlin C®h■R&NOW LLP One Southeast Third Avenue ■Tenth Floc■ Miami,Florida 33131 ■ Phone 305.377.4228■ Fu 305.377.8331 ■ trilp xathdimcom . An Independent Member o/Baker Tilly International M I A M 1 ■ F 0 2 T L A 9 0 E R 0 A L F • N E S T P A L 0 1 E A C ■ ■ 3 T U A R T .S Honorable Mayor,City.Commission and City Manager City of Dania Beach,Florida Page Two ' Compliance and Other Matters As part of obtaining reasonable assurance about whether the City's financial statements are free of ' material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts and grant agreements,noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However,providing an opinion on compliance with those provisions was riot an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. This report is intended solely for the information and use of the Mayor, City Commission and management and is not intended to be and should not be used by anyone other than these specified parties. ' Fort Lauderdale,Florida January 22,2005 i 1 0 1 -74- .Cohen K . fl I aHoltz Accountants Advisors . Cohen Id ,,,,i I 10a�r�®lam Accountants Advisors Management Letter in Accordance with the Rules of the Auditor General of the State of Florida Honorable Mayor,City Commission and City Manager City of Dania Beach,Florida We have audited the financial statements of the governmental activities,the business-type activities, each major fund, and the aggregate remaining fund information of the City of Dania Beach, Florida(the City) as of and for the fiscal year ended September 30, 2004, which collectively comprise the City's basic financial statements and have issued our report thereon dated January 22,'2005. We did not audit the financial statements of the Pension Trust Fund for Firefighters and Police Officers, which represent 67% and 61%, respectively, of the assets and revenues of the aggregate remaining fund information. Those statements were audited by other independent auditors whose report thereon has been fumished to us,and our opinion, insofar as it relates to the amounts included for the Pension Trust Fund for Firefighters and Police Officers,is based solely on the report of the other independent auditors. We conducted our audit in accordance with auditing standards generally accepted in the United States;the standards applicabld to financial audits.contained in Government Auditing Standards, issued by the Comptroller General of the United States; and OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations; and Chapter 10.550, Rules of the Auditor General. We have issued our Report of Independent Certified Public Accountants on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements, Report of Independent Certified Public Accountants on Compliance and Internal Control over Compliance Applicable to each Major Federal Awards Program, and the Schedule of Findings and Questioned Costs. Disclosures in those reports and schedule, which are dated January 22, 2005, should be considered in conjunction with this management letter. In connection with our audit of the basic financial statements of the City for the fiscal year ended September 30, 2004, we report the following in accordance with Chapter 10.550 Rules of the Auditor General,Local Government Entity Audits which requires that this report specifically address but not be limited to the matters outlined in Rule 10.554(1)(h): l. There were no significant findings or recommendations made in the preceding financial audit report 2. The City was in compliance with Section 218.415, Florida Statutes, regarding the investment of public funds. 3. Recommendations to improve the City's present financial management, accounting procedures, and internal controls are presented in Schedule of Findings and Questioned Costs. -75- k Rachiin Cohen&Holtz UP One Southeast Third Avenue m Tenth Floor ■ Miami,Florida 33131 ■ Phone 305.377.4228■ Fox 305.377.8331 ■www rchlin.com An Independent Member of Baker Tilly international 11 1 A N i ■ F 0 9 T L A U a E It 0 A L E 0 N E S T P A L ■ 9 E A C 8 ■ S T U A 2 T • Honorable Mayor,City Commission and City Manager City of Dania Beach,Florida Page Two r ' 4. During the course of our audit, other than matters that are clearly inconsequential, considering both quantitative and qualitative factors, nothing came to our attention that caused us to believe that the City: a. Was in violation of any laws,rules or regulations and contractual provisions or abuse that have occurred,or were likely to have occurred,or were discovered within the scope of the audit. b. Made any illegal or improper expenditures that were discovered within the scope of the audit that may not materially affect the financial statements. c. Had deficiencies in internal control that are not reportable conditions including but not limited to: (1) Improper or inadequate accounting procedures r (2) Failures to properly record financial transactions (3) Other inaccuracies, shortages, defalcations, and instances of fraud discovered by, or that came to the attention of the auditor. 5. The City of Dania Beach, Florida was incorporated in November 30, 1904. There are no component units related to the City. 6. a. The City, during fiscal year 2004, was not in a state of financial emergency as defined b g Y y Florida Statutes 218.503(1). b. The annual financial report for the fiscal year ended September 30, 2004 has been filed with the Department of Financial Services pursuant to Section 218.32(1)(a),Florida Statutes and is in agreement with the audited financial statements for the fiscal year ended September 30, 2004. c. During the course of our audit, we applied financial condition assessment procedures pursuant to Rule 10.566(8). It is management's responsibility to monitor the City's financial condition, and our financial condition assessment, which was performed as of the City's fiscal year end, was based on representations made by management and the review of financial information provided by the City. There were no findings that identified deteriorating financial conditions. This report is intended solely for the information and use of the Mayor, City Commission, management and the Auditor General of the State of Florida and is not intended to be and should not be used by anyone other than these specified parties. Fort Lauderdale,Florida January 22,2005 -7G- aCohen aHolkz Accountants Advisors ohen Rachil BColtz Accountants - Advisors • Report of Independent Certified Public Accountants on Compliance with Requirements Applicable to Each Major Program and on Internal Control Over Compliance in Accordance with OMB Circular A-I33 Honorable Mayor,City Commission and City Manager City of Dania Beach,Florida Compliance We have audited the compliance of the City of Dania Beach, Florida (the City) with the types of compliance requirements described in the U.S. Office of Management and Budget(OMB) Circular A433 Compliance Supplement that are applicable to each of its major federal programs for the fiscal year ended September 30, 2004. The City of Dania Beach, Florida's major federal programs are identified in the summary of auditors' results section of the accompanying Schedule of Findings and Questioned Costs. Compliance with the requirements of laws, regulations, contracts and grants applicable to each of its major federal programs is the responsibility of the City's management. Our responsibility is to express an opinion on the City's compliance based on our audit. We conducted our audit of compliance in accordance with auditing standards generally accepted in the United States of America; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations. Those standards and OMB Circular A-133 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major federal program occurred. An audit includes examining, on a test basis, evidence about the City's compliance with those requirements and performing such other procedures, as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion. Our audit does not provide a legal determination on the City's compliance with those requirements. In our opinion,the City of Dania Beach,Florida,complied, in all material respects, with the requirements referred to above that are applicable to each of its major federal programs for the fiscal year ended September 30,2004. -77- a r"� Rachlin Cohen&Raltz up One Southeast Third Avenue ■Tenth Floor ■ Miami,Florida 33131 ■ Phone 305.377.4228■ Fax 305.377.8331 .WWwndlin.com An Independent Member of Baker Tilly International '. 9 1 A N I ■ F O A T L A 0 B E 0 0 A L E o 17 E 9 T ► A L N O E A C 1 • 9 T O A O T Honorable Mayor,City Commission and City Manager City of Dania Beach,Florida Page Two ' Internal Control Over Compliance Management of the City is responsible for establishing and maintaining effective internal control over compliance with requirements of laws, regulations, contracts and grants applicable to federal programs. In planning and performing our audit, we considered the City's internal control over compliance with requirements that could have a direct and material effect on a major federal program in order to determine our auditing procedures for the purpose of expressing our opinion on.compliance and to test and report on the internal control over compliance in accordance with OMB Circular A-133. Our consideration of the internal control over compliance would not necessarily disclose all matters in the internal control that might be material weaknesses. A material weakness is a reportable condition in which the design or operation of one or more of the internal control components does not reduce to a relatively low level the risk that noncompliance with applicable requirements of laws, regulations, contracts and grants caused by error or fraud that would be material in relation to a major federal program being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. We noted no matters involving the internal control over compliance and its operation that we consider to be material weaknesses. This report is intended solely for the information and use of the Mayor, City Commission, management and specific legislature or regulatory bodies and is not intended to be and should not be used by anyone ' other than these specified parties. Fort Lauderdale,Florida January 22, 2005 -78- �-� Cohen Accountants Advisors CITY OF DANIA BEACH, FLORIDA SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS FISCAL YEAR ENDED SEPTEMBER 30,2004 Federal Federal Grant/ CFDA' Contract Federal Federal Grantor/Pass Through Grantor Prog<atns Number Number Expenditures U.S.Department of Housing and Urban Development NW Beautification Project 14.218 - $ 63,226 Acquisition Project 14.218 - 38,124 NW Community Outreach Center 14.218 75,000 Total U.S.Department of Housing and Urban Development 176,350 U.S.Department of Justice ' Law Enforcement Block Grant 2001-2003 16.592 2001-LB-BX-0780 23,487 Law Enforcement Block Grant 2002-2004 16.592 2002-LB-BX-0780 15,276 Law Enforcement Block Grant 2003-2005 16.592 2003-LB-BX-0026 2,520 Total U.S. Department of Justice 41,283 U.S. Department of the Agriculture Food Service Grant 10.559 - 17,140 Federal Emergency Management Agency Passed through the State of Florida Department of Community Affairs Disaster Relief Funding Agreement 97.036 05-PA-G%o-11-16-02-007 224,031 Department of Environmental Protection FRDAP Grant-C.W.Thomas Park Improvements 37.017 F02120 76,125 Total Expenditures of Federal Awards S 534,929 See note to schedule of expenditures of federal awards. -79= CITY OF DANIA BEACH,FLORIDA NOTE TO SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS FISCAL YEAR ENDED SEPTEMBER 30,2004 NOTE 1. BASIS OF PRESENTATION The accompanying schedule of expenditures of federal awards includes the federal grant activity of the City and is presented on the accrual basis of accounting. The information in this schedule is presented in accordance with the requirements of OMB Circular A-133,Audits of States,Local Governments,and Non-Profit Organizations. Therefore, some amounts presented in this schedule may differ from amounts presented in or used in the preparation of,the basic financial statements. -80- CITY- OF DANIA BEACH,FLORIDA SCHEDULE OF FINDINGS AND QUESTIONED COSTS FISCAL YEAR ENDED SEPTEMBER 30,2004 SECTION I-SUMMARY OF AUDITOR'S RESULTS Financial Statements ` Unqualified Opinion Type of auditor's report issued: Internal control over financial reporting: Material weakness(es)identified? yes X no Reportable condition(s)identified not considered to be material weakness? yes X none reported Non-compliance material to financial statements noted? yes X no Federal Awards Programs Internal control over major awards programs: Material weakness(es)identified? yes X no Reportable condition(s)identified not considered to be material weakness? yes X none reported Type of auditor's report issued on compliance for major � ' federal awards program: Unqualified Opinion Any audit findings disclosed that are required to be reported in accordance with Circular A-133, Section .510(a)? yes X no Identification of federal major awards program: Federal Program Federal CFDA No. Federal Emergency Management Agency— Disaster Relief Funding Agreement 97.036 Dollar threshold used to distinguish between Type A and Type B programs: $300,000 Auditee qualified as low risk auditee for audit of federal awards program? X yes no 0 -81- CITY OF DANIA BEACH,FLORIDA ' SCHEDULE OF FINDINGS AND QUESTIONED COSTS (Continued) SECTION H-FINANCIAL STATEMENT FINDINGS A. CURRENT YEAR FINANCIAL STATEMENT FINDINGS Condition As a result of our audit,we noted that employee change of status forms are not reviewed or approved by the Finance Department. The employee change of status form includes the hourly or salary pay, sick/vacation accrual rate as well as information for retroactive pay and/or upgrade pay and general ledger account for which the salary is budgeted. Effect By not reviewing or approving by the Finance Department, a discrepancy may incur with regard to retroactive pay calculation,hire more employees than what the budget has approved and incorrect general ledger account number and or sick/vacation accrual rates. Recommendation All payroll change of status forms should also be reviewed by the Finance Department to ensure accuracy and adequate internal control. Management Response ' Effective immediately, the Finance Department will approve all Change of Status Forms prior to implementation. ' -82- - i e d J CHILDREN'S SERVICES COUNCIL OF BROWARD COUNTY ' Maximizing Out of School Time (MOST) 2003 Monitoring Instrument ' MOST 2003 is intended to provide students with: • An inclusive child care program that is safe and nurturing in a comfortable environment. • A cultural and academic enriching program that promotes the physical, intellectual, emotional ' and social development of each child. a A program that meets the highest quality child care standards. • Other elements as dictated by contract(see site-specific CSC Contract Requirements) ' Classification Codes: 1= Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary ' NA=Not Applicable (use rarely, provide explanation, if used) Please provide an explanation for your-scoring in the boxes following a# items. For ' items coded 3, your description of the site may be brief. . For items marked 1 please indicate what needs to be changed and advise ' both CSC staff and the program director that this problem should be addressed immediately. ' • For items marked 2, please make a detailed account of what needs be changed, and, if you are comfortable doing so, a specific recommendation for improvement. ' 0 For items coded 4, please describe why you were so impressed, again with sufficient detail so that someone else would understand why this site was so ' outstanding in that area. Again, do not infer...describe what you saw that made you think or feel that way ' about the item) Information Source Codes: ' Provider source (highlighted items) indicates that the site monitor should obtain this information by asking the provider to either show (provide physical evidence or documentation) or tell the monitor about that item. Observer source (no highlights) indicates that the site monitor should obtain this ' information via direct observation of ongoing program activities. In several instances, the monitor should try to combine provider information ("show and tell") and their own observations. The highlights are merely presented as a guide. For each item (1-28, denoted in bold) it would be useful to ask the provider a general, open-ended question concerning that domain. For example, for Human Relationships #1, a monitor might ask, ' "How do the staff and children get along?" Probe their answers with more specific questions such as "Can you give me an example of that?" or "Can you show me how you do that?" 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable ' 1 • Monitor's (Your) Name (ID #): Matt Vangalis Provider/Agency: City of Dania Program Location (Indicate Site #):C.W Thomas Park #13 ' On Site Coordinator (person interviewed): Bridgett Gordon Date of Evaluation: _11/19/03 Time You Arrived: 2:45 Time You Departed: 5:45 ' (Remember to obtain a signature from the provider's on site representative on your site visit confirmation form. To be paid, that form must accompany your invoice) # of students present (confirm by counting or via logs/rosters; you must provide a number!): 66 # of administrative staff present (including site coordinator) _3_ # paid staff (not administrative) _5_ # volunteers: _1 ' Approximate ages of children served (check all'that apply) Preschool/Kindergarten children (0-5 years): Yes_X No Elementary school children (6-12): Yes_X No ' High School (13-18 years): Yes_ No ' Special Needs (any age): Yes_ No Please describe special needs group briefly: Human Relationships 1. Staff relates to all children in positive ways. Score 1 a. Staff listens to what children have to-say. 3 b. Staff welcomes children. 3 ' c. Staff responds to children with acceptance and appreciation. 3 d. Staff are engaged with children. 3 COMMENTS: The counselors called students by name as they entered the site. I missed the initial pick up of students because the address given to me was incorrect, but I did observe the students who enter the site later in the day. They were greeted with enthusiasm. All of the staff members were '. engaged with the children during homework hour and arts/crafts time. 2. Staff encourages children to make choices and to become more responsible. Score a. Staff helps children to assume responsible roles. 3 t b. Staff gives children choices. 3 c. Staff provides information to assist children in appropriate decision making. 3 1= Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 2 COMMENTS: The teachers used a lot of good open ended questions like"who can tell me"or"why do you think..."to help the students think for themselves, but I didn't hear the counselors as actively engaged in conversation with the kids. The children were very well behaved and assumed responsible roles in the transition from one activity to another. 3. Staff interacts with children to help them learn. Score a. Staff asks questions that encourage children to think for themselves. 3 b. Staff shares skills and resources to help children gain information and solve problems. 3 c. Staff varies the approaches they use to help children learn. 3 d. Staff helps children use language skills through frequent conversations. 3 COMMENTS: One of the teachers was talking with one of the site coordinator and a child interrupted the conversation upon which the teacher turned to the child and said... who am I talking with?The child answered"an adult", then the teacher said... "and what do we do when someone is talking to an ' adult"to which the child said "wait our turn and then say excuse me". This teacher was very good and you can see the difference in the teachers who work with the kids versus the counselors who work with the kids. The teachers take control where as the counselors look more stand offish. 10 1 4. Staff uses positive techniques to guide the behavior of children. Score a. Staff gives positive attention to children when they cooperate, share, care for materials, or 3 1 join in activities. b. Staff sets appropriate limits for children. 3 c. Staff follows the program's behav,,,ior. plan (Is there one in(the event of problems?). Score 2 3 or lower if program/child with recurring problems does not have some kind of plan. 1 d. Staff encourages children to positively resolve their own conflicts. 3 e. Staff steps in only if needed to discuss the issues and work out a solution. 3 1 COMMENTS: 1 The kids worked well together during cuisine time. Supplies (bowls) were handed out and the students distributed them in an orderly manner, not all trying to grab them at once. The behavior plan is as follows: The first step is to time out, then a one/ one with the conversation with the student/parent. A third strike is a written report which the parent/student have to sign. Suspension is a last resort. To date there has only been one suspension regarding a reoccurring student who 1 was biting other students. i 1 I=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applica ble 1 3 S. Children interact with one another in positive ways. Score a. Children show respect for each other. 3 b. Children usually cooperate and work well together. 3 c. When problems occur, children discuss their differences*and work out a solution. 3 COMMENTS: ' I thought the kids worked extremely well together. I didn't hear any bickering or fighting over anything the whole time I was there. There were 66 students in this program and it was quieter than another program I visited which had less than 30 students. I put a 3 in box C.) but I really tdidn't observe any problems among the students during my entire visit. 6. Staff and families communicate with each other in positive ways. Score a. Staff welcomes families and respond to their needs. 3 ' b. Staff treats each other with respect. 3 c. Staff shares the languages and cultures of the families they serve. 3 d. Staff and families work together to make arrivals and departures go smoothly. 3 ' e: Staff and families interact in one or more of.the following ways: Parent welcome area that 3 includes.sfudent's:;work parent newsletter,programs or events for parent participation. If none of these are present, score 2 or lower. lie COMMENTS: Parent news letter was printed on a bright purple sheet of paper with some important news, some ' up coming events and reminder dates. It was located on the table where parents sign in and I saw quite a few parents take one. The site coordinator knew almost every single person that walked in the door by name. She's been in this role for the last 4 years and has gotten to know the families ' that she serves. There were all kinds of pictures and student work throughout the building. Nobody on staff spoke Spanish, and I did observe one parent where there was a little language barrier, but the students all spoke English. 7. Staff works well together to meet the needs of children. Score a. Staff communicates with each other while the program is in session. (In large programs 3 where students travel a significant distance across campus, two-way radios are vital, in smaller programs confined to smaller areas, cell phones, etc. may be substituted. Score 2 or lower, if a formals stem of communication would seem necessary but is not evident. b. Staff cooperates with each other. 3 c. Staff respects of each other. 3 d. Staff provides role models of positive adult relationships. 3 ' COMMENTS: • 5 Icom walkie talkies were used to communicate within the program. New counselor orientation 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicalble 4 t program takes place in the beginning of the year. Monthly training goes on as well. The counselors ' seemed to get along fine, but they were fairly quiet. The site coordinator (Bridgett) is very enthusiastic about her job and it shows. Her love for the kids.and outgoing personality are a perfect combination for the program. I could sense that they were kind of on edge with my presence, but I did see that the counselors/ coordinators truly liked the kids they were working with. ' Indoor Environment 8.The program's indoor space meets the needs of children and staff. [In this section Score consider how well the space fits with the program objectives/g oats a. There is enough room for all programs activities. 3 b. The space is arranged well for a range of activities: physical games and sports, creative arts, 3 dramatic play, quiet games, enrichment offerings, eating and socializing. c. The space is arranged so that various activities can go on at the same time without 3 disruption. d. There is adequate and convenient storage space for equipment, materials, and personal 3 possessions of children and staff. COMMENTS: There were about 10 tables spread out in between 3 different rooms. One of the rooms could be isolated if you shut the door, but the other two areas were open and separated by space. Two ' 0 activities were taking place without any interference. The pre-K/kindergarten kids were reading and doing their homework, while the 1-3 graders were making ice cream treats. Because the door could be shut, there wasn't a problem with distractions from the either group. ' 9. The indoor space allows children to take initiative and explore their interests. Score a. Children can get materials and put them away with ease. 3 ' b. Children can arrange materials and equipment to suit their activities. 3 c. Space is available to reflect the work and interests of the children. 3 COMMENTS: There were rubber maid storage closets throughout the room. Each one contained different materials and everything seemed fairly new. The kids hung their book bags on a metal portable coat ' rack which had solid bars welded on sideways... Each bar held 3-4 book bags easily. Everything was neat and had its own spot. Outdoor Environment 10.The outdoor play area meets the needs of children and the equipment allows Score ' them to be independent and creative. If applicable to contract. a.•Child has.a chance to.play outdoors for at least 30 minutes out of every three-hour block of 3 time at the`program check schedule com are'to observation). b. Children can use a variety of outdoor equipment and games for both active and quiet play. 3 1= Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable ' 5 • c. Permanent playground equipment, if available, is suitable for the sizes and abilities of 3 children. d. The outdoor space, if available, is suitable for a wide variety of activities. 3 e. There is a procedure in place for;regularly checking the safety and maintenance of the 3 outdoor play space. ' f. Staff directly supervises outdoor play. 3 COMMENTS: One counselor double checks the outdoor play area each day and the City of Dania checks the playground in the morning. Students play for 45 minutes minimally each and every day. Activities 11.The daily schedule is flexible, and it offers enough security, independence, and Score stimulation to meet the needs of all children. a.The routine provides stability without being rigid. 3 b. Individual children move smoothly from one activity to another. 3 ' c. A weekly schedule of activities for each group will include the group name, grade level, 3 number of children staff name and location for activity and length of time for activity. ' COMMENTS: (LIST OBSERVED ACTIVYTIES) The schedule showed each teacher/grade level/and time for each activity. On the day of my observation, the computers were not working, so they had to switch arts/crafts instead of computer time, so you could say it was stable without being rigid. One thing I did notice is that the blocks of time on the schedule were one hour long and it seemed to be a bit too long for the activities that were planned within that time frame. Like the kindergarten kids don't quite need a full hour of homework time and perhaps that could be split up into two half hour sections which would keep ' them a little more on task. 12. Children will experience a wide variety of activities. [Here consider the "mix" of Score ' activities and their developmental relevance to the children/adolescents a. There are regular opportunities for active, physical play(see schedule and observation). 3 b. There are regular opportunities for creative arts and dramatic play. 3 ' c. There are regular opportunities for quiet activities and socializing. 3 d. Staff encourages all children to participate. 3 ' COMMENTS: The students have play time every day between 2:15 — 3:OOpm. Other activities include: computer lab, skills streaming, art activity, writing and cuisine time. There was a good mixture, but I still ' think there was a little room for more creativity within the programs. • 1= Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable ' 6 13. Children have a chance to join enrichment activities that practice and reinforce Score basic academic skills. a. The program's activity schedule reflects an academic/reading component for each grade level 3 schedule and observation b. The academic/reading component for each group should be available a minimum of 1 hour 3 per da . schedule and observation . c. Enrichment activities are presented in a creative manner. 2 d. Activities and their time frames are developmentally appropriate. 3 COMMENTS: The"cuisine hour"consisted of students taking sprinkles and putting them on ice cream. When the counselor was left alone with the kids during cuisine hour, I noticed that she turned on the t.v and was letting the kids watch some cartoon on the television. As soon as the site coordinator figured out what was going on she intervened and the t.v was shut off and the students were given another activity to participate in. Cuisine time was planned for an hour and I really didn't see how they were going to make this particular activity of putting sprinkle on the ice cream last that long. When I checked on the kids later, they were coloring pictures of ice cream with crayons. I think that part was improvised to make up for the down time. My concern here is that if a counselor is letting the kids watch t.v while a site monitor is present, what is she doing when no outside monitor is resent? 14.Activities promote the development of all the children in the program. [Pay Score special attention here if monitoring an inclusion site a. Activities are flexible to meet varied styles, abilities, and interests of allof the individuals in 3 the program. b. Activities are well suited to the age and developmental/eve/of the children in the program. 3 c. Activities reflect the languages and cultures of the families served. 2 COMMENTS: The activities seemed age appropriate, but at the same time I didn't see a great deal of range. I did not see a lot of cultural diversity in the activities. 15.There are sufficient materials and equipment to support program activities [e.g., Score books crayons/paints, sports equipment. seating/tables/li htin other supplies] a. Materials are complete and in good repair. 3 b. There are enough materials for the number of children in the program. 3 c. Materials and equipment are developmentally appropriate for the age range of the children in 3 ' the program. COMMENTS: There were lots of games and the kids really seemed to enjoy that kind of free time that they had towards the end of the day... playing Candy Land, Checkers, Connect 4, Trouble, Puzzles etc. The books they had really varied for the smaller kids (Dr. Seuss, Rugrats, Berstein Bears), and had a set of 22 books of"The Shoe Bag"for the older kids. The books were in a messy pile and I saw some ' of the kids reading them during their free time which tells me the kids are using them outside the reading/homework hour. They were in pretty good shape... not brand new, but not raggedy either. • Safety, Health, & Nutrition i 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 7 M16.The safety and security of children are protected. Score ' a. Systems are in place to protect the children from harm, especially when they move 3 from one place to another or use the restroom (group rosters with staff names/traveling in two's and three's b. Equipment for active play is safe (watch for sharp edges). 3 ' c. A system is in place to keep unauthorized people from taking children from the 3 program. ' d. Clean up of potentially dangerous items is handled by the school's custodian or staff. e. Please indicate if greater than 759yo of the paid staff and administrators are wearing Provide something that clearly identifies them as program staff(e.g., ID badges, t-shirts, hats, information etc). Put another way, there is clear policy indicating that staff should wear these in the box identifiers? at left Check one: YES X NO If yes, please describe what they wore: Staff shirts and badges worn around their neck f. A stocked first aid kit is available on site (or in transportation vehicles). 3 g. Accident.and incident reports are written and procedures are followed(look for these!). 3 h. A phone with a main outside line is available during program hours. 3 ' i. Emergency numbers and an evacuation map are posted in the child care area. 3 COMMENTS: Accident/incident reports were in triplicate copy form, so when an accident happened it was written up with what injury occurred, any medical procedure that was administered, by who, and when. The pink copy goes home with the student and the yellow/white copy stays on file. 17.The program provides an environment that protects and enhances the health of Score children. a. The indoor and outdoor facilities (not including bathrooms) are clean. 3 b.There are no observable health hazards in the indoor or outdoor space. 3 c. There are adequate supplies and facilities for hand washing. 3 d. The heat, ventilation, noise level, and light in the indoor space are comfortable. 3 ' e. Bathrooms are available, clean and supplies provided. 3 COMMENTS: The bathroom was fairly clean. The building is rather old, but was recently covered with a fresh coat of paint. Their was soap in the bathroom and the ventilation/lighting were fine. The linoleum floor was rather dirty and could use a good cleaning, but it was dirty from years of use and not from ' any lack of neglect. The recreation building I would estimate at 1200 square feet with one very large room separated into two areas and another room closed off with a door. Their was a kitchen and two bathrooms. 18. The program staff tries to protect and enhance the health of children. Score a. Staff responds to the individual health needs of the children. 3 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicalble ' 8 • b. Staff protects:children from communicable disease by separating children who become ill 3 ' during the program. Isolated.children must be under direct adult.supervision at all.times. c. Staff protects children from potential hazards such as the following: caustic or toxic art 3 ' materials and cleaning agents, medications, and hot liquids; overexposure to heat or cold. d. Staff and children wash hands frequently, especially after using the toilet or before 3 preparingfood. e. Children clean their hands before snack. 3 ' COMMENTS: Nap mat/sick mat is used if a child has to lay down away from the other students. Kids clean their hands before snack. The hazardous cleaning materials and mops were kept in a separate room, but they were not locked. Both doors to the materials did not have handles and can only be opened by ' key unless the door is cracked open. Both doors were off limits to the kids, but technically accessible. ' 19. Children and youth are carefully supervised to maintain safety. Score a..Staff-document when children arrive.,when they,leave, and with whom they leave. 3 ' b. Staff supervises children appropriately according to children's ages, abilities, and needs. 3 c. Children's arrivals are supervised. 3 1 • d. Children's departures are supervised. e Staff.have'a system for knowing.(roster/sign..in-out lists) where the children are.at:all times. 3 f. Staff plans for different levels of:supervision according to the level of'risk.involved in an 3 activity. g. A program supervisor is on site. 3 ' COMMENTS: Attendance is taken and there is a log of each student as they sign out. The staff knows where the kids are, but one thing that was missing was a head count every hour to confirm with the roster. Like I didn't see or hear them ask for a head count at any point and then compare it to the roster. ' 20. If the program serves food and drinks, they must meet the needs of children. Score a. The program offers healthy snack choices'(Over the course W the week, we are looking for 3 vzieiety, carboh drates and fat should be balanced with qrains, vegetables, and fruits ' b. Drinking water is readily available at all times (especially near athletic fields, gym). 3 c. The amount and type of food offered is appropriate for the ages and sizes of children. 3 d. Snacks are timed appropriately for children. 3 ' e. Provisions exist for children who have forgotten their snacks from home (if applicable). 3 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 9 • COMMENTS: ' Fruit cups, 3ello, rice crispy treats, Capri sun, low salt pretzels, Kool aide were among the snacks served. There was a water fountain in the recreation area. Children receive their snack shordy after they get to the aftercare program. After attendance, they wash their hands and then get ' snack. 21.Staff/Child ratios and group size permit the staff to meet the needs of children. Score a. For the benefit of all students, the staff/child ratio shall not exceed 1:20 for K-6 grade and 3 1:10 for Pre-K. Group sizes vary according to the type and complexity of the children and activities, and room capacity. Group sizes are recommended not to exceed 30 for most indoor activities. Ratios are determined by staff present to children enrolled in group. Ratios ranging from 1:2 to 1-10 would be acceptable for special needs sites(depending upon the type of site), and inclusion sites should maintain appropriate levels of staffing, after staff assigned to special ' needs students are accounted for Observed ratios that exceed the standard will be recorded in the comments section. b:_There s a plan.to provide adequate staff coverage incase of emergencies. 3 c..Substitute staff is used-to:maintain ratios when regular staff is absent(plans?). 3 COMMENTS: ' Substitute list is available in the event a counselor calls in sick, 4 people are on the sub list and they come from the City of Dania. There were 66 students and 5 counselors and the site coordinator, so the ratios were 14:1 without the site coordinator and 11:1 including her. 22. Documentation of records. Score a, No-longer.applicable 3 b. A record keeping system is:in place for information such as the following: 3 • Parent sign-out log. • Dahy:roster'of children for each group.induding:group;staff kept by staff, this roster is.to.be available and accurate,at all times. It includes specific information for individual children (allergy info,medical needs;etc.) ' Children with special'information'(.health,diet,;etc.) • Signed registration listing of authorized people for pick-up.(password) •- `.Medication authorization and log. ' c: Procedures m writing with parent's signature on file for: 3 • .:.Behavior Management(if child has. history of behavioral problems.there should be Some kind of.plan'in writing, with iconsent from the parent) Late pick-up • Emergency contact information 3 COMMENTS: I checked their records and everything was in great shape. Each file contained the exact same sheets. Registration form, Discipline policy, late pick up, TANF form, Consent form, Authorization for medical treatment, proof of financial assistance & model release. The procedure for late pick up I is posted on the bulletin board as well as in the student registration packet. Student allergies were le listed on file as well as on the daily clip boards. 1 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 1 10 23. Program policies and procedures are in place to protect the safety of the children Score ' and youth. a. Staff and children know what to do in case of general emergency. 3 b.The program has established procedures to prevent accident and manage emergencies. The 3 ' school's emergency Ian has been adapted for the program. c. The program has established policies to transport children safely; it complies with all legal 3 requirements for vehicles and drivers. ' COMMENTS: This site does not provide transportation for the children. The site's counselors walk to the elementary school to pick up the kids and then walk back to the facility which is located about 300 yards from the school. The site runs a monthly emergency fire drill and 4 of the staff members are CPR certified. ' 24. Program policies exist to protect and enhance the health of all children and Score youth. - ' a. There is current documentation showing that the facility,meets.the appropriate district, state, 3 and/or local health and safety gdidelines and/or regulations. This includes current Broward CountyChild Care licensing'monitoring report for,Private Provide r`Programs only b. No smoking is allowed in the program. 3 ' c. The staff'is prepared to respond to accidents and emergencies: 3 ' . COMMENTS: Child care/pre-school license, evacuation plan, fire inspection report, liability insurance, and 4 cpr certifications, discipline policy and emergency fire/emergency drill record were all posted on a bulletin board located next to the front desk welcome area. No smoking is allowed anywhere on the premises. ' 25. Confirmation and/or observation of Physical Activity component. Score a.Were.individual physical fitness levels assessed? (Re: If it isn't documented somewhere...in a 3 file on a log sheet...it didn't happen and it's a 2 or less b. Physical activity is age and developmentally appropriate and addresses strength (e.g., lifting 3 orpushing), flexibility and endurance cardiovascular, sustained activity). c. Physical activity is presented with enthusiasm? (Is it presented with enthusiasm?) 3 ' d. The children appear to enjoy the physical activities (Evidenced by frequent smiling and 3 laughing). ' e. Staff encourages full participation from all children? [Score 2 or less if some children seem 3 left out or are not asked to participate] ' f. Special assistance is given to children who seem to struggle (one-on-one from staff or 3 experienced peers with staff supervision). ' g. Activities are planned with safety in mind. 3 1=Unacceptable 2=Needs Improvement 3=Acceptable 4= Exemplary NA=Not Applicable 11 • COMMENTS: ' The children were doing the softball throw during their outside physical activity time. They were measuring the distances with a 100'tape measure, which wasn't long enough for many of the kids throws, so there was a competitive nature to see who could out-throw the tape measure. The kids ' seemed to be having fun. There were plenty of counselors around to keep things organized and at the end of their outdoor time, the kids lined up in an order fashion and walked back to the facility in a straight lines. Fitness levels were assessed for pre/mid/post results. 26. Confirmation/observation of social skills activities. Re: If it isn't documented ( e ted Score somewhere...in a file on a log sheet...it didn't happen and it's a 2 or less ' a. Social skills being taught based on the skills assessed (e.g., types of skills taught are based 3 on areas of need identified from parent, teacher or self-ratings or behavioral tests or observation where skills were necessary). b. Children are grouped for instruction based upon assessed needs? (Following "a" above, if 2 yes, score as appropriate. If"a" was rated "2" or lower, do not score this item above 2) c. Social skills being taught are age/developmentally appropriate. 3 d. Staff models the desired social skills. 3 t e. Role is used playing . 3 ' + f. Feedback is provided to the children by the staff(In "4 rated"programs you note this 3 occurs both during the groups and throughout the program day). ' g. "Homework"assignments are given to increase social skills. [Do not confuse with academic 3 homework, this item pertains to formally being asked to practice skills with parents or siblings at home] COMMENTS: Note: Put N/A above only if the program did not list this as an outcome in their contract and did not provide this training. If a program did not list this in their contract but provided this service anyway...rate it. The students are being taught via the Skillstreaming materials. The teacher I spoke with mentioned ' to me that she thought the skill streaming materials were just okay. She didn't hate them, but she didn't really love them either. She felt the age range for their appropriateness was VERY limited and would prefer that there were some kind of game or real life situation to relay the social skill being taught. Some of the smaller kids really bomb the role playing part and some of the older kids think it's gay. She thought for example, rather than role play the sharing social skill, perhaps there could be a game where there's not enough materials for everyone to play, so the kids would have to share. Like something that needs to be colored with 4 colors and 6 kids get 6 crayons. 2 red, 2 blue, 1 yellow and 1 green. They would be forced to share the yellow and green crayons and the social skill would actually be applied to a real life scenario rather than trying to role play it out. The kids are focusing more on the pretending aspect and losing site of the desired social skill. With the older kids, conflict resolution might better be taught on a basketball court rather than in the classroom pretending. That was her take on it and to be honest with you, I had to agree 100%. Watching the social skill being taught, she did a great job, but it seemed very unnatural and forced. 1= Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable ' 12 Children were being taught social skills based on which age group they fell into rather than any ' assessment method. 27. Confirmation and/or observation of Academic Assistance/Reading Component. Score ' (Re: If it isn't documented somewhere...in a file, on a log sheet...it didn't happen and it's a 2 or 3 less a. Reading resources were varied and adequate (e.g., enough books for all). 3 b. The reading material was age/level appropriate (magazines, newspapers etc. are 3 appropriate for older children beginning readers for younger children). d. The selection of reading material was based on an assessment(Score 2- or lower, if no 3 attempt at all was made to group children by an evaluation of reading ability- however crude it ' might have been). e. The silent reading time was reasonably quiet and uninterrupted [Shorter periods for 3 younger kids, longer for older ones]. Score "NA" if the program did not plan for "silent reading". ' Score "2" or less if they planned for silent reading, but did not provide such an environment. f. There was a sense of value imparted by the staff to the reading time. [Staff model reading 3 behavior, ask questions about what children have read, make sure time reading occurs as ' scheduled, on the negative side score 2 or less if a lot of noise or other problems suggested a lack of interest in providing an environment focused on improving reading outcomes g. Staff reads to the children with energy and animation. [For older kids, staff praised children 3 ' for reading independently] h. There was a creative approach to reading activities. 2 i. Staff members questioned the readers for understanding and comprehension. 3 ' j. The children seemed to be enjoying the reading time [As evidenced by reading without 3 frequent reminders to "get back to work", tendency to talk about and share what they have read]. k. Special assistance was given to children who seemed to struggle [One-on-one, good quality 2 ' instruction i.e. model role play/practice feedback at child's current reading level I. Time was provided for homework [In "4 rated"programs, there is clear emphasis placed 3 on making qualitytime and providing resources during the time provided, such as ensuring ' quiet, and providing adequate space and materials m. Children were helped with their homework. [By help, we mean that staff we observed 3 providing direct assistance feedback or praising and encouraging student work COMMENTS: The pre-k and kindergarten children (15) were read a story (Hop & Pop by Dr. Seuss) by the teacher. Not all the kids were actively engaged in the reading process. One child was drawing on paper, some where very interested watching the teacher's every word and some kids seem bored by the process. The kids were talking quite a bit during this time... not really in an organized manner, just kind of talking outloud about different things. The teacher had to mention more than once for ' the kids to quiet down. The San Diego reading assessment is used to evaluate student's reading ability, however, when I ' looked through those files I didn't see much of an evaluation written out. Most of the forms had 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable ' 13 one or two marks on it and that's it. Lots of frustrated — no attempt I think the counselors administered that reading tests, but forgot to ask. Judging by the lackof writing on the forms, I would say reading level were not accurately assessed. I didn't see any scores written on the San Diego assessment, nor did I see any writing past the 2"d page of the vocabulary words. I wouldn't say that their approach to reading was bad, it just wasn't anything to get excited about either. I would say that the children they are working with need all the extra help they can get. I would liked to have seen more outside help for one/one assistance, perhaps they could work closer with the school's reading teachers to be giving the older students more ' reinforcement of the school's curriculum. One school I know of institutes a 15 minute reading session where EVERYONE in the school building stops what they're doing and participate in 15 minutes of silent reading... things like that puts a major emphasis on the importance of reading. Children were given help with their homework during homework time and teachers/counselors worked the tables from child to child. Often working on one subject at a time. I heard praise come from the teachers when a student came up with the right answer and observed direct assistance from counselors and teachers. Optional Outcome Activities (program must have a minimum of one, see scope of work). Comments required on each outcome that is in contract. 28. Other program activities required by contract are being conducted. Score a. Efforts are made to enhance parent/child interaction. 3 b. Staff provides community service projects for children. 3 ' • c. Staff provides activities to increase cultural sensitivity, knowledge and tolerance. 3 29. OVERALL EVALUATION OF THIS PROGRAM: Strengths/Weaknesses COMMENTS: THIS IS THE PLACE FOR MONITORS TO HIGHLIGHT WHAT WAS OR WAS NOT WORKING AFTER A BIT OF REFLECTION AND PERHAPS EVEN AFTER HAVING EVALUATED A FEW OTHER PROGRAMS FOR COMPARISON. PLEASE NOTE THAT COMMENTS FROM ANY PORTION OF THIS EVALUATION, INCLUDING THOSE BELOW ' COULD BE MADE AVAILABLE TO THE SITE AND PROGRAM DIRECTORS. Please provide DETAILS!!!!! ' Summarize Strengths: ' 1. Site coordinator is the driving force behind this programs success and attitude toward the kids. She genuinely cares about each kid and really knows the parents and families she's serving. She loves her job and it showed. 2. City of Dania working with the after school program provides extra support and opportunities, such as their own swimming pool on site. Kids can decorate their walls, it's their site to do with as they please, where as a lot of sites are using the cafeteria and they can't really make it their own. 3. Teachers teaching the social skills/reading were very good. They had two teachers ' on staff and they stood out. Their teaching skills were obvious and I think the kids • learn benefit from their teaching expertise. 1= Unacceptable 2=Needs Improvement 3=Acceptable 4= Exemplary NA=Not Applicable P PP - 14 • tSummarize Weaknesses and Recommendations for Improvement: 1. Counselors... I didn't feel the same love/affection from the counselors that I did from the site coordinator. Perhaps it was my presence, but they seemed very robotic and unnatural. (not all, but most) 2. There wasn't a strong enough emphasis on reading. It was present, but it wasn't passionate or a major focus. I think there's room for improvement. America Reads, more passion, guest readers, etc. 3. Variety of activities. I think the children in this program are prime for different ' cultural awareness opportunities. Perhaps I didn't look hard enough for all the different things they're doing, but they also didn't jump out at me as to anything vastly unique or significant other than some basic arts/crafts, homework hour, some computer time,etc. Guest speakers?Varied guests, dance instructors, drummers, etc. Not that what they're doing is wrong, but could it be better? Sure.... Make their after school time the MOST it could be rather than just filling the time with the basic activities make those opportunities unique or drastically different than anything the-kids.are used to in the ' past. ' ATTENTION MONITORS!! PLEASE READ & COMPLETE I=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 15 t MONITOR [Hypothetical-Parent] Satisfaction Survey: ' MOST 2003 Program Name: _Matt Vangalis 1 Program Location/Site: _013 Date: 11 / 19 /03 We are very interested in your thoughts about what you have seen and heard today. Based on this information, respond as if you were the parent of child enrolled in this program. For each question, tell us how much you agree or disagree with each statement. If you don't have an opinion, or don't know how to respond,just mark "don't know." Please mark an "X" in the appropriate category for each question. Question Strongly Disagree Agree Strongly Don't Not Disagree Agree Know Applicable (1) (2) (3) (4) (DK) (NA) 1. My child would be safe at this after X school program. ' 2. My child would enjoy this after school X program. 3. I would regard the staff members as X ' iendly. 4. I would regard the staff members as X caring about my child. ' 5. My child would complete homework X at this after school program. 6. My child would get help homework at X this after school program. 7, My child is exposed to interesting X learning experiences during this after school program. 8. My child would get exercise during X ' this after school program. 9 My child would learn how to get along X with others during this after school program. IO.Overall, I would be satisfied with this X program. ' 11. I would recommend this program to X other parents. • 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applica ble 16 ' CHILDREN'S SERVICES COUNCIL OF BROWARD COUNTY Summer Challenge 2005 Monitoring Report Monitor's Name: Barbara L. Berry Date of Evaluation: 06/21/05 Arrival Time: 8:10 Departure Time: 1:00 pm Provider/Agency: City of Dania Beach Site Name: C.W. Thomas Recreation Center Site Address: 800 N.E. 2nd Street, Dania Beach 33004 On Site Coordinator: Deon Willliams # of total students present: 63 # of CSC funded students present: 63 # of administrative staff present (including site coordinator): 2 # of paid staff(not administrative): 7 # of volunteers: 0 OApproximate ages of children served check all that apply): Preschool/Kindergarten children 0-5 rs Elementary School children 6-12 rs X O Middle/High School children 13-18 rs Special Needs (any age): Please describe special needs group briefly: Human Relationships D 1. Staff relate to all children in positive ways. Score a. Staff listen to what children have to say. 3 b. Staff welcome children. 3 a c. Staff respond to children with acceptance and appreciation. 3 d. Staff are engaged with children and encourage them to participate. 3 COMMENTS: Each counselor has the same grade level group of children each day throughout the activities. This enables the counselors and children to get to know each other and develop a rapport. While staff 0 seemed reserved the children in this program were happy, laughing and well behaved. 2. Staff encourage children to make choices and to become more responsible. Score a. Staff help children to assume responsible roles. 3 b. Staff give children choices. 3 c. Staff provide information to assist children in appropriate decision making. 3 a o� COMMENTS: Many of the problem solving choices were made by the teachers. Organizing lessons into small groups or pairs of children to work together will provide the children with more opportunities to make decisions and assume different roles during lessons. 3. Staff interact with children to help them learn. Score a. Staff ask questions that encourage children to think for themselves. 3 b. Staff share skills and resources to help children gain information and solve problems. 3 c. Staff vary the approaches they use to help children learn. 3 d. Staff help children use language skills through frequent conversations. 3 COMMENTS: Both counselors and teachers worked individually with students during math and reading programs. Students were encouraged to think through a problem and were taught the corresponding skills. For example, in a 5th-6th grade reading program, the students were asked to summarize in their O own words the paragraph they had just read. In addition to being asked comprehension questions about a selection, students were challenged to identify and read aloud the sentence from the text that supported each answer. These activities helped to build student skills in analyzing text, organizing thoughts, and expressing ideas orally. 4. Staff use positive techniques to guide the behavior of children. Score _a a. Staff give positive attention to children when they cooperate, share, care for materials, or 3 join in activities. a b. Staff set appropriate limits for children. 3 c. Staff follow the program's behavior plan. 3 d. Staff encourage children to positively resolve their own conflicts. 3 Oe. Staff step in only if needed to discuss the issues and work out a solution. 3 COMMENTS: At times loud voices were used when correcting behavior. Providing staff with a review of behavior management alternatives and more methods for creating a positive atmosphere may enhance staff confidence levels in addressing disruptive behavior. S. Children interact with one another in positive ways. Score a. Children show respect for each other. 3 ab. Children usually cooperate and work well together. 3 c. When problems occur, children discuss their differences and work out a solution. 3 COMMENTS: Parents sign a Discipline Policy and Plan so that they know what behavior is expected. "Cool Down" cards are utilized and each child in a conflict is asked to write about the wrong behavior O demonstrated. This enables a child to better understand behavior consequences and explore alternative actions. a • 1 6. Staff and families communicate with each other in positive ways. Score • a. Staff welcome families and respond to their needs. 3 b. Staff treat each other with respect. 3 ' c. Staff share the languages and cultures of the families they serve. 3 d. Staff and families work together to make arrivals and departures go smoothly. 3 ' e. Staff and families interact in one or more of the following ways: Parent welcome area that 3 includes student's work, parent newsletter, programs or events for parent participation. COMMENTS: A parent information bulletin board and table are placed just inside the entry door. A parent newsletter is provided for the parents about the ro ram's activities. 7. Staff workwell ether to meet the needs f children. to a ds o c den. Score a. Staff communicate with each other while the program is in session. 3 tb. Staff cooperate with each other. 3 c. Staff respect each other. 3 ' d. Staff provide role models of positive adult relationships. 3 COMMENTS: There is a nice flow of communication between the teachers and counselors as they engage the ' children in the day's math and reading lessons with the teacher conducting the actual concept lesson and the counselor working one to one with the children on lesson activities. • Indoor Environment 8. The program's indoor space meets the needs of children and staff, and fits with Score ' the program objectives/goats. a. There is enough room for all programs activities. 3 b. The space is arranged well for a range of activities: physical games and sports, creative arts, 3 ' dramatic play, quiet games, enrichment offerings, eating and socializing. c. The space is arranged so that various activities can go on at the same time without 3 disruption. d. There is adequate and convenient storage space for equipment, materials, and personal 3 possessions of children and staff. NOTE: If space constraints are noted, please describe any program efforts to accommodate ' those limitations. COMMENTS: Creative grouping of students in each classroom was accomplished by arranging desks for each grade level to face a different white board. The teacher and counselors could flow easily between each of the grade level groupings. The children are grouped into the following grade level groupings: K-1st, 2nd-3rd, 3rd-4th &5th-6th. In each of the grade level classrooms, the daily activities are written on the board.The 2nd-3rd and 3rd-4th grade classes clearly listed the work to be accomplished for the day including a math prompt for student journals. Within the same classroom, the 2nd grade children face a different white board than the 3rd grade children did, so that each group of students could easily identify and focus upon their daily math and reading assignments. The teacher and counselor each worked with a different group of students. The • teacher switched groups after presenting the day's reading or math lesson, then the counselor assisted the students in various additional lesson activities. 1 S • 9.The indoors ace allows children to take initiative and ex tore their interests. Score a. Children can get materials and put them away with ease. 3 b. Children can arrange materials and equipment to suit their activities. 3 c. Space is available to reflect the work and interests of the children. 3 NOTE: If space constraints are noted, please describe any program efforts to accommodate those limitations. COMMENTS: Classroom space is utilized in the nearby Collins Elementary School for reading and math programs. Outdoor Environment 1 10.The outdoor play area meets the needs of children and the equipment allows Score them to be independent and creative. If applicable to contract. a. Child has a chance to play outdoors for at least 30 minutes daily. 3 ' b. Children can use a variety of outdoor equipment and games for both active and quiet play. 3 c. Permanent playground equipment, if available, is suitable for the sizes and abilities of 3 children. d. The outdoor space, if available, is suitable for a wide variety of activities. 3 e. There is a procedure in place for regularly checking the safety and maintenance of the 3 outdoor play space. f. Staff directly supervise and are engaged with the children in outdoor play. 3 NOTE: If space constraints are noted, please describe any program efforts to accommodate those limitations. COMMENTS: A basketball court, pool and large field provide the children with ample space for fitness activities. The children have swimming lessons in the pool each week in addition to various other outdoor activities including relay races and basketball. Activities 11.The daily,schedule is flexible,and it offers enough security, independence, and Score stimulation to meet the needs of all children. a. The routine provides stability without being rigid. 3 b. Individual children move smoothly from one activity to another. 3 c. A weekly schedule of activities for each group includes the group name, grade level, number 3 of children, staff name and location for activity and length of time for activity. COMMENTS: (DESCRIBE OBSERVED ACTIVITIES) The children have free play followed by breakfast and then divide into their grade level groupings for the math and reading programs. This is followed by lunch, fitness, cultural arts and other activities. Each counselor travels with the same grade level grouping throughout the day and maintains a roster with allergy and emergency information. 12. Children will experience a wide variety of activities. [note the "mix" of activities Score ' and their developmental relevance to the children/adolescents a. There are regular opportunities for active, physical play. 3 b. There are regular opportunities for creative arts and dramatic play. 3 c. There are regular opportunities for quiet activities and socializing. 3 COMMENTS: The children are involved in cooking, music, dance, and art activities. Computer time is provided for t each student to enhance the math and reading programs. Two free play periods are provided for the children each day with various choices available including board games and arts and crafts activities. 13.Children have a chance to join enrichment activities that practice and reinforce Score basic academic skills. a. The program's activity schedule reflects math and reading components for each grade level. 3 b. The reading component for each group should be available a minimum of 1 hour per day. 3 c. The math component for each group should be available a minimum of 2 hours per week. 3 d. Enrichment activities are presented in a creative manner. 3 COMMENTS: Computer activities involve the 4th -6th grade children in an online FCAT practice in reading and math called Brainchild Online Assessment. Scores from this assessment help the teachers to see the areas in which each child needs help. The K-4th grade children are involved in the Starfall.com program. Kindergarteners listened to stories and letter sounds on the ABC's program while 1st-3rd graders worked on various language and reading activities in Learn to Read, Its Fun to Read and I'm Reading programs. The Summer Success Reading program is a resource that provides teachers with a kit of student magazines featuring various topics from sports to science. The kit also includes several picture or chapter books and reproducible language and writing activities. The Moving With Math program provides teachers with activity books and manipulatives for ' teaching math concepts. Students also record and solve daily math prompts in their journals. 14.Activities promote the development of all the children in the program. [Note if Score this is an inclusion site a. Activities are flexible to meet varied styles, abilities, and interests of al/of the individuals in 3 the program. b. Activities and their time frames are well suited to the age and developmental level of the 3 children in the program. c. Activities reflect the languages and cultures of the families served. 3 i t r D D COMMENTS: The teachers present grade level concepts with each group while the counselors follow up the lesson concept with age appropriate activities. For example, in the K-1st grade classroom, the teacher presented a lesson to the Kindergarten children on the number 2 in which the children were involved in creating the number two by pasting styrofoam pieces on a pre-written number two. The D counselor finished this activity and continued the lesson by having the children write the number 2 in their journals. The teacher then taught a lesson to the 1st graders on number recognition and meaning. The children had to draw the number of different things in the room to correspond with each number box on a chart. The teacher engaged the children in another number activity using the Moving With Math activity booklets. Stating that she would try to trick them by repeating the numbers out of order, the children were happily engaged in identifying and writing the numbers. The children found this teaching method fun and it kept them focused. 15.There are sufficient materials and equipment to support program activities [e.g., Score books crayons/paints, sports equipment. seating/tables/li htin other supplies] a. Materials are complete and in good repair. 3 b.There are enough materials for the number of children in the program. 3 c. Materials and equipment are developmentally appropriate for the age range of the children in 3 the program. COMMENTS: It is recommended that the teachers read aloud the chapter books included in the Reading Success program instead of passing one book to each student to read aloud. Unfortunately, while one student was reading from the book, the others without books were not really paying attention. If the teacher reads the passages aloud, it provides the students an opportunity to hear language read expressively, which is an important part of learning to read. The teacher can then stop after different passages of the story to ask for summaries, word or phrase meanings, comparative questions, etc. If the chapter books are read aloud by individual children, providing the teachers with additional copies for each child would enhance the oral reading part of the program. It is also recommended that staff consistently review the teacher's manuals to determine the best methodology for using the materials provided. Safety, Health & Nutrition 16.The safety and security of children are protected. Score a. Systems are in place to protect the children from harm, especially when they move 3 from one place to another or use the restroom (group rosters with staff names/traveling in two's and three's). b. Equipment for active play appears safe and in good condition. 3 c. A system is in place to keep unauthorized people from taking children from the 3 program. d. Clean up of potentially dangerous items is handled by the school's custodian or staff. 3 e. Greater than 75% of the paid staff and administrators are wearing something that clearly identifies them as program staff(e.g., ID badges, t-shirts, hats, etc). 3 If yes, please describe what they wore in comments. f. A stocked first aid kit is available on site (or in transportation vehicles). 3 g. Accident and incident reports are written and procedures are followed. 3 h. A phone with a main outside line is available during program hours. 3 i. Emergency numbers and an evacuation map are posted in the child care area. 3 D D D COMMENTS: D D 17.The program provides an environment that protects and enhances the health of Score children. a. The indoor and outdoor facilities (not including bathrooms) are clean. 3 D b. There are no observable health hazards in the indoor or outdoor space. 3 c. There are adequate supplies and facilities for hand washing. 3 d. The heat, ventilation, noise level, and light in the indoor space are comfortable. 3 De. Bathrooms are available, clean and supplies provided. 3 COMMENTS: D D 18.The program staff tries to protect and enhance the health of children. Score a. Staff respond to the individual health needs of the children. 3 b. Staff protect children from communicable disease by separating children who become ill 3 D during the program. Isolated children are under direct adult supervision at all times. c. Staff protect children from potential hazards such as the following: caustic or toxic art 3 materials and cleaning agents, medications and hot liquids; overexposure to heat or cold. D • d. Staff and children wash hands frequently, especially after using the toilet or before 3 preparingor eating food. e. Children clean their hands before snack. DCOMMENTS: Children regularly washed hands before breakfast, lunch and snacks. 19. Children and youth are carefully supervised to maintain safety. Score a. Staff document when children arrive, when they leave, and with whom they leave through 3 D parent sign in/si n-out to s. b. Staff supervise children appropriately according to children's ages, abilities, and needs. 3 c. Children's arrivals and departures are supervised. 3 D a d. Staff use a daily roster which is available and accurate at all times. It includes specific 3 information for individual children (allergy information, medical needs and/or essential information). Must follow HIPPA rules and regulations.) D e. Staff plan for different levels of supervision according to the level of risk involved in an 3 activity. f. A program supervisor is on site at all times. 3 DCOMMENTS: Each counselor carries a weekly schedule of activities and the roster of children with them from DCollins Elementary school classrooms to the recreation center and to outdoor areas. D D 20. If the program serves food and drinks the must meet the n• eeds of children. Score a. The program offers healthy snack choices. 3 b. Drinking water is readily available at all times (especially near athletic fields, gym). 3 c. The amount and type of food offered is appropriate for the ages and sizes of children. 3 d. Snacks are timed appropriately for children. 3 e. Provisions exist for children who have forgotten their snacks from home (if applicable). 3 D COMMENTS: Breakfast, lunch and snacks are provided by the Florida State school lunch program. 21. Staff/Child ratios and group size permit the staff to meet the needs of children. Score a. Check contract Scope of Work for required ratios. Staff/child ratio shall not exceed 1:20 for 4 Q K-6 grade and 1:10 for Pre-K. Group sizes vary according to the type and complexity of the children and activities, and room capacity. Group sizes are recommended not to exceed 30 for most indoor activities. Ratios are determined by staff present to children enrolled in group. O Ratios ranging from 1:2 to 1:10 would be acceptable for special needs sites (depending upon the type of site), and inclusion sites should maintain appropriate levels of staffing, after staff assigned to,special needs students are accounted for. b. There is a plan to provide adequate staff coverage in case of emergencies. 3 c. Substitute staff is used to maintain ratios when regular staff is absent. 3 0 • COMMENTS: The site supervisor has a list of substitute staff and emergency contacts. There were always two staff for each grade level grouping with ratios from 1:9 to 1:12. D22. Documentation of records. Score a. A record keeping system is in place for information such as the following: 3 a ®1 Parent sign-out log. e2 Children with special information (health, diet, etc.) 93 Signed registration listing of authorized people for pick-up (password) n e4 Medication authorization and log. U b. Procedures in writing with parent's signature on file for: 3 91 Behavior Management (if child has history of behavioral problems there should be a a o written plan, with consent from the parent) •2 Late pick-up o3 Emergency contact information COMMENTS: Record keeping is well organized. All the documents required were provided by the area supervisor 0 in files according to numbered items from the monitoring tool. • 23. Program policies and procedures are in place to protect the safety of the children Score and youth. a. Staff and children know what to do in case of general emergency. 3 b. The program has established procedures to prevent accident and manage emergencies. The 3 school's emergency Ian has been adapted for the program. c. The program has established policies to transport children safely; it complies with all legal 3 requirements for vehicles and drivers. ' COMMENTS: 24. Program policies exist to protect and enhance the health of all children and Score youth. a. If Provider is licensed, is there current documentation showing that the facility meets the 3 appropriate district state and/or local health and safety guidelines and/or regulations. b. No smoking is allowed in the program. 3 c. The staff are always prepared to respond to accidents and emergencies. 3 COMMENTS: Summer Challenge Mandated Requirements 25.Confirmation/observation of Physical Activity component. Score a. Individual physical fitness levels (pre-tests) have been assessed and recorded. 3 b. A minimum of one (1) hour of physical fitness activities is scheduled daily. 3 c. Physical activity is age and developmentally appropriate and addresses strength (e.g., lifting 3 or pushing), flexibility (stretching), and endurance cardiovascular, sustained activity). d. Physical activity is presented with enthusiasm. 3 e. The children appear to enjoy the physical activities. 3 f. Staff encourage full participation from all children. 3 g. Special assistance is given to children who seem to struggle (one-on-one from staff or 3 experienced peers with staff supervision). h. Activities are planned with safety in mind. 3 COMMENTS: The children are involved daily in various physical activities from swimming to relay races and basketball. • t26. Confirmation/observation of Moving with Math component. Score • a. Individual math levels (pre-tests) have been assessed and recorded. 3 b. A minimum of two (2) hours per week is scheduled for"Moving with Math". 3 c. Staff provided direct assistance and positive feedback to students. 3 d. The math activities are creative, fun, and designed to maintain and increase math skills and 3 are delivered in a non-threatening, positive and encouraging manner. e. Every lesson uses the manipulative kits to guide students as they explore each math concept. 3 COMMENTS: Daily math program objectives for different grade levels were recorded in the classrooms on separate white boards. In the 3rd-4th grade classroom, the children worked individually on math problems from the Moving with Math program while the teacher and counselor circulated among them providing one to one assistance. For example: Math Agenda I. Daily review #13/14. II. Math practice, pgs. 13-18. III. Practice/Review 3X IV. Math Journal prompt: 1. What is the place value name for each digit in the number 192,435? Which digit has the greatest value? How do you know? 2. Mike wrote seven-thousand sixty-three as 763. What mistake did he make? How would you write this number? In the K-1st grade classroom, the children were presented a lesson about numbers by the teacher and then worked on follow up activities in the Moving With Math activity books. In the 2nd-3rd grade classroom, students worked together in small groups with the teacher and/or counselor to solve problems in the Moving With Math activity books. At all grade levels, consistent use of the Moving With Math manipulatives would enhance these learning experiences. Students were encouraged with positive comments such as: "Now you got it right! Concentrate! I know you can do it!" and "Go aheadyou're letting me know you understand!" 27. Confirmation/observation of the Nutrition component. Score a. Individual nutrition levels (pre-tests) have been assessed and recorded. 3 b. Specific activities that emphasize nutrition and teach positive nutritional decision making are 3 taught. c. Staff provide direct assistance, feedback, praise and encouragement while children learned 3 o about nutrition. COMMENTS: 1 • 28. Confirmation/observation of the Reading Component. Score • a. Individual reading levels (pre-test) have been assessed and recorded. 3 ' b. A minimum of one (1) hour daily is scheduled for Reading. 3 c. Reading resources are varied and adequate (e,g., enough books for all). 3 d. The reading material is age/level appropriate. 3 e. There is a sense of value imparted by the staff to the reading time. 3 f. Staff read to the children with energy and animation. 3 g. Staff members question the readers for understanding and comprehension. 3 h. The children seem to be enjoying the reading time (As evidenced by reading without frequent 3 reminders to "get back to work" tendency to talk about and share what they are reading). i. Special assistance (i.e., model, role play/practice, feedback) is given to children who appear to 3 struggle. COMMENTS: Each grade level grouping had daily reading assignments written on the white boards. Students were engaged in reading aloud, reading independently, and answering questions in writing or orally. Most lessons were from the Summer Reading Success program. For example: 2nd-3rd grade classroom- Reading Agenda I. Read aloud, "Someplace Else." II. Poem -"The Very Nicest Place" III. Magazine - "Anybody Home?" "Home Sweet Home" "The Sound of Pueblo Drums" • IV. Word Games The Sth-6th grade children were provided additional reading materials by the teacher called: "Essential Reading Skills" in which each child received an individual copy of a book with stories and comprehension questions. The children read and answered the questions independently and then reviewed their work with the teacher or counselor. Grades K - 6th receive additional reading instruction_in the computer room as described in number 13. 1 Students were encouraged with positive comments such as: "What is the answer to this question? Do you know which paragraph it's in? Read it, please." "You're absolutely right!" and "I'm ready for good stuff, are you ready for good stuff?" 29. Confirmation/observation of the Cultural Arts Component. Score a. A process is in place to verify that the artists/performers chosen to present have been 3 approved by the Broward County Cultural Division. b. The camp schedule reflects culturally enriching opportunities. 3 COMMENTS: Cultural activities are planned around a weekly theme and include field trip experiences such as visits to the Seminole Native Village, Extreme Fitness, Stranahan House, Everglades Holiday Park 1 Airboat rides and the Miami Children's Museum. 0 ' 30, OVERALL EVALUATION ' Summary of Strengths: • Record keeping, classroom organization, and thematic field trip experiences together ' demonstrate an effort to provide a learning atmosphere that focuses upon meeting grade level interest and needs. • Supplementary experiences such as the computer reading and math programs enhance student ' skills while providing assessment information for the teachers. • Each counselor travels with the same grade level grouping throughout the week, allowing them to establish a rapport with the children. There is a nice flow of communication between the teachers and counselors as they engage the children in the day's math and reading lessons; ' the teacher conducts the actual concept lesson while the counselor works one on one with the children on lesson activities. • Creative grouping of students in each classroom was accomplished by arranging desks for each grade level to face a different white board. The teacher and counselors could flow easily between each of the grade level groupings. Opportunities for Improvement: ' • Many of the choices observed were made by the program counselors and teachers. Organizing lessons into small groups or pairs of children to work together will provide the children with more ' opportunities to make decisions and assume different roles during lessons. • When reading materials are not available for each child, incorporating a reading aloud component would provide the students an opportunity to hear expressive language. Individual ' student copies of chapter or picture books from the Summer Reading Success program should be provided when students are reading aloud. It might also be helpful to remind staff to consistently review the teacher's manuals to determine the best methodology for using the materials provided. ' • At times loud voices were used in correcting behavior. Providing staff with a review of behavior management alternatives and more methods for creating a positive atmosphere may enhance staff confidence levels in addressing disruptive behavior. t 1 CITY OF DANIA BEACH Yak MEMORANDUM i 1 1 TO: Kristen Jones 1 Director, Parks and Recreation FROM: Bonnie Temchuk 1 Assistant to the City MA64gerL � l DATE: July 19, 2005 t- 1 SUBJECT: Monitoringreport for P.O.W.E.p R. Summer Camp C.W. Thomas Park Recreation Center 1 Attached, please find the Children's Services Council monitoring report for the P.O.W.E.R. 1 Summer Camp program at C.W. Thomas Park. 1 • As you can see, the summer camp program rated all 3's and one 4. A three (3) represents Acceptable and a four (4) represents Exemplary. In the comments section, the monitor reported "creative grouping of students in each classroom"; "teacher and counselors flow easily between 1 each of the grade level groupings"; "a nice flow of communication between the teachers and counselors". A four(4) was achieved by the low ratio of staff to children, being 1:9 to 1:12. 1 Please pass this information along to the counselors and teachers as they are the ones to receive the praise for making the P.O.W.E.R. Summer Camp program a success. What a wonderful feeling to know that the time spent preparing and writing the grant for this program is truly worth 1 it, as the outcomes are superb! Again, thank you and my thanks to your staff for a job well done. The children of our 1 community are the ones that benefit and that's what this program is all about! 1 1 1 1 • CHILDREN S SERVICES COUNCIL OF BROWARD COUNTY ' Summer Challenge 2005 Monitoring Report ' Monitor's Name: Elaine Bedard Brodnicki Date of Evaluation: 6 27 05 ' Time: 7:35 am — 11:10 am and 1:30 gm — 1:45 pm Provider/Agency: City of Dania Beach ' Site Name: P. J. Meli Park Site Address: 2901 SW 52"d St., Dania Beach, FL 33004 On Site Coordinator: Semone Simpson # of total students present: 63 ' # of CSC funded students present: 63 # of administrative staff present (including site coordinator): 3 ' # of paid staff (not administrative): 8 # of volunteers: 0 ' Approximate ages of children served check all that apply): Preschool/Kindergarten children 0-5 rs Elementary School children 6-12 rs X Middle/High School children 13-18 rs X Special Needs (any age): Please describe special needs group briefly: ************************************************************************** Human Relationships 1. Staff relate to all children in positive ways. Score a. Staff listen to what children have to say. 3 ' b. Staff welcome children. 3 c. Sfaff respond to children with acceptance and appreciation. 3 d. Staff are engaged with children and encourage them to participate. 3 ' COMMENTS: Staff answered questions and responded to children. Children were welcomed into the program as ' parents signed-in. All children were engaged in the reading and math lessons and encouraged to participate. Counselors played games with children during free choice time. 2. Staff encourage children to make choices and to become more.responsible. Score ' a. Staff help children to assume responsible roles. 3 b. Staff give children choices. 3 ' c. Staff provide information to assist children in appropriate decision making. 3 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applica ble. 1 COMMENTS: ' Once children arrive, they are able to choose games, drawing, or coloring. Children put things away once the program begins. When children are in the classroom they work in groups and clean up after themselves. Staff members help children work out answers to reading and math problems. 3. Staff interact with children to help them learn. Score ' a. Staff ask questions that encourage children to think for themselves. 3 b. Staff share skills and resources to help children gain information and solve problems. 3 c. Staff vary the approaches they use to help children learn. 3 ' d. Staff help children use language skills through frequent conversations. 3 COMMENTS: ' Teachers use manipulatives and engage children in frequent conversations by asking questions during academic times. 4. Staff use positive techniques to guide the behavior of children. Score a. Staff give positive attention to children when they cooperate, share, care for materials, or 3 join in activities. b. Staff set appropriate limits for children. 3 c. Staff follow the program's behavior plan. 3 ' • d. Staff encourage children to positively resolve their own conflicts. 3 e. Staff step in only if needed to discuss the issues and work out a solution. 3 ' COMMENTS: When children cooperated or answered questions correctly, staff members responded frequently using the following terms: "Excellent! Good Job!" There is a referral and discipline policy. Should an inappropriate behavior occur, the behavior is documented and parent signatures are required. Children are encouraged to resolve their own conflicts and staff intervene only should the conflict escalate. S. Children interact with one another in positive ways.. Score a. Children show respect for each other. 3 ' b. Children usually cooperate and work well together. 3 c. When problems occur, children discuss their differences and work out a solution. 3 ' COMMENTS: Children worked cooperatively together and were respectful. Staff intervene only when problems occur. 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 2 ' S • 6. Staff and families communicate with each other. to positive ways. core a. Staff welcome families and respond to their needs. 3 ' b. Staff treat each other with respect. 3 c. Staff share the languages and cultures of the families they serve. 3 d. Staff and families work together to make arrivals and departures go smoothly. 3 e. Staff and families interact in one or more of the following ways: Parent welcome area that 3 includes student's work, parent newsletter, programs or events for parent participation. COMMENTS: A staff member is present at the front table in the parent welcome area. Staff members are available to answer any parent's questions. Staff members worked cooperatively together and were respectful towards one another. Staff are representative of the cultures of the community. Parents are required to sign-in children and sign-out children. The parent welcome area includes newsletter and announcements. Children's work is displayed throughout the hall. 7. Staff work well together to meet the needs of children. ' Score a. Staff communicate with each other while the program is in session. 3 b. Staff cooperate with each other. 3 c. Staff respect each other. 3 d. Staff provide role models of positive adult relationships. 3 COMMENTS: Staff communicate via walkie talkies. Staff are cooperative and respectful towards each other. They provide positive role models through frequent smiling and positive interactions. Indoor Environment S.The program's indoor space meets the needs of children'and staff; and fits with. Score the program objectives/goals. a. There is enough room for all programs activities. 3 b. The space is arranged well for a range of activities: physical games and sports, creative arts, 3 dramatic play, quiet games, enrichment offerings, eating and socializing. c. The space is arranged so that various activities can go on at the same time without 4 disruption. d. There is adequate and convenient storage space for equipment, materials, and personal 3 possessions of children and staff. NOTE: If space constraints are noted, please describe any program efforts to accommodate those limitations. COMMENTS: The facility is located in an older building in a hall that is small for the number of children. This program is particularly innovative in that the space is small yet children are transported via bus to a neighboring school, Collins Elementary, and reading, math and nutrition are delivered in individual classrooms for first through third graders. The older children remain in the hall area. Although the hall is small, the schedule accommodates a variety of activities so that some children are outside, ' while other children are inside with chill zone, cooking, games, and arts and crafts. Storage space consists of shelves and closets. 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 3 • 9.The indoors ace allows children to take initiative and explore their interests. Score ' a. Children can get materials and put them away with ease. 3 b. Children can arrange materials and equipment to suit their activities. 3 c. Space is available to reflect the work and interests of the children. 3 NOTE: If space constraints are noted, please describe any program efforts to accommodate those limitations. ' COMMENTS: The main hall area has pool tables, tables, games crayons, and paper. In the classrooms at Collins, children were able to get math workbooks and reading materials easily. There was a bulletin board display that reflected the work of the children such as poems and food pyramids. Outdoor Environment 10. The outdoor play area meets the needs of children and the equipment allows. Score them to be independent and creative. If applicable to contract. a. Child has a chance to play outdoors for at least 30 minutes daily. 3 ' b. Children can use a variety of outdoor equipment and games for both active and quiet play. 3 c. Permanent playground equipment, if available, is suitable for the sizes and abilities of 3 children. d.The outdoor space, if available, is suitable for a wide variety of activities. 3 e.There is a procedure in place for regularly checking the safety and maintenance of the 3 outdoor pla space. f. Staff directly supervise and are engaged with the children in outdoor play. 3 NOTE: If space constraints are noted, please describe any program efforts to accommodate those limitations. COMMENTS: The schedule reflects 1 hour daily for physical education. In addition, children go swimming twice a week for 1 hour and 30 minutes. There is a ball field, pool, and playground equipment for children ' to engage in active and quiet play. There is permanent playground equipment that is maintained by the City of Dania Beach. Lifeguards are present at all times. ' Activities 11. The daily schedule is flexible, and it offers enough security, independence,and Score stimulation to meet the needs of all children. ' a. The routine provides stability without being rigid. 3 b. Individual children move smoothly from one activity to another. 3 ' c. A weekly schedule of activities for each group includes the group name, grade level; number 3 of children staff name and location for activity and length of time for activity. COMMENTS: (DESCRIBE OBSERVED ACTIVITIES) The schedule is stable, yet flexible. The younger children are transported to Collins Elementary for reading and math. Children transitioned smoothly from one activity to another and were familiar with the routine. There is a weekly schedule divided into grade levels, teachers, counselors, location, times and activities. • 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applica ble 4 12. Children will experience a wide variety of activities. [note the "mix" of activities Score and their developmental relevance to the children adolescents ! a. There are regular opportunities for active, physical play. 3 b. There are regular opportunities for creative arts and dramatic play. 3 c. There are regular opportunities for quiet activities and socializing. 3 COMMENTS: When children arrive they have free choice and breakfast. They play games and/or socialize. The schedule reflects times for arts and crafts. 13. Children have a chance to join enrichment activities that practice and reinforce Score basic academic skills. a. The program's activity schedule reflects math and reading components for each grade level. 3 b. The reading component for each group should be available a minimum of 1 hour per day. 3 c.The math component for each group should be available a minimum of 2 hours per week. 3 d. Enrichment activities are presented in a creative manner. 4 COMMENTS: The schedule reflects math'and reading for each grade level. Reading is scheduled for 45 minutes Monday through Thursday. Journal writing is scheduled for 30 minutes daily. Math is scheduled for 30 minutes Monday through Thursday. 14. Activities promote the development of all the children in the program.[Note if Score this is an inclusion site a. Activities are flexible to meet varied styles, abilities, and interests of al/of the individuals in 3 the program. b. Activities and their time frames are well suited to the age and developmental level of the 3 children in the program. c. Activities reflect the languages and cultures of the families served. 3 COMMENTS: Activities are flexible and meet all learning styles and abilities of individuals. Time frames are developmentally appropriate and reflect the languages and cultures of families served. 15.There are sufficient materials and equipment to support program activities [e.g., Score books crayons/paints, sports equipment. seating/tables/li htin other supplies] a. Materials are complete and in good repair. 3 b. There are enough materials for the number of children in the program. 3 c. Materials and equipment are developmentally appropriate for the age range of the children in 3 the program. COMMENTS: There were enough books, crayons, sports equipment, seating and lighting for children in the program. The materials are developmentally appropriate. 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable ! 5 Safety, Health & Nutrition 16. The safety and security of children are protected. Score a. Systems are in place to protect the children from harm, especially when they move 3 from one place to another or use the restroom (group rosters with staff names/traveling in two's and three's). b. Equipment for active play appears safe and in good condition. 3 c. A system is in place to keep unauthorized people from taking children from the 3 program, d. Clean up of potentially dangerous items is handled by the school's custodian or staff. 3 e. Greater than 75% of the paid staff and administrators are wearing something that 3 clearly identifies them as program staff(e.g., ID badges, t-shirts, hats, etc). If yes, please describe what they wore in comments. f. A stocked first aid kit is available on site (or in transportation vehicles). 3 g. Accident and incident reports are written and procedures are followed. 3 h. A phone with a main outside line is available during program hours. 3 i. Emergency numbers and an evacuation map are posted in the child care area. 3 COMMENTS: Counselors accompany children. Counselors and teachers have rosters with sign-out times for children. Parents or authorized persons are required to sign-out children. The park is maintained by the City of Dania Beach. Staff members and administrators wore After School Program (ASP) t-shirts. There was a stocked first aid kit available with band aids, adhesive strips, scissors, gauze, and ointments. Accident and incident reports are maintained. There is a phone with a main outside line. Evacuation maps and numbers are posted in child care area. 17. The program provides an environment that protects and enhances the health of Score children. a. The indoor and outdoor facilities(not including bathrooms)are clean. 3 b. There are no observable health hazards in the indoor or outdoor space. 3 c. There are adequate supplies and facilities for hand washing. 3 d. The heat, ventilation, noise level, and light in the indoor space are comfortable. 3 e. Bathrooms are available, clean and supplies provided. 3 COMMENTS: The indoor and outdoor facilities are clean. There are no observable health hazards and adequate supplieq for hand washing. The heat, ventilation, and lighting are comfortable. The pool bathroom is equipped with a dressing area. 18. The program staff tries to protect and enhance the health of children. Score a. Staff respond to the individual health needs of the children. 3 b. Staff protect children from communicable disease by separating children who become ill 3 during the program. Isolated children are under direct adult supervision at all times. c. Staff protect children from potential hazards such as the following: caustic or toxic art 3 materials and cleaning agents, medications and hot liquids; overexposure to heat or cold. d. Staff and children wash hands frequently, especially after using the toilet or before 3 preparing or eating food. e. Children clean their hands before snack. 3 I= Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applica ble 6 1 COMMENTS: Individual health needs are documented. If a child becomes ill, they are isolated from other children and parents are contacted. Staff protect children from potential hazards. Children were observed washing hands before eating and after using the toilet. Staff used gloves when distributing food. 19. Children and youth are carefully supervised to maintain safety., Score a. Staff document when children arrive, when they leave, and with whom they leave through 3 1 parent sign-in/sign-out logs. b. Staff supervise children appropriately according to children's ages, abilities, and needs. 3 c. Children's arrivals and departures are supervised. 3 d. Staff use a daily roster which is available and accurate at all times. It includes specific 3 information for individual children (allergy information, medical needs and/or essential information). Must follow HIPPA rules and regulations.) 1 e. Staff plan for different levels of supervision according to the level of risk involved in an 3 activity. f. A program supervisor is on site at all times. 3 COMMENTS: There is a parent sign-in and sign-out log with times and names. Other authorized persons are required to show ID. Children were grouped into the following grade levels: 1-2, 2-3, 3-5, and 5-7 and supervised appropriately. The front table for arrivals and departures is supervised at all times. Staff members have a daily roster with sign-out times. Allergy and medical information is kept on individual counselor/teacher clipboards. Staff plan for different levels of supervision. Teachers 1 teach reading and math components. ' 20. If the program serves food and drinks they must meet the needs of children. Score a. The program offers healthy snack choices. 3 b. Drinking water is readily available at all times (especially near athletic fields, gym). 3 1 c. The amount and type of food offered is appropriate for the ages and sizes of children. 3 d. Snacks are timed appropriately for children. 3 e. Provisions exist for children who have forgotten their snacks from home (if applicable). 3 COMMENTS: Breakfast, lunch and snacks are provided by the School Board of Broward County and include the following: cheese and crackers, fruit, juice, sandwiches, cookies, milk, french toast, pancakes. Snack is offered in the morning and afternoon. 1 1 1 • 1 1= Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 7 21. Staff Child ratios • / at os and group size permit the staff to meet the needs of children. Score a. Check contract Scope of Work for required ratios. Staff/child ratio shall not exceed 1:20 for 3 K-6 grade and 1:10 for Pre-K. Group sizes vary according to the type and complexity of the children and activities, and room capacity. Group sizes are recommended not to exceed 30 for most indoor activities. Ratios are determined by staff present to children enrolled in group. Ratios ranging from 1:2 to 1:10 would be acceptable for special needs sites (depending upon the type of site), and inclusion sites should maintain appropriate levels of staffing, after staff assigned to special needs students are accounted for. b. There is a plan to provide adequate staff coverage in case of emergencies. 13 c. Substitute staff is used to maintain ratios when regular staff is absent. 3 COMMENTS: There were 8 staff members and 3 administrators present for 60 students. If a staff member has an emergency or is absent there is a substitute list. 22. Documentation of records. Score a. A record keeping system is in place for information such as the following: 3 • Parent sign-out log. • Children with special information (health, diet, etc.) • Signed registration listing of authorized people for pick-up (password) • Medication authorization and log. b. Procedures in writing with parent's signature on file for: 3 • Behavior Management (if child has history of behavioral problems there should be a written plan, with consent from the parent) • Late pick-up ® Emergency contact information ' COMMENTS: There is a parent sign-out log with times. Special health information is maintained if necessary. The application contains listing of authorized persons for pick up. The discipline policy begins with children filling out a cool down card that states: What I did - What I should have done - What the consequences should be. If an inappropriate behavior occur, parental signature is required on a Behavior Report. 23. Program policies and procedures are in place to protect the.safety of the children Score and youth. a. Staff and children know what to do in case of general emergency. 3 b. The program has established procedures to prevent accident and manage emergencies. The 3 ' school's emergency Ian has been adapted for the program. c. The program has established policies to transport children safely; it complies with all legal 3 requirements for vehicles and drivers. 1 COMMENTS: Staff and children know what to do in case of a general emergency. Fire drill records are maintained. There is a program emergency plan with the following codes: Red-Full lockdown; Yellow-lockdown; Orange-evacuation; Black-bomb threat. Dania Beach Policy Department is contacted. Emergency numbers are posted. The pool has a lifeguard at all times. ' 1= Unacceptable 2=Needs Improvement 3=Acceptable 4=E —p p p Exemplary NA—Not Applicable 8 • 24. Program policies exist to protect and enhance the health of all children and Score youth. a. If Provider is licensed, is there current documentation showing that the facility meets the N/A appropriate district state and/or local health and safety guidelines and/or regulations. b. No smoking is allowed in the program. 3 c.The staff are always prepared to respond to accidents and emergencies. 3 COMMENTS: No smoking was observed in the program. Staff are prepared to respond to accidents and emergencies. Lifeguards are located in the facility and in pool area. Requirements Mandated Summer Challenge a 2S. Confirmation/observation of Physical Activity component. Score a. Individual physical fitness levels (pre-tests) have been assessed and recorded. 3 b. A minimum of one (1) hour of physical fitness activities is scheduled daily. 3 c. Physical activity is age and developmentally appropriate and addresses strength (e.g., lifting 3 orpushing), flexibility and endurance cardiovascular, sustained activity). d. Physical activity is presented with enthusiasm. 3 e. The children appear to enjoy the physical activities. 3 1 f. Staff encourage full participation from all children. 3 g. Special assistance is given to children who seem to struggle(one-on-one from staff or 3 experienced peers with staff supervision). ' h. Activities are planned with safety in mind. 3 COMMENTS: ' Physical fitness pre-tests were administered in the following areas. Physical fitness is scheduled for 1 hour 45 minutes daily. In addition, children swim for 1 hour 30 minutes twice weekly. Children enjoyed playing kickball and all children participated. 26. Confirmation/observation of Moving with Math component. Score a. Individual math levels (pre-tests) have been assessed and recorded. 3 b. A minimum of two (2) hours per week is scheduled for"Moving with Math". 3 c. Staff provided direct assistance and positive feedback to students. 3 d. The math activities are creative, fun, and designed to maintain and increase math skills and 3 is delivered in a non-threatening, positive and encouraging manner. e. Every lesson uses the manipulative kits to guide students as they explore each math concept. 1 3 1= Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 9 COMMENTS: • Individual math pre-tests were administered. Math is taught for 30 minutes Monday through Thursday. The 1-2 grade teacher played a dice game with students teaching addition. He gave groups of students two die. They rolled the die. He asked, "Table 1 what numbers are on your die?" A child stated, "1 and 5." He asked, "How much is 1 plus 5?" The child responded, "6." The teacher stated, "Excellent!" Children then played the dice game in groups as the teacher rotated throughout the classroom assisting children. There were a few kindergarten students in the group. He gave them individual assistance in counting. The 3-4 grade teacher was reviewing a lesson on addition. She used manipulative blocks to teach math word problems as well as drawing on the board. She drew a fish bowl on the board with 3 fish in one bowl and 2 fish in another. Using the board and cubes she stated, "I have 3 fish in my fish bowl. I go to the store and buy 2 more. How many fish do I have in all?" She asked, "What do I have to do?" A student answered, "Count the fish." She responded, "Excellent!" The class counted the fish in unison. 27. Confirmation/observation of the Nutrition component. Score a. Individual nutrition levels (pre-tests) have been assessed and recorded. 3 b. Specific activities that emphasize nutrition and teach positive nutritional decision making are 3 taught. c. Staff provide direct assistance, feedback, praise and encouragement while children learned 3 about nutrition. COMMENTS: Individual nutrition pre-tests on food groups were administered. Nutrition is offered weekly and cooking is offered weekly with focus on food groups and the food pyramid. 28. Confirmation/observation of the Reading Component. Score ' a. Individual reading levels (pre-test) have been assessed and recorded. 3 b. A minimum of one (1) hour daily is scheduled for Reading. 4 c. Reading resources are varied and adequate (e.g., enough books for all). 3 d.The reading material is age/level appropriate. 4 e.There is a sense of value imparted by the staff to the reading time. 4 f. Staff read to the children with energy and animation. 3 g. Staff members question the readers for understanding and comprehension. 3 h.The children seem to be enjoying the reading time(As evidenced by reading without frequent 3 reminders to "get back to work" tendency to talk about and share what they are reading). i. Special assistance (i.e., model, role play/practice, feedback) is given to children who appear to 3 struggle. 1 1=Unacceptable 2= Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 10 COMMENTS: Individual reading pre-tests have been administered using the San Diego Quick Assessment. Reading is offered for 45 minutes daily as reflected on the schedule. Journal writing is offered for 30 minutes daily. Books included: The Summer Success Reading Magazine A Life Like Mine How Children Live Around the World Whoever You Are The Cow Who Wouldn't Come Down The 1-2 grade teacher read the.Book The Cow Who Wouldn't Come Down to the class. He first read the big book stating, "Some people grow sweet corn. Some people grow popcorn. Let's read together." The children read in unison. The teacher with the group of 5th _ 7th graders was teaching a multi-cultural lesson. She stated, "Why do they call people black and white?" She brought paint strips from Home Depot with different shades of yellow, black, tans, reds and whites. She held up a black paint strip. She stated, "Do you think anybody is this color?" She asked, "Why would we call people black or white?" A student answered, `'Because it is their race." She asked, "Are we really that color?" A student answered, "No." She then asked, "What is a culture?" . A student answered, "It is something you make." The teacher responded, "That's not really a culture but it could be part of your culture." She showed students a book, A Life Like Mine and showed children different houses and cultures. She then distributed the paint chips and had children match the paint strips to their ' skin colors in groups. She rotated among groups and finished up the lesson by stating, "We are all colors of the earth." The 2"d & 3`d grade teacher presented a lesson on disasters. She used a web and asked children to name different disasters as she wrote them down on chart paper. Children responded volcanoes, earthquakes, fires, hurricanes, tornadoes, thunderstorms. She then asked children to write the following: What are some examples of disasters? Children wrote in their journals as they wrote examples looking at the chart paper. She rotated around the room as children were writing. The 3-4 grade teacher was having students read the article from the Summer Success Reading Magazine on disasters. She activated prior knowledge by using a web and asked children to name different disasters as she wrote them down on chart paper. Children responded with volcanoes, earthquakes, fires, hurricanes, tornadoes, and thunderstorms. She then asked children to write the following: What are some examples of disasters? Children wrote in their journals as they wrote examples looking atthe chart paper. She rotated around the room as children were writing. Staff members assisted children and asked questions to help children develop higher order thinking skills. Staff members rotated amongst children providing assistance when necessary. 29. Confirmation/observation of the Cultural Arts Component.` Score a. A process is in place to verify that the artists/performers chosen to present have been 3 approved by the Broward County Cultural Division. b. The camp schedule reflects culturally enriching opportunities. 3 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 11 r . wr. t COMMENTS: Children go on weekly field trips to locations including: Native Indian Village, Sportsmania, Miami Children's Museum, Everglades National Park, Parker Playhouse, and Museum of Discovery and Science. 30. OVERALL EVALUATION Summary of Strengths: • Teachers utilized enhancement activities that promoted student learning. ® The program was innovative in that although the main space was small; learning was accommodated by partnering with Collins Elementary School which is across the street from the Park. • Moving with Math and reading are taught by experienced teachers. All children participated. Opportunities for Improvement: • Incorporating drama into the program schedule would add a valuable component to the summer camp program. I=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 12 • CHILDREN S SERVICES COUNCIL OF BROWARD COUNTY Summer Challenge 200E Monitoring Report Monitor's Name: Elaine Bedard Brodnicki Date of Evaluation: 6 20 05 Arrival Time: 7:30 a.m. Departure Time: 10:30 a.m. Date of Evaluation: 6 27 05 Arrival Time: 1:45 p.m. Departure Time: 2:15 pm. Provider/Agency: City of Dania Beach Site Name: Frost Park Recreational Center Site Address: 300 N.E. 2nd St., Dania Beach, FL 33004 On Site Coordinator: Karen Dewar # of total students present: 48 # of CSC funded students present: 48 # of administrative staff present (including site coordinator): 2 # of paid staff (not administrative): 7 # of volunteers: 0 Approximate ages of children served check all that apply Preschool/Kin derg arten children 0-5 rs Elementary School children 6-12 rs x Middle/High School children 13-18 rs x Special Needs (any age): Please describe special needs group briefly: ************************************************************************** Human Relationships 1.Staff relate to`allchildren in positive ways. Score a. Staff listen to what children have to say. 3 b. Staff welcome children. 3 1 c. Staff respond to children with acceptance and appreciation. 3 d. Staff are engaged with children and encourage them to participate. 3 COMMENTS: Staff listen to children's comments and answer their questions. There is a table to the entrance of the facility for sign-in. Staff welcome children and send them to the tables for free time. It was one little girl's first day and the coordinator led her to her teacher and introduced her. ' Staff actively listen to children's questions and responses. The computer teacher answered student's questions promptly and with a smile. All children were actively participating in the activities with enthusiasm. 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 1 2. Staff encourage children to make choices and to become more responsible. Score a. Staff help children to assume responsible roles. 3 b. Staff give children choices. 3 c. Staff provide information to assist children in appropriate decision making. 3 COMMENTS: Children get their supplies and are expected to put them away. They independently get journals and books. Children arrive as early as 7:30 am. They are given choices of activities to choose from such as games, cards, or drawing. Some children bring their breakfast. In the lst —2Id grade class one little girl was speaking out of turn. The teacher called her up and asked her what does she need to do when she has an answer or wants to be recognized. The little girl said,"Raise my hand." The class then reviewed the classroom rules. 3. Staff interact with children to hell them learn. Score a. Staff ask questions that encourage children to think for themselves. 3 b. Staff share skills and resources to help children gain information and solve problems. 3 c. Staff vary the approaches they use to help children learn. 3 d. Staff help children use language skills through frequent conversations. 3 COMMENTS: The I't &2"d grade teacher used the clone procedure to help children think of appropriate words. The theme for the day was losing teeth. She wrote on the board: I was when I lost my first tooth. I was in my I was with The children were to copy the sentences and place in the appropriate words. One little boy said, "I ' • was with my cousins." The teacher responded, "Do you know how to spell cousins?" She tried to help him spell out the word. Another boy stated, "I was in my house." The teacher helped him spell out the word phonetically. The 3rd and 4th grade teacher led a group discussion on disasters. I She brought in a weather radio and individually showed children how it operated. The 5tn— 7tn grade teacher helped children brainstorm by writing their own limericks and recognize rhyme patterns. She wrote the following limerick on the board: There once was a fellow named Fred Who traveled around on his sled He hit a big tree Banged his knee on a tree Now he uses his feet instead ' 4. Staff use positive technigges to guide the behavior of children. Score a. Staff give positive attention to children when they cooperate, share, care for materials, or 3 join in activities. b. Staff set appropriate limits for children. 3 c. Staff follow the ro ram's behavior plan. 3 d. Staff encourage children to positively resolve their own conflicts. 3 ' e. Staff step in only if needed to discuss the issues and work out a solution. 3 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 2 COMMENTS: Staff compliment children through frequent use !" " !" • p g q e of Good Job. and Excellent. when students participate, cooperate, share, join in activities or care for materials. The schedule is divided so that children rotate through activities and are not bored. The Camp Rules are as follows: NO Disrespecting the counselors or each other Saying "Shut Up" Fighting & hitting each other Inappropriate language Running inside building Leaning back in chairs Taking others belongings Playing in the restroom Banging on the table Always say"Please"and "Thank You" Children are encouraged to solve their own conflicts and abide by camp rules. If behaviors escalate the teachers step in and mediate. There is a discipline policy in place if more severe behavior occurs that requires parent signature. Staff speak with children when they misbehave and talk about their choices. For example, in the 1't— 2"d grade class one little girl was speaking out of turn. The teacher called her up and asked her what does she need to do when she has an answer or wants to be recognized. The little girl said, "Raise my hand." The class then reviewed the classroom rules. S.Children interact with one another in ositive.wa s. Score t • a. Children show respect for each other. 3 b. Children usually cooperate and work well together. 3 c. When problems occur, children discuss their differences and work out a solution. 3 COMMENTS: Children were grouped according to the following grades: 1-2, 3-4, 5-7 and worked well together. They were respectful to each other and followed camp rules. They raised hands to speak. Children are encouraged to solve conflicts. Staff intervenes only when necessary. 6.Staff and families communicate with,each other in positive ways. Score a. Staff welcome families and respond to their needs. 3 b. Staff treat each other with respect. 3 c. Staff share the languages and cultures of the families they serve. 3 d. Staff and families work together-to make arrivals and departures go smoothly. 3 e. Staff and families interact in one or more of the following ways: Parent welcome area that 3 includes student's work parent newsletter, programs or events for parent participation. COMMENTS: Staff are present at the welcome area. They answer parents' questions. Staff interact positively and respectfully toward each other. Staff are culturally diverse and represent the community at large. Parents sign-in children. The parent welcome area contains information about the camp, any pertinent information regarding camp activities, and field trip information. Parents are informed about swimming days. I=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 3 7.Staff work well together to meet the needs of children. Score a. Staff communicate with each other while the program is in session. 3 b. Staff cooperate with each other. 3 c. Staff respect each other. 3 d. Staff provide role models of positive adult relationships. 3 COMMENTS: Staff communicate directly or via walkie talkies. Staff cooperate with each other. Transition runs smoothly. Teachers and counselors work together to benefit the children. Staff are respectful towards one another. Staff interact positively with one another thus modeling positive adult relationships. Indoor Environment 8.The program's indoor space meets the needs of children and staff; and fits with Score the program objectives oafs. a. There is enough room for all programs activities. 3 b.The space is arranged well for a range of activities: physical games and sports, creative arts, 3 dramatic play, quiet games, enrichment offerings, eating and socializing. c. The space is arranged so that various activities can go on at the same time without 3 disruption. d. There is adequate and convenient storage space for equipment, materials, and personal 3 possessions of children and staff. NOTE: If space constraints are noted, please describe any program efforts to accommodate those limitations. COMMENTS: The facility has recently been remodeled. There is one large room with an accordion divider. This room is used for the 3rd/4th and 5th/6th/7th grade age groups. There is a separate classroom which is used for the ist/2"d grade age group. There is a separate computer room. When children arrive they co-mingle in the large room eating breakfast, playing games, puzzles or drawing. The program begins at 9:00 am and the groups are divided. There is ample space for all program activities. Space is arranged well for the range of activities. Academics such ' as reading, math and computers begin at 9:00 am and end at 11:30 am. Academics occur concurrently among all age groups in three areas. The afternoon schedule offers physical education, swimming, chill zone snacks, games sports, nutrition, science, cultural arts music/dance, arts and crafts, soccer/kickball, cooking, free choice and hoops/ropes. Space is arranged so that various activities can go along at the same time among all age groups without disruption using the according divider and separate classroom. There is adequate and convenient storage space for equipment, materials and personal possessions. There are tables and storage closets for materials. 9. The indoors ace.allows children to take initiative and explore their interests. Score a. Children can get materials and put them away with ease. 3 b. Children can arrange materials and equipment to suit their activities. 3 c. Space is available to reflect the work and interests of the children. 3 NOTE: If space constraints are noted, please describe any program efforts to accommodate those limitations. COMMENTS: Children are able to get materials and put them away with ease. Books and journals are stored on tables in work group areas. Samples of childrens'work are placed on a display board. There are many tables and ample space for children to work individually. 1=Unacceptable 2= _ _ — Needs Improvement 3 Acceptable 4 Exemplary NA—Not Applicable 4 ■ Outdoor Environment 10.The outdoor play area meets the needs of children and the equipment allows Score them to be independent and creative. If applicable to contract. a. Child has a chance to play outdoors for at least 30 minutes daily. 4 b. Children can use a variety of outdoor equipment and games for both active and quiet play. 3 c. Permanent playground equipment, if available, is suitable for the sizes and abilities of 3 i . children. d. The outdoors ace if available is suitable for a wide variety of activities. 3 e. There is a procedure in place for regularly checking the safety and maintenance of the 3 outdoor play space. f. Staff directly supervise and are engaged with the children in outdoor play. 3 NOTE: If space constraints are noted, please describe any program efforts to accommodate those limitations. COMMENTS: Physical education is scheduled for 60 minutes daily. In addition, children are scheduled for swimming twice weekly for 1 hour and 45 minutes. Later in the afternoon they engage in basketball, games/sports, hoops ropes, soccer/kickball. The outdoor area is equipped with a field, walking path, tennis courts, a playground, swings, and area for hockey or soccer. Children can use equipment for games and quiet play. Permanent playground equipment is suitable for the sizes and abilities of all children. The outdoor space is suitable for a wide variety of activities. The children are transported the Meli park to use the pool. The outdoor play space is maintained by the City of Dania Beach. On-site coordinator states that counselors stay with children and play with children each day. In addition, they accompany the children to the Meli Park. Life-guards are on duty at the park. There is a smaller pool for smaller children. The lifeguards review pool rules prior to allowing children to enter the pool. Children who choose not to swim can watch or staff accompany them into the indoor park facility for free choice. Activities 11.The daily schedule is flexible, and it offers enough security, independence, and Score stimulation to meet the needs of all children. a. The routine provides stability without being rigid. 3 b. Individual children move smoothly from one activity to another. 3 c. A weekly schedule of activities for each group includes the group name, grade level, number 3 of children staff name and location for activity and length of time for activity. COMMENTS: (DESCRIBE OBSERVED ACTIVITIES) The schedule provides stability yet it is not rigid as it allows for free choice, nutrition, reading, math, computers, physical education, lunch, •� swimming, chill central, games/sports, science, cultural art, basketball, music/dance, arts and crafts, soccer kickball, cooking, hoops/ropes and free choice. The transition from morning free time to academics worked smoothly. The accordian divider was opened and children went to individual teachers. Children transition smoothly from one activity to another. At 9:00 am, children transitioned into activities and snack time smoothly. There is a weekly schedule with activities, teachers, grade levels, number of children location, and length of time for each activities. The afternoon schedule is conducted by counselors and grade levels. Each counselor does the same activities with groups of children. l=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 5 12. Children will experience a wide variety of activities. [note the "mix" of activities Score and their developmental relevance to the children adolescents a. There are regular opportunities for active physical play, 3 b.There are regular opportunities for creative arts and dramatic play. 3 c. There are regular opportunities for quiet activities and socializing. 3 COMMENTS: The schedule is divided into the following age grade groups (1st/2nd� 3rd/4cn� 5th/6th/7th) The schedule includes the following: computers, snack, math reading physical education, lunch swimming (twice per week), chill zone, afternoon snack, games/sports, nutrition, sizzling science, cultural art activity, basketball, music/dance, arts and crafts, soccer/kickball, cooking, hoops/ropes, and free choice. Children may arrive as early as 7:30 am and can socialize, eat breakfast, play games, draw, color, etc. Structured activities are scheduled from 9:00 am — 5:00 pm. There is free choice scheduled from 5:00-6:00 m. t 13.Children have a chance,to join enrichment activities that practice and reinforce Score basic academic skills. a. The ro ram's activity schedule reflects math and reading components for each grade level. 3 b. The reading component for each group should be available a minimum of 1 hour per day. 4 c. The math component for each group should be available a minimum of 2 hours per week. 4 d. Enrichment activities are presented in a creative manner. 3 COMMENTS: The program's activity schedule reflects the math and reading components divided into the following age grade groups.(1st/2"d, 3'd/4en, 5th/6ch/7en) and is presented to meet individual needs of students on those grade levels. The reading component is scheduled for 1 hour 15 minutes daily. Math is scheduled for 30 minutes daily. Enrichment activities are presented in a creative manner. For example, the 5th/6th/7eh grade teacher presented a lesson on disasters based on the reading series. She brought in a weather radio. She went on http://ww.fema.gov/kids to provide supplemental materials for the children as extension activities. The 3`d/4eh grade teacher assessed children and realized that they need additional help with consonant blends and poetry. She presented a lesson on limericks to supplement the materials covered in the reading series. 14: Activities promote the development of all the children in the program. [Note if Score this is an inclusion site a. Activities are flexible to meet varied styles, abilities, and interests of al/of the individuals in 3 the program. b. Activities and their time frames are well suited to the age and developmental level of the 3 children in the program. c. Activities reflect the languages and cultures of the families served. 3 COMMENTS: All children were participating in the program at their developmentally appropriate level. The activities reflected the culture and languages of the families served. 15.There are sufficient materials and equipment to support program activities [e.g., Score books crayons/paints, sorts a ui ment. seating/tables/lighting, other supplies] a. Materials are complete and in good repair. 3 b. There are enough materials for the number of children in the program. 3 c. Materials and equipment are developmentally appropriate for the age range of the children in 3 the program. 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 6 COMMENTS: Materials were in good repair. There were plenty of crayons, paint, paper,journals, books, math materials, seats and tables for all children. The materials met all of the developmental levels of the children in the program. Safety, Health &Nutrition 16.The safety and security of children are protected. Score a. Systems are in place to protect the children from harm, especially when they move 3 from one place to another or use the restroom (group rosters with staff names/traveling in two's and three's). b. Equipment for active play appears safe and in good condition. 3 c. A system is in place to keep unauthorized people from taking children from the 3 program. d. Clean up of potentially,dangerous items is handled by the school's custodian or staff. 3 e. Greater than 75% of the paid staff and administrators are wearing something that clearly identifies them as program staff(e.g., ID badges, t-shirts, hats, etc). 3 If yes, please describe what they wore in comments. f. A stocked first aid kit is available on site or in transportation vehicles). 3 g. Accident and incident reports are written and procedures are followed. 3 h. A phone with a main outside line is available during program hours. 3 i. Emergency numbers and an evacuation map are posted in the child care area. 3 COMMENTS: The restrooms are contained in the main hall and there are staff present at all times. Individual teachers and counselors maintain lists of all children. Equipment for active play is ® maintained by the City of Dania Beach. The application contains information for authorized persons f for pick-up. Clean-up of potential dangerous items is handled by staff. The City of Dania beach is responsible for maintaining and cleaning the facility. 75% of the paid staff and administrators were wearing After School Programs T-shirts with staff imprinted on the shirts as well. There is a stocked first aid kit on site including the following items: band aids, eye dressing, tourniquet, forceps, ammonia inhalant, gauze and first-aid ointments. Should an accident or incident occur, the report is maintained in individual student files and parents/guardians are notified. There is a phone with outside line. Emergency numbers are available in the child care area. An evacuation map is posted in the child care area. 17.The program provides.an environment that protects and enhances the health of Score children. a. The indoor and outdoor facilities not inc4uding bathrooms are clean. 3 b. There are no observable health hazards in the indoor or outdoors ace. 3 c. There are adequate supplies and facilities for hand washing. 3 d. The heat ventilation noise level and light in the indoors ace are comfortable. 3 e. Bathrooms are available clean and supplies provided. 3 COMMENTS: The facility is clean and maintained by the City of Dania Beach. There are no observable health hazards and adequate supplies for hand washing are available. The heat, ventilation, and noise levels were comfortable. Bathrooms are clean and supplies are provided, i ' 1= Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 7 • 18.The program staff tries to protect and enhance the health of children. Score ' a. Staff respond to the individual health needs of the children. 3 b. Staff protect children from communicable disease by separating children who become ill 3 during the program. Isolated children are under direct adult supervision at all times. ' c. Staff protect children from potential hazards such as the following: caustic or toxic art 3 materials and cleaning agents, medications and hot liquids; overexposure to heat or cold. d. Staff and children wash hands frequently, especially after using the toilet or before 3 preparingor eating food. e. Children clean their hands before snack. 2 COMMENTS: Should a child become ill, they are separated from the groups and the parent/guardian is notified. There were no observable potential hazards. Children washed their hands before toiletin . Children were not observed washing hands before snack. 19. Children and youth are carefully supervised to maintain safety. Score a. Staff document when children arrive, when they leave, and with whom they leave through 3 parent sign-in/sign-out logs. b. Staff supervise children appropriately according to children's ages, abilities and needs. 3 c. Children's arrivals and departures are supervised. 3 d. Staff use a daily roster which is available and accurate at all times. It includes specific 3 information for individual children (allergy information, medical needs and/or essential information). Must follow HIPPA rules and regulations.) e. Staff plan for different levels of supervision according to the level of risk involved in an 3 ' activity. f. A program supervisor is on site at all times. 3 COMMENTS: Parent sign-in logs and sign-out logs are maintained at all times at the front table. Parents sign their names and document sign in and sign-out times. Children's arrivals and departures are constantly supervised. Individual staff keep rosters of children. Allergy information is maintained when applicable. Staff play for different levels of supervision. Certified teachers deliver the academic reading and math components to children. Counselors supervise afternoon activities and field trips. A program supervisor is on site at all times. 20. If the program serves food and drinks they must meet the needs of children. Score a. The program offers healthy snack choices. 3 b. Drinking water is readily available at all times (especially near athletic fields, gym). 3 c. The amount and type of food offered is appropriate for the ages and sizes of children. 3 d. Snacks are timed appropriately for children. 3 e. Provisions exist for children who have forgotten their snacks from home if applicable). 3 COMMENTS: Snacks and lunch are provided through the School Board of Broward County, free of charge, to all children participating in the program. Snacks are offered twice daily, once in the morning and once in the afternoon. Snacks include: fruits, cheese and crackers, and goldfish. Lunch consists of a sandwich, fruit, juice or milk, and a cookie. Water fountains are located inside the facility and outside on the field. 1= Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary — p p p e glary NA—Not Applica ble 8 21. Staff Chiid ratios and group size permit the staff to meet the needs of children. Score a. Check contract Scope of Work for required ratios. Staff/child ratio shall not exceed 1:20 for 4 K-6 grade and 1:10 for Pre-K. Group sizes vary according to the type and complexity of the children and activities, and room capacity. Group sizes are recommended not to exceed 30 for most indoor activities. Ratios are determined by staff present to children enrolled in group. Ratios ranging from 1:2 to 1:10 would be acceptable for special needs sites (depending upon the type of site), and inclusion sites should maintain appropriate levels of staffing, after staff assigned to special needs students are accounted for. b. There is a plan to provide adequate staff coverage in case of emergencies. 3 c. Substitute staff is used to maintain ratios when regular staff is absent. 3 COMMENTS: Seven staff members were present. 48 children were present. The three teachers leave in the afternoon leaving the ratios in compliance. Substitutes are called in case of emergencies and absences. 22. Documentation of records. Score a. A record keeping system is in place for information such as the following: 3 • Parent sign-out log. • Children with special information (health, diet, etc.) • Signed registration listing of authorized people for pick-up (password) • Medication authorization and log. b. Procedures in writing with parent's signature on file for: 3 • Behavior Management (if child has history of behavioral problems there should be a written plan, with consent from the parent) • Late pick-up • Emergency contact information COMMENTS: There is a parent sign-out log with signatures required and documented times that children are signed-out. A signed registration with authorized persons for pick up is maintained along with special health care information and medication authorization log. There is a disciplinary form with referral and documented type of inappropriate behavior requiring parental signature should an inappropriate behavior occur. Parents and'other persons authorized for pick up are contacted in case of late pick up. If no persons can be contacted police are notified. 23. Program policies and procedures are in place to protect the safety of the children Score and outh: a. Staff and children know what to do in case of general emergency. 3 b. The program has established procedures to prevent accident and manage emergencies. The 3 school's emergency lan has been adapted for the program. c. The program has established policies to transport children safely; it complies with all legal 3 requirements for vehicles and drivers. COMMENTS: There is an emergency plan in place that includes: after hours emergency notification; emergency evacuation procedures; bomb threats; chemical spills; gas leak; fire emergency evacuation; major utility failure; medical emergency procedures; tornados; and infections. Staff are familiar with the emergency plan. There is a school bus for transporting . children. The driver is licensed. 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not APP licalble 9 . 24. Program policies exist to protect and enhance the health of all children and Score youth. a. If Provider is licensed is there current documentation showing that the facility meets the NA appropriate district state and/or local health and safety guidelines and/or regulations. b. No smoking is allowed in the program. 3 c. The staff are always prepared to respond to accidents and emergencies. 3 COMMENTS: There was no observed smoking during the site visit. Staff are prepared to respond to accidents and emergencies. Summer Challenge Mandated Requirements 25. Confirmation observation of.Ph sical Activity component. Score a. Individual physical fitness levels re-tests have been assessed and recorded. 3 b. A minimum of one 1 hour of physical fitness activities is scheduled daily. 3 c. Physical activity is age and developmentally appropriate and addresses strength (e.g., lifting 3 orpushing), flexibility and endurance cardiovascular, sustained activity). d. Physical activity is presented with enthusiasm. 3 e. The children appear to enjoy the physical activities. 3 f. Staff encourage full participation from all children. 3 g. Special assistance is given to children who seem to struggle (one-on-one from staff or 3 experienced peers with staff supervision). h. Activities are planned with safety in mind. 3 COMMENTS: Pre-tests are included in each child's individual files documenting distance distan shuttle run, walk/run, and distance softball throw. The schedule reflects 1 hour of physical fitness ' scheduled daily. Swimming is scheduled for 1 hr and 45 minutes per week, twice a week and the City of Dania, Meli Park. Children are transported via bus by a certified driver. There is a more shallow pool for younger children. The children were excited to engage in physical activities. They were excited to participate in swimming. Most children participated. Those who chose not to participate were able to participate in art activities. Lifeguards are present at all times. Staff supervise children during physical education. 26. Confirmation observation of Movingwith Math component. Score a. Individual math levels re-tests have been assessed and recorded. 3 b. A minimum of two 2 hours per week is scheduled for"Moving with Math". 4 c. Staff provided direct assistance and positive feedback to students. 3 d. The math activities are creative, fun, and designed to maintain and increase math skills and 3 is delivered in a non-threatening, positive and encouraging manner. e. Every lesson uses the manipulative kits to guide students as they explore each math concept. 3 1= Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applica ble 10 COMMENTS: Individual math levels have been pre-tested. Math is scheduled for the 1�`- 4th graders 5 days a week for 30 minutes. For 51h/6th/71h graders, math is scheduled for 45 minutes daily. One teacher was explaining sums and differences. The K-2"d graders were working on sums and differences. The teacher wrote the problem 4 + 4 = 8 on the board and pointed to 8 as a sum. She wrote the problem 9 - 3 = 6 on the board and pointed to difference. She then went around and individually assisted students. Manipulative kits are utilized to help students. Another teacher worked on word problems with children since this was a weak area (3rd/4th) She worked the following problem with children: Sara has 17 play cars and Joe has 10 play cars. How many cars do they have in all. One student answered, "20." The teacher asked the child to explain how they arrived at the answer. She then instructed them using manipulatives. Staff provided positive feedback to students frequently using the following terms: good job, excellent. 27. Confirmation observation of the Nutrition component. , Score a. Individual nutrition levels re-tests have been assessed and recorded. 3 b. Specific activities that emphasize nutrition and teach positive nutritional decision making are 3 taught. c. Staff provide direct assistance, feedback, praise and encouragement while children learned 3 about nutrition. COMMENTS: Individual nutrition levels were pre-tested using food groups. The 31d/4th grade teacher incorporated nutrition into her disaster lesson. The group was discussing what type of foods should households have in preparation for hurricanes. She stated, "What can we eat that is non-perishable?" A student answered, "Eggs." She stated, "Usually eggs are perishable." She stated,"What would be non-perishable?" Students answered by enthusiastically raising their hands, Powdered milk. "Sunny D. Soda in a can. Teacher reinforced by stating, Great. 28. Confirmation/observation of'the Reading Component. Score a. Individual reading levels re-test have been assessed and recorded. 3 b. A minimum of one 1 hour daily is scheduled for Reading. 3 c. Reading resources are varied and adequate (e.g., enough books for all). 3 d. The reading material is age/level appropriate. 3 e. There is a sense of value imparted by the staff to the reading time. 4 f. Staff read to the children with energy and animation. 3 g. Staff members question the readers for understanding and comprehension 3 h. The children seem to be enjoying the reading time (As evidenced by reading without frequent 3 reminders to "get back to work" tendency to talk about and share what they are reading). i. Special assistance (i.e., model, role play/practice, feedback) is given to children who appear to 3 struggle. 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not APP lica ble 11 • COMMENTS: Individual reading levels have been pretested. Reading is scheduled for 1 hour 15 minutes daily. There were many reading books. The program uses Summer Success Reading Magazine, 2001, published by Great Source Education, Houghton Mifflin, Wilmington, MA. Supplemental books are also utilized. Samples of books include: Where Butterflies Grow, by Jane Ryder Perkins, published by Penguin Books, NY 1989 In the Barrio, by Alma Fox Ada, Scholastic 1994 Lewis and Clark and Me: A Dog's Tale, by Laurie Myers, illustrated by Michael Dooles, Harper & Row, NY 2002 Andrew's Loose Tooth, by Robert Mensch, illustrated by Michael Muitencho, Scholastic, NY 1998 The 15t/2"d grade teacher wrote the following on the board: I was when I lost my first tooth. I was in my I was with The children were told to copy the sentences and place in the appropriate words. One little boy said, "I was with my cousins." The teacher responded, "Do you know how to spell cousins?" She tried to help him spell out the word. Another boy stated, "I was in my house." The teacher helped him spell out the word phonetically. She then read Andrew's Loose Tooth to the class. The P/4th grade teacher was conducting a lesson on disasters from the Great Source Magazine. She activated prior knowledge by leading a discussion on disasters and bringing in a weather radio. The children then read the reading on disasters. The 5-7 grade teacher led a discussion on limericks. She wrote the following limerick on the board: There once was a fellow named Fred — D Who traveled around on his sled — D He hit a big tree— B Banged his knee on a tree — B Now he uses his feet instead — D She then asked children what was the rhyme scheme. Students answered in unison D,D,B,B,D As the children were devising limericks, the teacher rotated. All three teachers engaged the children in learning and presented lessons enthusiastically. They independently assisted children during individual classwork time. Older children maintain reading logs. 29. Confirmation/observation of the Cultural Arts Component. Score a. A process is in place to verify that the artists/performers chosen to present have been 3 approved by the Broward Coun Cultural Division. b. The camp schedule reflects culturally enriching opportunities. 3 COMMENTS: The cultural component consists 'of weekly field trips to the following locations as documented by field trip calendar: Exploring Camp Explorer-Movie Madagascar; Celebrating Our World-Seminole Native Village; Sportsmania-Extreme Fitness-Yoga, relays and lots of fitness fun; America the Beautiful-Miami Children's Museum; Ocean & Water Week-Everglades Holiday Park, Air Boat Rides; Art Masterpieces-Plaster Castle, Paint a masterpiece; Sizzling Science & Nature-Ann Kolb Nature Center; )r. American Idol Week-Parker Playhouse-"Alice Through the Looking Glass;" and Sunsational Summer Activities including Hip Hop Dancing, Friends Forever through Tootsie the Clown Tales that Tickle Your Funny Bone and Rainforest Adventure with Geddy the Gecko. 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applica ble 12 30. OVERALL EVALUATION 1 Summary of Strengths: • Academic programs such as reading, math and computers are presented enthusiastically by certified teachers with all children engaged and participating. There is ample time for fitness included in the schedule including swimming twice weekly. Opportunities for Improvement: • Schedule hand washing times prior to snacks. If actual hand washing is not feasible, due to time constraints, liquid sanitizer or wipes should be made available for children to use. i 1 1 1 1 1 1 • 1 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not ApP lica ble 13 1 1 CHILDREN'S SERVICES COUNCIL OF BROWARD COUNTY Summer Challenge 2004 Monitoring Report Format ' Monitor's Your Name & ID#: Deborah A. Bluth #22 Provider/Agency: City of Dania Program Location & Site#: C.W. Thomas Park Recreation Center On Site Coordinator(person interviewed): Bridgette Gordon Date of Evaluation: 07/22/04 Time You Arrived: 8:30 a.m. Time You Departed: 11:30 a.m. # of students present: 80 # of administrative staff present (including site coordinator): 1 ' # paid staff(not administrative): 10 (4 certified teachers, 6 counselors) # volunteers: 0 Approximate ages of children served (check all that apply) Preschool/Kindergarten children (0-5 years): Yes_x_ No Elementary school children (6-12): Yes_x_ No . High School (13-18 years): Yes_ No_x Special Needs (any age): Yes_ No_x_ Please describe special needs group briefly: Human Relationships 1. Staff relates to all children in positive ways. Score a. Staff listens to what children have to say. 3 b. Staff welcomes children. 3 c. Staff responds to children with acceptance and appreciation. 4 d. Staff are engaged with children. 4 COMMENTS: Warm, caring, and professional teachers were observed positively interacting with their students. 2. Staff encourages children to make choices and to become more Score responsible. a. Staff helps children to assume responsible roles. 3 b. Staff gives children choices. 3 c. Staff provides information to assist children in appropriate decision 3 • making. 1=unacceptable 2=needs improvement 3=acceptable 4=exemplary NA=not applicable . 2 ' COMMENTS: The program offers opportunities for leadership development and making appropriate choices and decisions. 3. Staff interacts with children to help them learn. Score a. Staff asks questions that encourage children to think for themselves. 4 b. Staff shares skills and resources to help children gain information and 4 solve problems. c. Staff varies the approaches they use to help children learn. 4 d. Staff helps children use language skills through frequent conversations. 4 ' COMMENTS: The staff have an excellent rapport with the students; the teachers ask thoughtful questions during lessons and use different learning strategies and styles to assist children. Teachers were engaged in small group work where groups rotated reading aloud with the instructor while others worked individually and/or with the other counselors. Children worked in pairs in another reading class and working independently while listening to the teacher in a math class. 4. Staff uses positive techniques to guide the behavior of children. Score a. Staff gives positive attention to children when n they cooperate, share, 4 care for materials, or join in activities. ' • b. Staff sets appropriate limits for children. 3 c. Staff follows the ro ram's behavior plan. 3 d. Staff encourages children to positively resolve their own conflicts. 3 e. Staff steps in only if needed to discuss the issues and work out a 3 solution. COMMENTS: The teachers created a warm and positive learning environment in the classrooms. The program also has materials on discipline and behavior that the parents read and sign when they registered. There are behavior "referrals" and incident reports as well as "cool down" cards for students to reflect on their own behavior and consequences, if needed. 5. Children interact with one another in positive ways. Score a. Children show respect for each other. 3 b. Children usually cooperate and work well together. 3 c. When problems occur, children discuss their differences and work out a 3 ' solution. COMMENTS: ' The children were friendly, well behaved, and cooperated nicely with one another. • Many of the counselors have been working with at this site for some time and have had time to develop a positive rapport with the children. 1=unacceptable 2=needs improvement 3=acceptable 4=exemplary NA=not applicable 3 6. Staff and families communicate with each other in positive ways. Score a. Staff welcomes families and respond to their needs. 3 b. Staff treats each other with respect. 3 c. Staff shares the languages and cultures of the families they serve. 3 d. Staff and families work together to make arrivals and departures go 3 smoothly. e. Staff and families interact in one or more of the following ways: Parent 3 welcome area that includes student's work, parent newsletter, programs or events for parent participation. COMMENTS: The program serves children in a low-income Dania neighborhood, and the parents have close access to the summer program. They drop off their children, sign in, and any information from announcements, letters, etc., that they may need is located on the bulletin board directly above the sign-in desk. 7. Staff works well together to meet the needs of children. Score a. Staff communicates with each other while the program is in session. (In 3 large programs where students travel a significant distance across campus, two-way radios are vital, in smaller programs confined to smaller areas, cell hones, etc. may be substituted). ' b. Staff cooperates with each other. 3 c. Staff respects of each other. 3 d. Staff provides role models of positive adult relationships. 4 COMMENTS: Radios are mainly used to communicate between the teachers working in the ' classrooms at Collins Elementary and the site director and staff working at the main recreation center. The staff were found to be exceptionally professional and to be a positive influence on the students. Indoor Environment 8. The pro ram's indoor space meets the needs of children and staff. Score ' a. There is enough room for all programs activities. 3 b. The space is arranged well for a range of activities: physical games and 3 sports, creative arts, dramatic play, quiet games, enrichment offerings, eating and socializing. c. The space is arranged so that various activities can go on at the same 3 time without disruption. d. There is adequate and convenient storage space for equipment, 3 materials, and personal possessions of children and staff. 1=unacceptable 2=needs improvement 3=acceptable 4=exemplary NA=not applicable 4 1 COMMENTS: The program uses Collins Elementary classrooms for the reading and math component in the morning. The City of Dania office, next door to the recreation facility, is used for the computer lab. There is plenty of bright space for these activities. The site director stated that the older, small recreation room used for students meals, movies, etc., is being renovated, and the students will have anew recreation center in the near future. 9. The indoor space allows children to take initiative and explore Score their interests. a. Children can get materials and put them away with ease. 3 b. Children can arrange materials and equipment to suit their activities. 3 c. Space is available to reflect the work and interests of the children. 3 COMMENTS: The program has adequate space for the various activities. Outdoor Environment 10. The outdoor play area meets the needs of children and the Score equipment allows them to be independent and creative. a. Child has a chance to play outdoors. For example, at least 30 minutes 4 out of every three-hour block or 2 hours per week as developmentally appropriate. b. Children can use a variety of outdoor equipment and games for both 3 active and quiet play. c. Permanent playground equipment, if available, is suitable for the sizes 3 and abilities of children. d. The outdoor space, if available, is suitable for a wide variety of 3 activities. e. There is a procedure in place for regularly checking the safety and 3 maintenance of the outdoor play space. f. Staff directly supervises outdoor play. 3 COMMENTS: Students have one hour of physical activity in the morning and either partake in swimming or team sports in the afternoon on alternating days. Swimming lessons are provided to the students the first couple of weeks of the program. Activities 11. The daily schedule is flexible, and it offers enough security, Score independence, and stimulation to meet the needs of all children. 1=unacceptable 2=needs improvement 3=acceptable 4=exemplary NA=not applicable 5 a. The routine provides stability without being rigid.__ 3 b. Individual children move smoothly from one activity to another. 3 c. A weekly schedule of activities for each group will include the group 3 Sname, grade level, number of children, staff name, and location for activity and length of time for activity. COMMENTS: Students were observed finishing breakfast in the main recreation room and then participating in reading and math activities, as well as working in the computer lab. 12. Children will experience a wide variety of activities. Score ra. There are regular opportunities for active, physical play (see schedule 3 and observation). b. There are regular opportunities for creative arts and dramatic play. 3 c. There are regular opportunities for quiet activities and socializing. 3 d. Staff encourages all children to participate. 13 COMMENTS: There is plenty of time for active outdoor play each day. The students have also planted a large vegetable garden that they watch grow during the summer, which was incorporated into the discussion on nutrition. Friday afternoons include fun and educational field trips to Flamingo Gardens, an airboat ride in the Everglades, and skating at a nearby rink. 13. Children have a chance to join enrichment activities that practice Score and reinforce basic academic skills. a. The program's activity schedule reflects an academic/reading component 4 for each grade level. b. The academic/reading component for each group should be available a 4 minimum of 1 hour per day. c. Enrichment activities are presented in a creative manner. 4 d. Activities and their time frames are developmentally appropriate. 4 COMMENTS: ' The staff uses "Summer of Success" reading series. There is 1 hour and 30 minutes of reading per day. The reading teacher groups students according to their assessment and grade level and works individually and in groups with her students. 14. Activities promote the development of all the children in the Score ■ program._ ■ a. Activities are flexible to meet varied styles, abilities, and interests of all of 3 the individuals in the program. b. Activities are well suited to the age and developmental level of the 4 children in the program. c. Activities reflect the languages and cultures of the families served. 3 r 1=unacceptable 2=needs improvement 3=acceptable 4=exemplary NA=not applicable 6 COMMENTS: ' The schedule of activities is varied, flexible, and the academic component has p a students grouped according to pretests and grade level. 15. There are sufficient materials and equipment to support program Score activities a. Materials are complete and in good repair. 3 b. There are enough materials for the number of children in the program. 3 c. Materials and equipment are developmentally appropriate for the age 3 range of the children in the program. COMMENTS: There are eighty students enrolled in the program, but on any given day, there are usually fewer. Materials are plentiful and suitable for the age of the students. Safet , Health, & Nutrition 16. Safety and security measures are in place for the children Score a. Systems are in place to protect the children from harm, especially 3 when they move from one place to another or use the restroom. b. Equipment for active play is safe. 3 c. A system is in place to keep unauthorized people from taking children 3 from the program. d. Clean up of potentially dangerous items is handled by the school's 3 custodian or staff. e. Please indicate if greater than 75% of the paid staff and See administrators are wearing something that clearly identifies them as information pro staff� "g"' badges, t-shirts, hats, etc�" polio e ID bad Is there a clear in the box gram y indicating that staff should wear these identifiers? at left Check one: YES x_ NO If yes, please describe what they wore: red and white program t-shirts f. A stocked first aid kit is available on site or in trans ortation vehicles). 3 g. Accident and incident reports are written and procedures are followed. 3 h. A phone with a main outside line is available during program hours. 3 i. Emergency numbers and an evacuation map are posted in the child 3 care area. r 1=unacceptable 2=needs improvement 3=acceptable 4=exemplary NA=not applicable i COMMENTS: The counselors in each class carry a plastic filingbox with a first aid kit; a full . � y stocked kit is also located near the entrance to the recreation room. All evacuation maps are posted around the program sites. Staff provided copies of emergency numbers and accident reports. 17. The program provides an environment that protects and enhances Score the health of children. a. The indoor and outdoor facilities (not including bathrooms) are clean. 13 b. There are no observable health hazards in the indoor or outdoors ace. 13 c. There are adequate supplies and facilities for hand washing. 3 d. The heat, ventilation, noise level, and light in the indoor space are 3 comfortable. e. Bathrooms are available, clean and supplies provided. 3 COMMENTS: The older facilities in the main recreation room where students eat, watch movies, and do craft activities are neat and in order. 18. The program staff tries to protect and enhance p g p the health of Score children. a. Staff responds to the individual health needs of the children. 3 b. Staff protects children from communicable disease by separating 3 children who become ill during the program. Isolated children must be under direct adult supervision at all times. c. Staff protects children from potential hazards such as the following: 3 caustic or toxic art materials and cleaning agents, medications, and hot liquids; overexposure to heat or cold. d. Staff and children wash hands frequently, especially after using the 3 toilet or before preparing food. e. Children clean their hands before snack. 3 COMMENTS: There is a sign in the recreation room bathroom reminding children to wash their hands. The program's policy is to separate ill children from the group. For example, one young boy was feeling ill in his morning class. (The staff said this student never complains and is at the program every day.) The counselor radioed the site director, whereby a call was made to the child's home. The counselor walked the child to the recreation room, and he was able to lie down on a sofa in the "movie room" until a parent could be reached. 19. Children and youth are carefully supervised to maintain safety. Score a. Staff document when children arrive, when they leave, and with whom 13 1=unacceptable 2=needs improvement 3=acceptable 4=exemplary NA=not applicable 8 ' the leave. b. Staff supervises.children appropriately according to children's ages, 3 abilities, and needs. ' c. Children's arrivals are supervised. 3 d. Children's departures are supervised. 3 ' e. Staff have a system for knowing (roster/sign in-out lists) where the 3 children are at all times. f. Staff plans for different levels of supervision according to the level of risk 3 ' involved in an activity. g. A program supervisor is on site. 3 COMMENTS: Parents must sign their children in and out; this is documented on rosters located at the entrance to the program. The program supervisor is in the main recreation room during student arrival and breakfast time. 20. If the program serves food and drinks, they must meet the needs of Score children. . ' a. The program offers healthy snack choices. 13 b. Drinking water is readily available at all times. 3 c. The amount and type of food offered is appropriate for the ages and sizes 3 of children. d. Snacks are timed appropriately for children. 3 e. Provisions exist for children who have forgotten their snacks from home 3 if applicable). COMMENTS: All food is supplied by the City of Dania; lunch is provided by the School Board and delivered from Hollywood Hills High School. A menu is posted in the main room for parents/students to see. There are several water fountains on the premises. 21. Staff/Child ratios and group size permit the staff to meet the needs Score ' of children. a. For the benefit of all students, the staff/child ratio shall not exceed 1:20 4 for K-6 grade and 1:10 for Pre-K. b. There is a plan to provide adequate staff coverage in case of 3 emergencies. c. Substitute staff is used to maintain ratios when regular staff is absent . 3 COMMENTS: There are ample staff present at the program; there are counselors in each room as well as teachers. In the computer lab, with eleven students working at a time, there ' are two staff members. The program also maintains a list of substitute staff. r 1=unacceptable 2=needs improvement 3=acceptable 4=exemplary NA=not applicable 1 • � 1 1 1 1 i 1 1 • � 1 1 1 1 1 1 1 • � 1 9 22. Documentation of records. Score • a. No longer a licable NA b. A record keeping system is in place for information such as the 3 following: • Parent sign-out log. • Daily roster of children for each group including group staff kept by staff, this roster is to be available and accurate at all times. It includes specific information for individual children (allergy info, medical needs, etc.) o Children with special information (health, diet, etc.) • Signed registration listing of authorized people for pick-up (password) • Medication authorization and log. c. Procedures in writing with parent's signature on file for: 3 • Behavior Management (if child has history of behavioral problems there should be some kind of plan in writing, with consent from the parent) • Late pick-up • Emergency contact information COMMENTS: Registration/enrollment information contains emergency numbers, medical information/allergies, late pick-up information, persons authorized to pick up student. Sign-in rosters are visible at the entrance; staff carries class rosters with them during the day. 1 23. Program policies and procedures are in place to protect the safety Score of the children and youth. a. Staff and children know what to do in case of general emergency. 3 b. The program has established procedures to prevent accident and 3 manage emergencies. The school's emergency plan has been adapted for the program. c. The program has established policies to transport children safely; it NA complies with all legal requirements for vehicles and drivers. COMMENTS: Staff always carries attendance rosters and indicates if a child leaves to use the restroom, go for a water break, or leaves for early dismissal. Each staff member carries a fully stocked first aid kit. 24. Program policies exist to protect and enhance the health of all Score children and youth. a. There is current documentation showing that the facility meets the NA appropriate district, state, and/or local health and safety guidelines and/or 1=unacceptable 2=needs improvement 3=acceptable 4=exemplary NA=not applicable 10 ' regulations. This includes current Broward County Child Care licensing monitoring report for Private Provider Programs only. b. No smoking is allowed in the program, 13 ' c. The staff is prepared to respond to accidents and emergencies. 13 COMMENTS: As stated previously, staff carries first aid kits throughout the day. Radios are used to communicate among staff members. Emergency numbers (students and general numbers) are on hand and available if needed. 25. Confirmation and/or observation of Physical Activity component. Score ' a. Were individual physical fitness levels assessed? 3 b. Physical activity is age and developmentally appropriate and addresses 3 strength (e.g., lifting or pushing), flexibility (stretching), and endurance cardiovascular, sustained activity). c. Physical activity is presented with enthusiasm? 3 d. The children appear to enjoy the physical activities. 4 e. Staff encourages full participation from all children? [Score 2 or less if 3 some children seem left out or are not asked to participate] f. Special assistance is given to children who seem to struggle. 3 . Activities are planned with safety in mind. 3 COMMENTS: ' Physical fitness assessment logs were available for inspection. Students who were interviewed stated that swimming was their favorite activity at the program. 26 a-g. Confirmation/observation of social skills activities. Score NA/ SC 2004 27. Confirmation and/or Observation of Academic Assistance/Reading Score or Math Component. Scored "NA" if developmentally inappropriate.) a. Reading resources were varied and adequate. 4 b. The reading material was age/level appropriate. 4 d. The selection of reading material was based on an assessment. 4 e. The silent reading time was reasonably quiet and uninterrupted. 4 f. There was a sense of value imparted by the staff to the reading time. 4 g. Staff reads to the children with energy and animation. Staff praise older 4 children for reading independently. ' h. There was a creative approach to reading activities. 4 i. Staff members questioned the readers for understanding and 4 comprehension. i 1=unacceptable 2=needs improvement 3=acceptable 4=exemplary NA=not applicable 11 j. The children seemed to be enjoying the reading time. 14 k. Special assistance was given to children who seemed to struggle. 4 I. Time was provided for math instruction. 4 m. Children were "helped" with math. 4 n. Time was provided for instruction about nutrition. 3 o. Children learned about nutrition. 13 COMMENTS: Reading and math instruction were observed in the morning part of the program. ' Staff enthusiastically worked with students, who appeared happy and excited to learn. In general, all students were working and smiling in this class. In a first grade reading class, the teacher met with groups of four to five students and had them read out loud and answer questions from the first grade material on animals from the "Summer of Success" reading series. In another reading class with older students, children were working in pairs to make new words using prefixes. In the math groups, the first and second graders were working with the "Moving with Math" curriculum, performing addition facts and using the number line. The teacher moved about the classroom and warmly assisted all of the students, as did the class counselor. In another math class with older students, the children were working on the middle grades "Moving with Math" materials using manipulatives to learn number placement. All students were engaged in the process, and the small 1 class size allowed for much staff assistance. Optional Activities 28. Other program activities required by contract are bei!!9 conducted. I Score ' a. Efforts are made to enhance parent/child interaction. 3 b. Staff provides community service projects for children. 3 c. Staff provides activities to increase cultural sensitivity, knowledge and 3 tolerance. COMMENTS: On August 3rd the Broward Sheriffs Office and City of Dania Parks and Recreation will host a march to City Hall for Crime Night. The parents and students from the summer program have all been invited to come out and march with banners to City Hall. Each week there is a cultural activity at the program. For example, the curriculum focused on Native Americans one week; students visited the Seminole Indian Reservation and discussed traditional native cooking. Another activity celebrated the Danish, who founded the city of Dania; students dressed up in costumes and learned greetings and traditions from Danish life. 1=unacceptable 2=needs improvement 3=acceptable 4=exemplary NA=not applicable 12 29. OVERALL EVALUATION OF THIS PROGRAM: StrengthsfWeaknesses • Summarize the Strengths of this Program ' The administration teachers , and counselors work together to create an organized, professional, and warm educational environment. The reading and math teachers spend quality time instructing and remediating students individually and in small groups. Adequate staff coverage allows children to receive a lot of individual attention. The program offers swimming lessons, use of a computer lab with educational software, fun and educational field trips, and academics taught by certified academic teachers in a safe, fun, and caring environment. The students appeared happy, and staff and students were genuinely engaged in the learning activities. The summer program is run smoothly and in an organized and efficient manner by a terrific team of professionals. Summarize Opportunities for Improvement This is an ideal program, and we encourage the provider to continue to present a strong academic program with professional staff such as those working this summer. The newer facilities planned for the near future will be an added bonus for the children and families of the City of Dania. lie 1=unacceptable 2=needs improvement 3=acceptable 4=exemplary NA=not applicable 13 a ATTENTION MONITORS!! PLEASE READ & COMPLETE ' MONITOR - [Hyp®thet'cal Parent] Satisfaction Survey: SC 2004 ' Program Name: City of Dania Beach Program Location/Site: C.W. Thomas Park Recreation Center Date: 07/22/04 We are very interested in your thoughts about what you have seen and heard today. Based on this information, respond as if you were the parent of child enrolled in this program. For each question, tell us how much you agree or disagree with each statement. If you don't have an opinion, or don't know how to respond, just mark "don't know." Please mark an "X" in the appropriate category for each question. Question Strongly Disagree Agree Strongly Don't Not Disagree Agree Know Applicable (1) (2) (3) (4) (DK) (NA 1. My child would be safe at this X summer program. 2. My child would enjoy this X summer program. ' 3. 1 would regard the staff X members as friendly. 4. 1 would regard the staff X members as caring about my child. 5. My child would complete X reading/math at this summer program. 6. My child would get help with X reading/math at this summer program. 7, My child would be exposed to X interesting learning experiences -during this summer program. 8. My child would get exercise X during this summer program. 9 My child would learn how to get X along with others during this summer program. 10.Overall, I would be satisfied X ' with this program. 11. 1 would recommend this X program to other arents. Other comments or suggestions for improvement? (please use other side if needed) I=unacceptable 2=needs improvement 3=acceptable 4=exemplary NA=not applicable CHILDREN S SERVICES COUNCIL OF BROWARD COUNTY Maximizing Out of School Time (MOST) 2004 Monitoring Report Monitor Name (ID #): Barbara Berry Date of Evaluation: it 10 04 Arrival Time: 1:30 Departure Time: 5:20 Provider/Agency: After School Programs Program Location: CW Thomas Park Recreation Center— City of Dania (Site name address and #) 800 NE 2"d St. Dania, A., 013 On Site Coordinator: Dion White, Nicole Siu, Jeff Beer # of students present: 50 # of administrative staff present (including site coordinator) 3 # paid staff(not administrative) 4 # volunteers: 0 Approximate ages of children served (check all that apply): Preschool/Kindergarten children 0-5 rs x Elementary school children 6-12 rs x High School 13-18 rs x Special Needs (any age): Please describe special needs group briefly: Human Relationships 1. Staff relates to all children in positive ways. Score a. Staff listens to what children have to say. 13 b. Staff welcomes children. 3 c. Staff responds to children with acceptance and appreciation. 3 d. Staff are engaged with children. 3 COMMENTS: During the reading lesson, the teacher encouraged the children to listen to each other. The teacher also related the story to the students'own feelings. For example, a passage in the story being read was about moving to a new home. The teacher asked the students that if they had to move, what would they miss about their old home and what would they like about a new home. This allowed the students to internalize what they were reading and relate it to their own experiences. 2. Staff encourages children to make choices and to become more responsible. Score a. Staff helps children to assume responsible roles. 3 b. Staff gives children choices. 3 c. Staff provides information to assist children in appropriate decision making. 3 ' 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applica ble 1 COMMENTS: The counselors acted as roles models for students. For example, please and thank you were used often by the counselors when asking the students to do something, which in turn, encouraged the students to use those same words when asking for something themselves. The counselors also used numerous reminders for correct behavior such as; "Use inside voices.""Put your hands behind your back so that no one touches anyone."and"Put your fingers on your nose, put your hands at your side, walk quietly." 3. Staff interacts with children to help them learn. Score a. Staff asks questions that encourage children to think for themselves. 3 b. Staff shares skills and resources to help children gain information and solve problems. 3 c. Staff varies the approaches they use to help children learn. 3 d. Staff helps children use language skills through frequent conversations. 3 COMMENTS: Counselors circulated among the children during reading and homework periods assisting children as needed on a one-to-one basis. 4. Staff uses positive techniques to guide the behavior of children. Score a. Staff gives positive attention to children when they cooperate, share, care for materials, or 3 join in activities. b. Staff sets appropriate limits for children. 3 c. Staff follows the program's behavior plan. 3 d. Staff encourages children to positively resolve their own conflicts. 3 e. Staff steps in only if needed to discuss the issues and work out a solution. 3 COMMENTS: Positive feedback was inconsistent among staff and counselors. At times, opportunities were used to encourage correct behavior as part of the directives given such as: "Raise your hand and tell me.:." At other times staff used raised voices to correct student behavior. S. Children interact with one another in positive ways. Score a. Children show respect for each other. 3 b. Children usually cooperate and work well together. 3 c. When problems occur, children discuss their differences and work out a solution. 3 COMMENTS: Although they were sometimes loud, they followed directions and were cooperative. i ' 6. Staff and families communicate with each other in positive ways. Score a. Staff welcomes families and responds to their needs. 3 b. Staff treats each other with respect. 3 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 2 c. Staff shares the languages and cultures of the families they serve. 3 d. Staff and families work together to make arrivals and departures go smoothly. 3 ' e. Staff and families interact in one or more of the following ways: Parent welcome area that 3 includes student's work parent newsletter, programs or events for parent participation. COMMENTS: Parents were greeted in a warm manner. Several of the picture books available were donated by the parents. 7. Staff works well together to meet the needs of children. Score a. Staff communicates with each other while the program is in session. 3 b. Staff cooperates with each other. 3 c. Staff respects each other. 3 d. Staff provides role models of positive adult relationships. 3 COMMENTS: The program flow was well organized and staff seemed very knowledgeable about the procedures to follow in moving groups to different program areas from the C.W. Thomas Park Recreation Center to the Collins Elementary School. Indoor Environment S.The program's indoor space meets the needs of children and staff; and fits with Score the program objectives/goats. a. There is enough room for all programs activities. 3 b. The space is arranged well for a range of activities: physical games and sports, creative arts, 3 dramatic play, quiet games, enrichment offerings, eating and socializing. c. The space is arranged so that various activities can go on at the same time without 3 disruption. d. There is adequate and convenient storage space for equipment, materials, and personal 3 possessions of children and staff. NOTE: If space constraints are noted, please describe any program efforts to accommodate those limitations. COMMENTS: The space provided at the C.W. Recreation Center was large, with storage cabinets for snacks and materials. A classroom located at Collins Elementary School was also used for presentations by the teacher. 9. The indoor space allows children to take initiative and explore their interests. Score a. Children can get materials and put them away with ease. 3 i b. Children can arrange materials and equipment to suit their activities. 3 c. Space is available to reflect the work and interests of the children. 3 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applica ble NOTE: If space constraints are noted, please describe any program efforts to accommodate those limitations. COMMENTS: Outdoor Environment 10.The outdoor play area meets the needs of children and the equipment allows Score them to be independent and creative. If applicable to contract. a. Child has a chance to play outdoors for at least 30 minutes out of every three-hour block of 3 time at the program. b. Children can use a variety of outdoor equipment and games for both active and quiet play. 3 c. Permanent playground equipment, if available, is suitable for the sizes and abilities of 3 children. d. The outdoor space, if available, is suitable for a wide variety of activities. 3 e. There is a procedure in place for regularly checking the safety and maintenance of the 3 outdoor play space. f. Staff directly supervises outdoor play. 3 NOTE: If space constraints are noted, please describe any program efforts to accommodate those limitations. COMMENTS: Fitness, organized play and free play were built into the program as reflected by the daily schedule. Pre-K and Kindergarten are also scheduled to work on fine motor skills. Activities 11.The daily schedule is flexible, and it offers enough security, independence,and Score stimulation to meet the needs of all children. a. The routine provides stability without being rigid. 3 b. Individual children move smoothly from one activity to another. 3 c. A weekly schedule of activities for each group will include the group name, grade level, 3 number of children staff name, and location for activity and length of time for activity. COMMENTS: (DESCRIBE OBSERVED ACTIVITIES) ' Pre-K and K children started their afternoon with cooking followed by an ABC-123 sing-along activity. This time period was followed by homework and a reading time called"Animal'Crackers." The 15`and 2nd grade children started their afternoon with a reading program called"Character Education" in which the children listened to the teacher read a chapter book to them entitled, "Pacific Crossing." Because this book was not on the students'appropriate reading level, the teacher, Mrs. Swanson adapted the material by discussing small passages at different intervals, reviewing vocabulary and encouraging students to relate to the material by sharing their own feelings and experiences. ' 12. Children will'experience a wide variety of activities. [note the "mix" of activities Score and their developmental relevance to the children/adolescents �! a. There are regular opportunities for active, physical play. 3 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applica ble 4 b. There are regular opportunities for creative arts and dramatic play. 3 c. There are regular opportunities for quiet activities and socializing. 3 d. Staff encourages all children to participate. 3 COMMENTS: 13. Children have a chance to join enrichment activities that practice and reinforce Score basic academic skills. ' a. The program's activity schedule reflects an academic/reading component for each grade 3 level. b. The academic/reading component for each group should be available a minimum of 1 hour 3 per day. c. Enrichment activities are presented in a creative manner. 3 d. Activities and their time frames are developmentally appropriate. 3 COMMENTS: The children lost interest in reading the chapter books after about 20—25 minutes. Actually, reading time could be limited to this amount of time, followed by a period of 30-45 minutes of hands-on or other interactive activities that help students to think about and interpret the story. For example, the children could act out one of the passages from the chapter or make a clay sculpture of a character from the story. Students could write a word poem using the name of the story, a character, or a place in the story. Illustration through drawing, painting or collage is another way to enrich the understanding of a story. Another suggestion is to focus on potential spelling trouble spots by writing short stories using vocabulary words, having a word hunt, or chanting out loud using rhythm and repetition will help children to remember challenging words and new ideas. 14. Activities promote the development of all the children in the program. [Note if Score this is an inclusion site a. Activities are flexible to meet varied styles, abilities, and interests of al/of the individuals in 2 the program. ' b. Activities are well suited to the age and developmental level of the children in the program. 2 c. Activities reflect the languages and cultures of the families served. 3 COMMENTS: Reading materials for the 4-6" grade students consisted of chapter books that some children were able to read and some were not. The same chapter books were also used for the 1"-3`d grade and although the teacher adapted the materials during the reading session, simpler picture books and easy readers with pictures would be more appropriate for this grade level grouping. Using materials that involve students in reading along with hands-on activities is another way of enriching the reading experience. For example: Scholastic Teaching Resources has a workbook entitled "Teaching With Favorite Magic Tree House Books." This workbook for 2nd-3`d grade provides engaging, skill- building activities for exploring fiction and nonfiction using the Magic Tree House Chapter Books. tI=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applica ble 5 Read Around the World with 20 Great Picture and Chapter Books Grades 2-4 is another Scholastic Teaching Resource. These resources involve students in journal writing, exploring character, plot and setting, and in higher level reading skills. They can be found at the local teacher stores such as ABC or ACE or by callings-800-Scholas. In lieu of chapter books, there are many different types of Reading and Language Skills books available at local teacher stores and various school publishers. These inexpensive books have reproducible activities that focus upon various skills through different types of activities. They feature strategies and activities, mini-books and games that help kids master hundreds of tricky words and other language skills. Another way to have students enjoy reading is by using Leveled Readers. These books are specifically designed with vocabulary suitable for each grade level and are available in collections for first through sixth grades. Some examples include: Bryan House Publishers Sight Word Skills Series, K-2: Site Word Stories, Site Word Rhymes, Site Words, Word Search, My First Crosswords Reading to Learn Series, 1-4: Poems &Rhymes, Fairy Tales, Fables &Tall Tales Reading Skills Series, 1-3: Getting the Sequence, Main Ideas & Details, Fact and Opinion, Drawing Conclusions &inferences, Context Clues 15.There are sufficient materials and equipment to support program activities [e.g., Score books crayons/paints, sports equipment. seating/tables/lighting, other supplies] a. Materials are complete and in good repair. 3 b. There are enough materials for the number of children in the program. 3 c. Materials and equipment are developmentally appropriate for the age range of the children in 3 the program_._ COMMENTS: There are about thirty games for the Free Play part of the afternoon including Scooby Doo Mystery Mansions, Time & Money Bingo, Clue, Trouble, Checkers, Connect Four, and Memory Bingo. There are various art supplies including tempera paints and brushes, glue, construction paper, crayons and scissors. Outdoor equipment includes a number of balls and hula-hoops. Safety, Health & Nutrition 16.The safety and security of children are protected. Score ' a. Systems are in place to protect the children from harm, especially when they move 3 from one place to another or use the restroom (group rosters with staff names/traveling in two's and three's). b. Equipment for active play appears safe and in good condition. 3 c. A system is in place to keep unauthorized people from taking children from the 3 _program. d. Clean up of potentially dangerous items is handled by the school's custodian or staff. 3 e. Greater than 75% of the paid staff and administrators are wearing something that clearly identifies them as program staff(e.g., ID badges, t-shirts, hats, etc). es ' If yes, please describe what they wore: ID badges on ASP neck holders, ASP logo t-shirts 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 6 f. A stocked first aid kit is available on site (or in transportation vehicles). 3 g. Accident and incident reports are written and procedures are followed. 3 h. A phone with a main outside line is available during program hours. 3 i. Emergency numbers and an evacuation map are posted in the child care area. 3 COMMENTS: Records are well kept, injuries and behavior reports were recorded on specific forms. 17.The program provides an environment that protects and enhances the health of Score children. a. The indoor and outdoor facilities (not including bathrooms) are clean. 3 b. There are no observable health hazards in the indoor or outdoor space. 3 c.There are adequate supplies and facilities for hand washing. 3 d.The heat, ventilation, noise level, and light in the indoor space are comfortable. 3 e. Bathrooms are available, clean and supplies provided. 3 COMMENTS: 18.The program staff tries to protect and enhance the health of children. Score a. Staff responds to the individual health needs of the children. 3 b. Staff protects children from communicable disease by separating children who become ill 3 during the program. Isolated children are under direct adult supervision at all times. c. Staff protects children from potential hazards such as the following: caustic or toxic art 3 materials and cleaning agents, medications and hot liquids; overexposure to heat or cold. d. Staff and children wash hands frequently, especially after using the toilet or before 3 preparing or eating food. e. Children clean their hands before snack. 3 COMMENTS: 19. Children and youth are carefully supervised to maintain safety. Score a. Staff document when children arrive, when they leave, and with whom they leave. 3 b. Staff supervises children appropriately according to children's ages, abilities, and needs. 3 c. Children's arrivals are supervised. 3 d. Children's departures are supervised. 3 e. Staff has a system for knowing (roster/sign in-out lists) where the children are at all times. 3 f. Staff plans for different levels of supervision according to the level of risk involved in an 3 10 activity. A program supervisor is on site. 3 1 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applica ble 7 i COMMENTS: ' Each counselor has a clipboard with a roster of children and allergy information. 20. If the program serves food and drinks, they must meet the needs of children. Score a. The program offers healthy snack choices. 3 b. Drinking water is readily available at all times (especially near athletic fields, gym). 3 c. The amount and type of food offered is appropriate for the ages and sizes of children. 3 d. Snacks are timed appropriately for children. 3 e. Provisions exist for children who have forgotten their snacks from home (if applicable). 3 COMMENTS: Snacks include cereal bars, granola bars, Kool-Aid Jammers, and Capri Sun juice drinks. 21. Staff/Child ratios and group size permit the staff to meet the needs of children. Score a. Check contract Scope of Work for required ratios. Staff/child ratio shall not exceed 1:20 for 3 K-6 grade and 1:10 for Pre-K. Group sizes vary according to the type and complexity of the children and activities, and room capacity. Group sizes are recommended not to exceed 30 for most indoor activities. Ratios are determined by staff present to children enrolled in group. Ratios ranging from 1:2 to 1:10 would be acceptable for special needs sites (depending upon • the type of site), and inclusion sites should maintain appropriate levels of staffing, after staff assigned to special needs students are accounted for. b. There is a plan to provide adequate staff coverage in case of emergencies. 3 c. Substitute staff is used to maintain ratios when regular staff is absent. 3 COMMENTS: 22. Documentation of records. Score a. A record keeping system is in place for information such as the following: 3 • Parent sign-out log. • Daily roster of children for each group including group staff kept by staff, this roster is to be available and accurate at all times. It includes specific information for individual children (allergy info, medical needs, etc.) ® Children with special information (health, diet, etc.) • Signed registration listing of authorized people for pick-up (password) o Medication authorization and log. b. Procedures in writing with parent's signature on file for: 3 Behavior Management (if child has history of behavioral problems there should be a written plan, with consent from the parent) • Late pick-up © Emergency contact information 1=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applica ble 8 COMMENTS: • There are complete emergency plans from Broward County Schools Before and After School Child Care as well as the City of Dania Beach Emergency Readiness Plan. 23. Program policies and procedures are in place to protect the safety of the children Score and youth. a. Staff and children know what to do in case of general emergency. 3 b. The program has established procedures to prevent accident and manage emergencies. The 3 school's emergency Ian has been adapted for the program. c. The program has established policies to transport children safely; it complies with all legal n/a requirements for vehicles and drivers. COMMENTS: The program does not transport children. 24. Program policies exist to protect and enhance the health of all children and Score youth. a. If Provider is licensed, is there current documentation showing that the facility meets the 3 appropriate district state and/or local health and safety guidelines and/or regulations. b. No smoking is allowed in the program. 3 c. The staff is prepared to respond to accidents and emergencies. 3 COMMENTS: All licenses were posted and current. The counselors pick up the children at Collins Elementary School and walk them over to the recreation center. 25. Confirmation/observation of Physical Activity component. Score a. Individual physical fitness levels (pre/post tests) assessed. 3 b. Physical activity is age and developmentally appropriate and addresses strength (e.g., lifting 3 orpushing), flexibility and endurance cardiovascular, sustained activity). c. Physical activity is presented with enthusiasm. 3 d. The children appear to enjoy the physical activities. 3 e. Staff encourages full participation from all children. 3 f. Special assistance is given to children who seem to struggle (one-on-one from staff or 3 experienced peers with staff supervision). g. Activities are planned with safety in mind. 3 COMMENTS: Students had free play from 2-3 pm with some fitness activities included. Grades Pre-K-41h have one session of organized play each week. Pre-K and K also have two additional sessions on motor skills per week. 1= Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 9 ' 26. Confirmation observation of social skills activities. / Score a. Social skills being taught based on the skills assessed. 1 b. Children are for instruction based upon assessed needs. 1 grouped P c. Social skills being taught are age/developmentally appropriate. 2 d. Staff models the desired social skills. 3 e. Role playing is used. 3 f. Feedback is provided to the children by the staff. 3 g. "Homework"assignments are given to increase social skills. [Children are formally asked to 3 ' practice skills with parents or siblings at home] COMMENTS: Social skills assessment was not conducted. Social skills were shown on the schedule for 1 1/2 hours per week for all grade levels. The Skill Streaming program is used and the children are involved in acting out the positive and negative approaches to the situation given. Social skills were also integrated into the reading lesson as applicable. For example, the chapter book being read led to a discussion in one of the groups about being bullied by other children. • 27. Confirmation/observation of Academic Assistance/Reading Component. Score a. Reading resources were varied and adequate (e.g., enough books for all). 2 b. The reading material was age/level appropriate. 2 d. The selection of reading material was based on an assessment. 2 e. The silent reading time was reasonably quiet and uninterrupted [Shorter periods for 3 younger kids longer for older ones]. f. There was a sense of value imparted by the staff to the reading time. 3 g. Staff reads to the children with energy and animation. 3 h. There was a creative approach to reading activities. 3 i. Staff members questioned the readers for understanding and comprehension. 3 j. The children seemed to be enjoying the reading time [As evidenced by reading without 2 frequent reminders to "get back to work", tendency to talk about and share what they have read]. k. Special assistance was given to children who seemed to struggle [One-on-one, good quality 3 instruction i.e. model role play/practice feedback at child's current reading level I. Time was provided for homework. 3 m. Children were helped with their homework. [Help = observed staff providing direct 3 assistance feedback or praising and encouraging student work COMMENTS: In addition to homework and reading, the children were encouraged to write about their experiences in a journal of"their own. Children received one-to-one assistance with their homework or read books donated by the parents. See #14 for other comments in regard to grade level appropriate resources. l= Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 10 29. OVERALL EVALUATION COMMENTS: Summary of Strengths: • The program is well organized and the teachers and counselors make a conscious effort to enrich the children's learning through physical and academic activities. The program includes cooking, arts and crafts, computers, and recipe writing in addition to social skills, fitness, reading and homework activities. The students are very well behaved and seem to enjoy the program as noted in two of the student satisfaction surveys. The children were also encouraged to write about their experiences in a journal of their own. Opportunities for Improvement: • The reading materials for the 4-6th grade students consisted of chapter books on a reading level appropriate for some of the children but not for others. The same chapter books were also used for the 1st-3`d grade, and although the teacher adapted the materials during the reading session, simpler picture books and easy readers with pictures would be more appropriate for this grade level grouping. Using materials that involve students in reading along with hands-on activities is another way of increasing children's interest in reading regularly. For example: Scholastic Teaching Resources has a workbook entitled "Teaching With Favorite Magic Tree House Books."This workbook for 2"d-3`d grade provides engaging, skill-building activities for exploring fiction and nonfiction using the Magic Tree House Chapter Books. Also, Read Around the World with 20 Great Picture and Chapter Books, Grades 2-4, is another Scholastic Teaching Resource. These resources involve students in journal writing, exploring character, plot and setting and other higher level reading skills. They can be found at the local teacher stores such as ABC or ACE, or by calling 1-800-Scholas. • In lieu of chapter books, there are many different types of Reading and Language Skills books available at local teacher stores and various school publishers. These inexpensive books have reproducible activities that focus upon various skills through different types of activities. Another way to have students enjoy reading is by using Leveled Readers. These books are specifically designed with vocabulary suitable for each grade level and are available in collections for first through sixth grades. Many of these items may be purchased at local teacher supply stores such as ACE or ABC or directly from the company. Some examples include: Pearson, Scott Foresman Publishers, 800 552-2259 Kindergarten Readers Bookshelf Collection Leveled Readers Bookshelf Collection, Grades 1, 2, 3, 4, 5, &6 Collection for Readers Bookshelf Collection, Intervention for grades 3-6 Independent Readers Bookshelf Collection Scholastic Professional Books, 800-Scholas 15 Mini Reproducible Cut & Paste Mini-Dictionaries, K-2 25 Emergent Reader Mini Books, K-2 Word Family Wheels, K-2 • Teaching With Favorite Magic Tree House Books, Grades 2-3 Spelling Secrets Grades 2-4 l=Unacceptable 2=Needs Improvement 3=Acceptable 4=Exemplary NA=Not Applicable 11 Steck-Vaughn Reading Skills Series, www.syschoolsupply.com Building Sight Vocabulary, Bookl (K-1), Book 2 (1), Book 3(1-2) Reading Comprehension Skills, Grades 2, 3, 4, 5,& 6 Famous African Americans, Grades 3-4 & 5-6 High Interest Nonfiction, Grades 1, 2, 3, 4, 5, &8 High Interest Sports, Grades 3, 4, & 5 Phonics Decoding Skills, Grades K, 1, 2, &3-6 Rebus Puzzles, Grades K, 1, & 2 Word Building for Primary Grades, Grade K, 1, 2, & 3 Language Practice, Grade 1, 2, 3, 4, 5, 6, 7, & 8 The Mailbox, www.themailbox.com The Best of the Mailbox Language Arts, Grades 1-3 Reading &Writing With Picture Books, Grade 2 & 3 Games Galore, Grades 1-3 Target Reading &Writing Success: Word Skills &Vocabulary, Grades 2-3 Mechanics, Grammar, & Usage, Grades 2-3 McGraw—Hill Children's Publishing, www.Mhteachers.com Reading For Understanding, Grade 1,2,3,4,5, &6 Leveled Readers Bookshelf Collection, Grades 1,2,3,4,5 &6 Bryan House Publishers Sight Word Skills Series, K-2: Site Word Stories, Site Word Rhymes, Site Word Word Search, My t • First Crosswords Reading to Learn Series, 1-4: Poems & Rhymes, Fairy Tales, Fables &Tall Tales Reading Skills Series, 1-3: Getting the Sequence, Main Ide4as & Details, Fact and Opinion, Drawing Conclusions & inferences Context Clues • l=Unacce table 2=Needs Improvement 3=Acce table 4=Exem lar NA=Not Applicable P P P P Y PP 12 S ECn o N 3 1 1 o a � N 1 LE a�a 2 o � m .c U � cu L U � f0 d � m 1 ® h y C CD d c Z J N"_ �e C C j CID co N C" cn CM LU cd m m m (� _c U a 1 CD N O � Y U d trj ca 1 • U ® ® N `o 1 Cl- Z 90 U L) LLJ ® 0 ui. • _ y N O Q Q Q ® R _ dRi 9u U cu U Gn c� C 1 a _o 1 m is � d n 1 'c �E 1 1 1 N- 0 N C O � c U o - m � U ' W N O EL O C N O co o o_ c O o o m m o O t • U o O N U N O H c� O U `j 7 Q� U W 7 O 0 O N C Q 12 C 12 1 r i SEci zoo `i 1 FIELD TRIP SCHEDULE • CULTURAL FIELD TRIPS/CULTURAL ACTIVITIES A total of five (5) Speakers, performers, story tellers (one per week) will be brought to the site to help the children to understand the Culture/Heritage 1 they are learning about that week. All speakers/presenters will be selected from the list provided by the Broward County Cultural Affairs Division. Also a total of four (4) field trips will be provided following the Cultural/Heritage 1 format that has been proposed for Summer Camp. Following page provides a sample of the proposed Cultural Arts activities. FIELD TRIPS A total of two (2) field trips have been planned for bowling and roller skating. 1 We also propose the use of the on-site swimming pool and near-by (walking distance) fishing area as additional "field trips". lie Fishing Swimming Bowling Roller Skating i 1 1 • 1 1 PROPOSED CULTURAL ARTS ACTIVITIES 1 Ashanti Cultural Arts Inside Out Theater Company Gail Choate — John & Mary Mallory — Kidz Edu-Connections High Touch/High Tech 1 JazzSlam Fantasy Theater Factory ' Locomotion Theater Fantasy Theater Factory Ethonicity Art from The Soul Gold Coast Theater Company International Foundation for the Living Arts Ancestral Legacies, Inc. r t i SECTEOe 5 a� o * (o V) • mrn w .r 6 O C a) m ' CU v c p O Q U 'c v .` U c 0 t0 ca rn Q Q ~ O —� I— Q f— Q f-- Q y Y vS X w- a) LL �° n Y U 2 o (n a c � � C U (n L a) p a -C LL LL !l N co �' Q V) V) a� ui * L O O Y }i N 7 U /■ O U p) LO c C O O Q C >+ -C a) i * a) (0 O E O Y >,* a) ® ® O D)H O * L •� to c E O Y C� O * `� C U '- •- a) O I .Ns > N (n cu J m U `- U c c C L O O O O U U p •� Q .�• (n (D .� U N LL co ~ N � L LL � U O N U 3 _ o m c U U) •U) C O m I V C O A N 6 N a) � �_ * U a cn o * Q L C Q c a) * .. � a cu (a 'E* o a (v ca . ca W cu 0 ca L a) C . U � Q 0) oZS o C � N .� N co U -Ne0 a) N H p cp 1 (n ;L V) x p C = m ® NU cU 7 � U • pp��� LLI co ~ (n m E Q Z O O L VJ T 70N ) of > O � O) O I O C = ' •a) (1) o � L) }, o c 0) LO C o o `O °, Cl) Q 'o a� ' U ° * � * (D cu m EQ o- U ' * m � -o o u) Q � * p * (ncE o 00 0 * oc6 � N .. ® Q L c � v a_ d0- c* c Q ■ ti m� N Hr c v @ E � o a a o o _0 c n � •� W � > 2cc (Uo � a c � m (co (co (co � c a) a) p Fo U 0 a) a) X N cII _ ® m 0 Q >, a O> O> >O (n � 6 � c O ® a o 3 � U 2E 2E2 n M c .> ci 1 `4 m C) (D ., : a) c E t cn E N * a) > ca U a) Q C U * j (n w O d N Q) a) O0 O N 6 -0 o E � T* m .c U- Q ` � •> U p (nU, Y a) u O * ® m O L 7 m a) U :..• .--• Q) a) J 'O U O N a) (n V- ;-- (n CD 0 c c� c) a. Q c >p U — c m �- ..a -p M a) c V y A Y C ~ UF- H N 3 0 7 QU X - � L) C� F- �> C m Q (6 +1UJ m ° c m N 4 c 3 cc R o a) �,� x • C) C) O 0 0 O C) O LO O O _ 'i; N M r CV 5 O O O , O O (� O CDw 00 O co C) r r `- N M -Ci tC) (D S C) C) O OC) C) o O o (n O � * (" M M OM O Cl) C) O O O O r O * j (.- 00 r r N c- N M V V' L6 r r 1 S ECTzo � (� k I' I-° THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDA 1 COLLINS ELEMENTARY SCHOOL BOARD LINCOLNPASTEUR,Principal ALISIA COACHMAN-WILLIAMS,Assistant Principal Chair BENJAMIN J.WILLIAMS 1050 Northwest 2 Street Vice Chair BEVERLY A GALLAGHER Dania Beach Florida 33004 CAROLE L.ANDREWS (754)323-5150 ROBIN BARTLEMAN DARLA L.CARTER Fax(754)323-5190 MAUREEN S.DINNEN STEPHANIE ARMA KRAFT,ESQ ROBERT D.PARES,Ed.D. January 31, 2006 MARTY RUBINSTEIN DR.FRANK TILL Children's Services Council Super ie deraofSchook 6301 Northwest 5 Way Suite 3000 iFort Lauderdale, Florida 33309 RE: Summer Challenge 2006 City of Dania Beach Grant Application To Whom It May Concern: I *The City of Dania Beach is applying through your grant cycle for the P.O.W.E.R. Summer Camp program. Because of the success of the last two year's summer program, I strongly support this grant application. I am extremely excited with the prospect of children from my school being able to receive additional help in homework, tutoring, behavior modification and many other areas during the summer months. Through a lease agreement with the City of Dania Beach, I am excited to have the P.O.W.E.R. Summer Camp offered here at Collins Elementary School. In the past, this program has used various classrooms and this year will also use the cafeteria and outdoor play area. I have encouraged my teachers to join the P.O.W.E.R. Summer Camp program to help in the tutoring as they have in the past two years. I encourage the Children's Services Council to approve this grant application to provide the children of Collins Elementary as well as children with Broward County with continued educational and behavioral classes throughout the summer. Sincerely, Lincoln Pasteur Orincipal 90 Years of Educational Excellence Broward County Public Schools Is An Equal Opportunity/Equa/Access Employer 006222 APPLICATION AND LEASE FOR USE OF PUBLIC SCHOOL FACILITIES 4� (Return To Issuing School For Principal's Approval) Fhe applicant requests authorization for use of the public school facilities indicated for the purpose and at the times shown below: School: C 0� \elyne- A&Y Facilities Needed: C-41 .,?-- 0"I'a �5,,J4 af��--hs -+- Phyqreml C.MD A.M. U41Q J'4ffP.M.To: 6,*.i�C.M.� Dates:h /,�c dt)06 From: 7 (If ndcessa6,attach a schedule showing dates of de) Nature and purpose of use: Name(s)of Speaker(s): C i A 1 Custodian:— To be paid by: Security/Police: Yes No: Equipment: Special Assistance: Other: 'jam Name ot'Applicant(Lessee): I Applicant's Mailing Address: V- F] SCHOOL ALLIED GROUP GOVERNMENT ORGANIZATION F] NOT-FOR-PROFIT 501(c)(3) OTHER (please attach IRS certification/documentation) Applicant Contact Phone No.. eQ q -Dn Fax No.:9 6�v 5711 &P3,1>0 Total Rental Fee: $810IR0'� Brganizationg must prepay tental fee before gaining access to school facilities) A deposit in the amount of must be submitted with the application no later than This deposit shall be receipted into the school's Internal Accounts Trust Fund.(The deposit will apply toward the total charges) LIABILITY INSURANCE REQUIREMENTS (Governmental agencies may not be subject to liability insurance requirements) LIMITS: Bodily Injury $100,000 per person,$300,000 per occurrence Property Damage $25,000 per occurrence NOTE: A Certificate of Insurance reflecting the above limits must be attached to this application. The School Board of Broward County, Florida, must be named.,as an additional insured under the general liability policy coverage. Insurance requirements for Circus and Carnivals please refer to School Board policy 1341,paragraph 13. 1 (person requesting lease), , signing on behalf of myself and the organization I represent, do hereby solemnly swear or affirm that we support the Constitution of the United States and of the State of Florida. I do hereby also swear or affirm on behalf of the organization named herein that no person is excluded from membership in such organization nor from participating in the activity or program covered by this agreement on the grounds of sex,race,color or national origin. Date of Application: Signature of Applicant Approved by: Principal Approved by: Superintendent or Designee AUTHORIZATION OF USE OF PUBLIC SCHOOL FACILITIES IS CONDITIONED UPON ADVANCE PAYMENT OF THE CHARGE(S) SHOWN ABOVE AND COMPLIANCE WITH THE TERMS AND CONDITIONS ON THE REVERSE SIDE. Original for School File(white) Copy to Risk Management Department(yellow) Copy and provisions to Lessee(pink) Rev.6/02 W 18777