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M-78-0354
/1//4:71 * r" • ..1" 41. ..111t::\l();? toC.,y, TO: Joseph Re Orassie ea ty Manager 1p,W. Parkins Director Citizen Services My 18, 1978 rALE: Day Care Report of May 11? 1978 (Corredirted PageS) t'5'1,Zr7r.t C.,..t.:74l1,,f7S: rive (5) MEM The attached copies of corrected pages should be forwarded to the Members of the ==== Commission, toyeplacc. the ones they already have. The pages in question are moor page eight air and aFpendix items B,C,D and E. We are also including a table of staff distribution to assist the Commission =MK in tracking vacancies and funding sources related to positions. ;MEE mmmw =ig mmw RWP/JD:wh 77=steini• 747 =1- ME ow: ing MW 6. BALAW (COST The Day Care Program has a total of 48 slots, with a current funding salary cost of $389,121.08 for the current fiscal year. If a redistribution of these slots is made amoung the administrative offices and the three (3) centers, a new distribution is obtained as shown below. There are thirty-seven (36) slots filled at an annual cost of ; 315, 560.36 and the remaining eleven (11) slots represent a salary saving of $31,860.00. Note that the figures are calculated on an annual basis. '101'AL CENTER SLOTS ma (1) SLOTS (2) SLOTS SALARY SALARY FILLED SALARY VACANT SAVINGS D IINISTRATIVE OFFICE 8 $ 78,264.00 5 $ 62,118.00 3 $ ATOM DAY CARE «a R 13 104,075.36 12 96,203.36 1 CORE DAY CARE CENTER 14 109,564.28 10 84,944.00 4 22,662.00 HENANDOAH DAY CARE 12 97,217.44 9 72,295.00 3 9,198.00 ENTER `OTAL, 47 $389,121.08 36 $315,560.36 OURCE: OTES: $31,860.00 City of Miami, Department of Management and Budget. For Details see Appendices B,C,D, and E. (1) The salaries shown on this column are annual salaries. (2) The salaries shown on this column are annual salary expenditures as of the end of the first semester based on filled slots. (3) The salary savings of this column represent unexpended salaries as of the first semester, (March 30, 1978), pro -rated to the entire fiscal year, and do not include unexpended CETA salaries. Therefore, there is $24,876.24 in excess budgeted salaries compared to the actual distribution of salaries by Operational/ Administrative areas. ($413,997.32 shown on Exhibit 1, can - pared to the $389,121.08 shown above). Further, the level of enrollment exceeds the level of attendance by an average of seven (7) children per center per day. Page 8 iII'IIiIIiiI 11110111 �I I iiIiIiIMIiIII r I iY ICI 111 YII Iillliiiiiliil I Ili illi�iildl � Ills Il�lllll�lilil�llll�l�li��l�ii�illli i li Iliad �N f �lilll�ill�� �i� iii� �Y Hai DAY CARE PROGRAM: BUDGET REVIEW APPENDIX B ADMINISTRATIVE OFFICE; STAFFING TITLE NAME SLOTS BUDGET/ FILLED/ VACANT SALARY bALAKY SAVINGS I t Iller ADMINISTRATOR ROBBIE CHANDLER 1 1 - $17,268.00 - TEACHER ASSISTANT ELEANOR DIXON 1 1 - $12,264.00 - SOCIAL WORKER JO AN ELLIS 1 1 - $12,264.00 - . PARENT INVOLVEMENT MYRKA DE LLANOS 1 1 - P.T.$9,198.00 - COORDINATOR TYPIST CLERK II C. JACKSON 1 1 - $11,124.00 - INTERNS VACANT (CETA) * 3 - 3 P.T.$5,382.00 - INTERNS i VACANT (CETA) * - - - P.T. $5, 382.0O - IN€NS VACANT (CTA * — — _ P.T.S5,382.00 - 8 5 3 $78,264.00 • *Dnexpended CETA. funds cannot be treated as salaty savings. 111 EATON DAY CARE CENTER; STAFFING I II II d��V�IuVII DAY CARE PROGRAM: BUDGET REVIEW APPENDIX C TEACHER -SUPERVISOR TEACHER -ASSISTANT INSTRUCTOR INSTRUCTOR INSTRUCTOR INSTRUCTOR AIDE AIDE AIDE AIDE TYPIST CLERK I ** CUSTODIAN I NAME BUDGET/ FILLED/ VACANT SALARY SALARY SAVINGS VICKI HAMILTON FRANCES ROSE MARY BOWMAN HILDA PENICHET MARIA VALDEZ (FRO!. SHENANDOAH DAY CARE) JULIA FABELO TERESA CHERENEK COVINGTON GRANT VIRDEA MAYES VACANT (CETA). * LORNETTE JACK ,(CETA) EUGENIO GONZALEZ YVES FEQUERE i 1 1 4 4 1 1 1 1 1 4 3 1 $14,196.00 P.T.$ 9,198.00 P.T.$ 7,560.00 P.T.$ 7,560.00 P.T.$ 7,560.00 $10,080.00 P.T.$ 5,904.00 P.T.$ 5,904.00 P.T.$ 5,904.00 $ 7,872.00 $ 7,872.00 $ 9,083.36 P.T.$ 5,382.00 13 12 1 $104,075.36 ** On loan -to Edison Little River *• Unexpended CETA salaries cannot be treated as salary savings. 111,11 ill 11II1Li, 1,1. h I lba I� .ay�lwzs n_ I I ',.GORE DAY .CARE 'CENTER; STAFFING TITLE TEACHER -SUPERVISOR *TEACHER -ASSISTANT TEACHER -ASSISTANT INSTRUCTOR IN S TRECTOR INSTRUCTOR INSTRUCTOR AIDE AIDE **AIDE 4AIDE - TYPIST CLERK CUSTODIAN I INTERN j I 111111111111111111111 r DAY CARE PROGRAM: BUDGET REVIEW BEATRICE HUDNELL CARMEN EVANS VACANT JULIA BEITER GLADYS GARCIA GLORIA GREEN VACANT GLADYS MOLINA_ BEVERLY WYNN VACANT (CETA) * VACANT YVONNE TEAR (CET JEFFREY MCDONALD PAT CHAVIS APPENDIX D BUDGET/ 1 1 2 1 4 3 4 14 2 li 0lV110101 FILLED/ VACANT SALARY 1 l 10 ** Interim Day Care Administrator nexpended CETA salaries Cannot be treated as salary savings 1 111111111111 i 2 4 $12,876.00 P.T.$ 9,198.00 P.T.$ 9,198.00 P.T.$ 7,560.00 P.T.$ 7,560.00 P.T.$ 7,560.00 P.T.$ 7,560.00 P.T.$ 5,904.00 P.T.$ 5,904.00 $ 7,862.00 P.T.$ 5,904.00 $7,872.00 $9,224.28 P.T.$5,382.00 $109,564.28 lid SALARY SAVINGS $9,198.00 $7,560.00 $5, 90'4.00 S22,Fs2.00 iAWN CIA i 1 ioiiimiiiii ■e d 1111 1111IIiI1I DAY CARE PROGRAM: BUDGET REVIEW APPENDIX E SHENANDOAH DAY CARE CENTER; STAFFING IIiY1II11 111111111111111111 IMOMM141011011 TITLE . NAME SALARY BUDGET/ FILLED/VACANT SALARY SAVING itil TEACHER -ASSISTANT NELLIE HUMPHREY 1 1 - $12,876.00 - TEACHER -ASSISTANT VACANT 1 - 1 P.T.$ 9,198.00 $ 9,198.00 INSTRUCTOR CINDY AYDELOTTE 4 4 - P.T.$ 7,560.00 - INSTRUCTOR CYNTHIA BLACKWELL P.T.$ 7,560.00 - INSTRUCTOR MERCEDES MENESES P.T.$ 7,560.00 - INSTRUCTOR MARIA OTERO P.T.$ 7,560.00 - AIDE JUANITA BRADLEY 3 1 2 P.T.$ 5,904.00 - AIDE VACANT (CETA) * $ 7,862.00 - AIDE VACANT (CETA) * $ 7,862.00 - TYPIST CLERK I BARBARA HOWELL 1' 1 - $ 7,872.00 - (CETA) or CUSTODIAN I SANFORD HALL 1 1 - $10,021.44 - INTERN HILDA RODRIGUEZ 1 1 - P.T.$ 5,382.00. - (CETA) 12 9 3 $97,217.44 $ 9,198.00 * Unexpended CETA salaries cannot be treated as salary savings �Ii d Nfblilii i'ri111i11 MINI II II VI�I IIIII II II i111IIIIIII1111lh �mlll� Ikllllkiilll t li II II' IIII III II� 1 I IIII I IC II IV�VI I III I�II'III I I I I I I I 11II1111 III I �I II iIW . hi ` ilV��lli tliYu d9oY IYiu 11 loll dull 111, Ili IIII II II III Ik Illhl to YI II I 111111111 l i I III ICI III Ii I 111111111101 I Illl 11.1 I.. ,I Ii000o.o, OSITION RECOM- I 'AT_EGORY MENDED I BUDGETED FILLED VACANT DATE OF APPROVED 925 , 925 1DATE INTAKE OF 922 WORK COMMEN- `LENT FUNDING SOURCE . ___ d 1 DMINTSTRATIVE 1 1 1 1 -0- } DAY CARE FEES kr';IVISTR.TOR ;SSISTANT , 1 j 1 1 -0- 1 C.E.T.A. -7 :L'RSE 11 1 1 -0- 1 C.E.T.A./FRS OCTAL WORKER 1 1 1 -0- COMMUN II C.E.T.A./AFFAIRS ?ARENT INV"'VEMENT cod INATOR 1 1 1 1 -0- r COMMTINITY AFFAIRS TYPIST CLERK II TYPIST 1 D -0- � DAY. CARE FEES =STODIAN 1 3 • 4 -0- 3 DAY CARE FEES 1 CETA TITLE VI 1-.ATOM 1 . FRS SUPERVISOR `.TEACHER ' TEACHER ASSISTANT 2 1 E -0- FRS INSTRUCTOR 5 4 2 2F 10-28- 77 84 FRS allir :IDE 5 4 4 -0- . FRS TYPIST CLERK - 1 1 -0- CETA TITLE VI .,OORE SUPERVISOR TEACHER 1 1 1 1 - A 3-16- 78 016 2-17- 78 RET'D. 4-18-7: DAY CARE FEES TEACHER ‘SS.ISTANT • 2 2 2 B 2-27-28 105.20 . FRS INSTRUCTOR 5 4 4 -0- FRS '1 SIG CODE A- A promotion of a Teacher Asistant to Supervisor is in process $- A promotion of a Teacher Assistant to Supervisor is in process C- Temporarily assigned D- Temporarily assigned to Director's Office E- Acting Supervisor P- While it appears there are 2 instructor positions at Eaton vacant, one of these is offset by the overstaffing in the instructor category at Shenandoah. Consequently only one 925 has been processed for the Eaton instructor vacancy. G- Assigned to Administrative Office ?OS : i ION RECOM- C=_EGORY WENDED BUDGETED FILLED DATE OF VACANT 925 MORE CONTINUEDI ;IDE TYPIST CLERK 3 HE`: aNDOAH i': PER'IS0R ACHER ACHER SSISTANT INSTRUCTOR AIDE TYPIST CLERK IU INTERN TOTAL 5 4 2 5 5 47 3, 1 6 49 1 1 38 3 (2) 3-14-78 A 1 CETA 1 FRS -0- APPROVED 925 }NTAKE 105.22 3-16-78 020 2 7-78 3-14-78 2-5-78 11-4-77 105.2 105.30 105.07 DATE WORK. F OF COMME►A- FUNDING, G MENT SOURCE 1 CETA. T'ITt W - 1' G RET?'D.. E [2-17-78 4-18-731 DAY CARE FEES CETA TITLE II Actual budgeted positions were 48, one additional Custr1i an was added, thus raising the budgeted and filled totals by one position. 01 OIIi4II QN! ��!!� 11111 I1111.I1011100MO!!!IIPIIIIIRIPI!!I !IIINE 11111411 !III.iI 111,IIlI1 I I111II1I1i!1 1111111111.11111 i i NI 111111 FRS 3 FRS 1 CETA CETA TITLE VI FRS CETA TITLE VI CETA TITL I I STA `PIWC CODE A-- A promotion of a Teacher ) sistant o Supervisor is in process B- A promotion of a Teacher Assistant to Supervisor is in process C- Temporarily assigned D- Temporarily assigned to Director's Office E- Acting Supervisor F- While it appears there are 2 instructor positions at Eaton vacant, one of these is offset by the overstaffing in the instructor category at Shenandoah. Consequently only one 925 has been proceased for the Raton instructor vacancy. G- Assigned to Administrative Office 111 11111111 111,1111110u i_.:` 1N111 _._.:I: :S r Dade :Lane of Grantee: City of 'Miami (:.lust .be city or county] :1. IIIIIIIIIIIII PERSON(S) RESPO;;5IBLE FOR SUS:IISsION OF REPORT: Robbie Chandler liNi 005) 579-6912 telephone signature Crznt CONTRACT TOTALS •45,000 0cteber,' 7 7 ::ocember,' 77 Dece-ber,'17 .;•snuary,' 78 : •:bruary.' 73 :!arch,' 78 SIX :0NTH TOTALS 3750.00 3750.00 3750.00 3750.00 'ash "atch -Kind Match _T 1L_ -_VENUE 45,000 3750.00 3750.00 3750.00 3750.00 £Y2 EN3t5 • -90,000 7500.00 7500.00 7500.00 7500.00 1252.51 1252.51 1252.51 1252.51 4.-Ital Space 1' 5:.21 11 :p1 Les (specify on attlrltr•rnt) a1 (line 5 through 9) 6247.49 7500.00 6247.49 7500.00 6247.49 7500.00 6247.49 7500.00 7'• 1 EXPENS1S ::a_ies •'t,1 Space _ :•:nt • - Fecif? or. ent) _'1 (fine 11 t!ir3•:l.h 15) ;-5,14.'10 7500.00 7f•00.00 75C0.00 to SEE RrVEZSE SIG: __ IMPORTANT INsrPUCT r0::s SUBMIT T:•;O (2) COPIER cF ME EAC3 . ^:.:Pi. rf- Joseph R, Crassie City Mahar er Robert b. Krause, bisector Department o_ Human Resources May 181 1978 Classification Study of bay Care Staff On April 17, 1978, an audit was begun of the entire personnel of the City of Miami Child Care Program, located within the Department of Citizen Services. The request originated after the Director of Management and Budget, Howard V. Gary, suggested the procedure, with the consent of the City Manager. Allegations had been made which questioned the qualifications of the Day Care staff. It was further implied that Day Care employees were working out of their respective classifications. To determine the validity of these charges, as well as to look at the program from a classification viewpoint, this audit was performed. Three classifications analysts were assigned to work in this study. The four City of Miami Day Care Centers - Shenandoah, Moore, Eaton and Edison - were visited during working hours. Questionnaires and City of Miami Applications were distributed to the entire Day Care staff. In addition, every Day Care employee,temporary or permanent, CETA or Civil Service was interviewed. From the Supervisor of the center to the Custodian, everyone participated in this study. Applications from the City of Miami were asked to be completed as if the incumbent had just started employment, so that his/her most recent experience with the Day Care Program would be included. The Day Care Program was budgeted in 1974-75 for 55 positions and three (3) centers with a client population of 150 children. An additional center, Edison Little River, has been added to the program with a staff of nine (9) and a client population of twenty-four (24) children. Each center's hours are from 7:00 a.m. to 1:00 p.m. with 90% of the regular staff working only six (6) hours per day. The purpose of this study was to determine whether or not the Day Care employees are working within the specifications of their title, and whether they meet the minimum requirements for their position. Classification analysts made notations on each staff member while the interview took place. These notes, together with the written 78. ,3 (57 IMRE MiE E • MAterial fur liShed by the bay Care personnel, were the basis tot the classification evaluation made of each employee. Each member of the bay Cate program was evaluated indittidually, and in the majority of Cases, the opinion of more than one analyst Wae considered. Due to the fact that most of the Day Care Staff falls outside Civil Service jurisdiction, employees were evaluated on the basis of their working title: Supervisor, Head Teacher, Instructor, Typist Clerk, Aide and Custodian. The CETA temporary personnel, Art Therapy Aides and Youth Agency Workers were grouped with the Day Care Aides primarily on the basis of their pay, for classification purposes. Each of the centers in the Program was found to have the following basic classifications: A Supervisor, who is the person in charge of the whole operation. Basically, this employee supervises the entire staff and is responsible for the collection of fees. A Head Teacher whose basic duties include supervision of staff and teaching. Instructors who teach, and implement lesson plans; and Aides who mainly assist supervisors and perform a series of custodial - type duties for the children, such as cleaning and keeping the centers orderly, washing the childrens' hands, tying shoes, monitoring childrens daily activities, etc. Perhaps, with the exclusion of the Supervisor, every other Day Care employee performs these custodial -type duties as well. A description of the incumbents by Day Care Center follows. SHENANDOAH CENTER The Shenandoah Center, located in the midst of Miami's southwest section, is considered the "bilingual center" of the Program, mainly because of its Spanish clientele. The subjects taught are Language Arts, Mathematics, Art, Physical Education and Spanish. The center has a client population of approximately fifty-five (55) children and a staff of nineteen (19).With the recent influx of temporary workers, there is approximately one adult for every two children. The children are divided in five different groups. Puppies, the smallest group, roughly the 2-3 year -olds; Bears, the 3-4 year -olds; Rabbits, 4-5 year -olds; Elephants, roughly the 5 year -olds and the Tigers, the 5-6 year -old group to start first grade in the summer. Group placement is based on abilities first, and then, roughly on age. The Supervisor is responsible for group placement at this center. Each group is exposed to one of the above subjects for approximately 25 minutes. The classes are held in an open -classroom style, where the five different groups rotate from one side of the room to the other. This activity is known as "center rotation." The regular staff is composed of one (1) "Acting" Supervisor; one (1) Head Teacher; four (4) Instructors and one (1) Day Care Aide. The rest are the temporary employees, such as Art Therapy Aides and Youth Agency Workers. With the exception of the Acting Supervisor, the remainder of the regular staff works only six (6) hours a day. MMW MMW MMM mms MEW MMiW m The staff of the center Will be identified as follows: Regular staff = civil service personnel Who have Mostly been With the prograM since the beginning. CETA regular staff - permanent CETA personnel. Temporary emergency grant staff - Temporary CETA personnel. Other staff staff funded by outside agency. Day Care Regular Staff Working Schedule Total Hours per Day 1. Cynthia Blackwell 2. Maria Teresa Valdes 3. Juanita Bradley 4. Cindy Aydelotte 5. Mercedes Meneses 6. Maria Otero 7. Nellie Humphery 8. Sandford Hall Day 9. Day Art Care Regular CETA Staff Barbara Howell Care Emergency CETA Grants Therapy Aides 10. Maxine Blount 11. Gloria Highsmith 12. Kathy Saunders 13. Robin Brockington Youth Agency Workers 14. Pilar Icenogle 15. Coralia Gonzalez 16. Hilaria Rafuls 17. Melisa Grassi 18. Maria Miranda 7:00-1:00 7:00-1:00 8:00-2:00 12:00-6:00 12:00-6:00 12:00-6:00 9:00-5:00 11:00-7:00 8:00-4:00 (Special Title VI) 9:00-3:00 12:00-6:00 9:00-6:00 9:00-3:00 7:00-2:00 8:00-3:00 9:00-4:00 9:00-4:00 9:00-4:00 6 6 6 G 6 6 8 8 6 6 6 6 7 7 7 7 7 Outside Agency (FIU Intern) 19. Laverne Saunders 9:00-2:00 5 Personnel will be further distinguished on the basis of their respective classifications (based primarily on pay - see previous explanation). Each classification will be followed by a description of duties and an evaluation of the employee performing such duties. Supervisory employees will have a lengthier elaboration of work activities than subordinates. -3- • • t a $'pertisOr..!, Nellie Jean Humphery = classified as bay Care Teadher Assistant, she is "Acting" Supervisor of the Shenandoah Center. Her duties basically consist of collecting and recording fees, meeting parents, and supervising the entire staff. She writes evaluations on the staff and performs the initial evaluation of the child when he/she first comes to the center. She answers directly to the Day Care Administrator, and to the Assistant Administrator. She keeps the Main Office informed of the activities of the center. When Ms. Humphery is absent, Cynthia Blackwell, Instructor, substitutes for her in the morning; and Maria Otero, Instructor, substitutes in the afternoon. Ms. Humphrery also takes the place of absent teachers. This incumbent is working within her "Acting" classification and has proper credentials on file for this,'as well as her regular classification. II. Day Care Instructors: Duties pertaining to the classification are as follows: submit lesson plans, conduct learning sessions, assign lesson plans to aides, prepare progress reports and evaluations; teach children in various areas plus the usual assortment of routine activities such as washing childrens' hands, tying their shoes, teaching manners, cleaning after children, supervising outdoor play, etc. Maria Otero - Works within classification and is properly qualified. Cynthia Blackwell - Works as "Acting" Head Teacher. As such Ms. Blackwell teaches the oldest group of children, 5-6 year -olds known as "Tigers". This group is to start first grade in the summer. Ms. Blackwell teaches Language, Art, Math., Physical Education and a copy of her Florida Teaching Certificate is on file. Incumbent works within her "Acting" classification and is properly qualified for this, as well as her regular class- ification. Maria Teresa Valdes - Works within classification and is properly qualified. Mercedes Meneses - Works within classification and is properly qualified. Cindy Aydelotte Works within classification and is properly qualified. III. Clerk Typist: Barbara Howell - Performs as the clerical support of the center. Incumbent works within classification and is properly qualified. MEIM ME▪ E MMW MEM w l � b y Case_. Aides,_ Art__ Therapy .Aides,, Youth Agency Workers and "Outside Agency Personuel" ._ Typical duties and responsibilities consist of assisting superVisors in conducting group activities; helping prepare materials; conducting activities according to pre -planned lesson plans; escorting children; cleaning, washing and preparing dining area; providing input for teacher in preparation of lesson plans and the usual assortment of routine activities mentioned elsewhere, Because personnel that has left the Program has not been replaced, there is a scarcity of qualified teachers and instructors working at the centers. When qualified personnel is not available, duties are reassigned in order to carry on with the work: One incumbent from this classification was found to be working out of class (see below) by being assigned teaching duties and being required to submit lesson plans. a) Dav Care Aides: Juanita Bradley - outside classification, works mostly as an Instructor. Incumbent qualified as Day Care Aide. Duties must be reassigned. b) Art Therapy Supervisor Kathy Saunders - Within classification and properly qualified. c) Art Therapy Aides: Gloria Highsmith - Within classification and properly qualified. Maxine Blount - Within classification and properly qualified. Robin Brockington - Within classification and properly qualified. d) Youth Agency Workers: Coralia Gonzalez - Within classification and properly qualified. Maria Miranda - Within classification and properly qualified. Melisa Grassi - Within classification and properly qualified. Hilaria Mercedes Rafuls - Within classification and properly qualified. Pilar Icenogle - Within classification and properly qualified. e) "Outside Agency Personnel:" Laverne Justinan Saunders - FIU Intern; within classification and properly qualified. V. Custodian Sanford Hall* Jr. = performs custodial duties for the center. Incumbent within classification and is properly qualified. As previously mentioned, the Art Therapy Aides have been grouped under the Day Care Aides for classification purposes, primarily on the basis of pay. The Art Therapy Aides are under a training grant, in which participants are contracted on a temporary basis from August 1977-July 1978. When working under a training grant,iny- cumbents must be allowed to work outside their classification, so long as they are closely supervised. The Art Therapy Aides'work objective is to alert the social worker of any anomaly in the child's behavior, communicated through the expression of art. Their work is closely overseen by the Art Therapy Supervisor. Further, the nature of the Art Therapy Aides'teaching is such that one really can refer to it more as "free expression" rather than real teaching. The child is allowed to express himself freely through art, more than he is taught in the ordinary sense of the word. Youth Agency Workers are also under a temporary CETA grant and perform as Day Care Aides. As such, their work objective is to assist superiors with whatever needs to be done. Youth Agency Workers have also been grouped under the Day Care Aides, not just on the basis of job re- quirements but also on the basis of pay. MOORE DAY CARE CENTER There are approximately fifty (50)children receiving day care services from Moore Day Care Center, with an almost even distribution among the 2-3 and 4-5 year olds. More than eighty percent (80%) of the children attending are black. The regular staff is composed of one (1) "Acting" Day Care Supervisor; one (1) "Actina" Head Teacher; four (4) Day Care Instructors; one (1) Day Care Aide and one (1) Custodian. Additional temporary personnel consists of six (6) Youth Agency Workers and six (6) Art Therapy Aides. Staff coming from outside agencies consist of four (4) high school aides currently enrolled in Day Care courses performing a sort of internship at the center.With the exception of the Day Care Supervisor and Custodian, the entire staff is part-time. (6 hours per day). Regular Day Care staff works an average of six hours a day. As it occurs in the Shenandoah Center, there are duties and responsi- bilities which must be shared among the entire staff. These duties include routine type activities such as cleaning and keeping the Day Care Center in an orderly condition; assisting children in routine activities; monitoring children during play; attending staff meetings; accompanying children on field trips; etc. Formal instruction occurs with "Center Rotation", children are placed in groups according to age and ability and are rotated every 15-20 minutes. Rotation occurs in the morning and in the afternoon. The subjects taught are Language Development/Reading Readiness, Number Skills, Science and Physical Education. With the influx of CETA employees there is a ratio of one adult per 2 children (1:2) at Moore Center. -6- MOOL t5ay_, Care Regular_ Staff 1. Beatrice Hudnell 2. Carmen Evans 3. Gladys Garcia 4, Gloria Green 5. Julia Beiter 6. Julia Fabelo 7. Gladys Molina 8. Jeffrey McDonald Work ttg S_Checlule Total_ iiours.,Per bay 8:30=4:30 9:00.3:00 9:00-3:00 7:00-1:00 12:00-6:00 7:00-3:00 10:00-4:00 9:00-5:30 Day Care Emergency CETA Grants (Special Title VI)_ Art Therapy Aides 9. Norma Silva 10. Gwendolyn Black 11. Ruth Scott 12. Cynthia Harden 13. Betty Milton 14. Jeremiah Milligan Youth Agency Workers 15. Hilda Pijuan 16. Eardine McKemzie 17. Gertrudis Mendez 18. Thelma Murray 19. Luvene Livingston 20. Adelfa Perez 11:00-5:00 9:00-3:00 11:00-5:00 12:00-6:00 8:00-2:00 8:00-2:00 8:30-3:30 7:00-2:00 10:00-2:00 9:00-4:00 7:00-2:00 8:00-3:00 8 6 6 6 6 6 6 8 6 6 6 6 6 6 7 7 7 7 7 7 I. Supervisor: Beatrice Hudnell - Classified as a Day Care Teacher Assistant is "Acting" Supervisor of the Moore Center since 1977. Her supervisory duties basically consist of collecting and recording fees; confering with parents regarding past -due tuition, children's progress and disciplinary problems. Supervises the entire Day Care staff. She answers directly to the Day Care Administrator and Assistant Administrator. Ms. Hudnell also coordinates staff meetings, checks lesson plans and determines in-house rules and regulations for the operation of the center. Incumbent is working within her classification and has proper credentials for her "Acting" as well as her regular classification on file. II. Head Teacher: Carmen Evans - Day Care Teacher Assistant working as "Acting" Head Teacher. As such she conducts teaching sessions in Language Development, Oral Language, Alphabet Readiness, Number Recognition Skill, etc. Unlike the situation at Shenandoah where the supervisor evaluates the child to determine group placement, she does it here. She coordinates work schedules for teachers; -7- evaluates and records physical, intellectual and Mental problems in Children and coordinates staff meetings. Also performs the regular assortment of custodial=type duties mentioned elsewhere. thCumbent is working within her classification and has proper credentials for her "Acting" as well as her regular classification. Ill. Instructors: For a lengthier description of duties, please refer to the "Instructors" description in the Shenandoah Center. However, for a condensed description of responsibilities carried out at this center, it can be said that Instructors are responsible for preparing lesson plans and instructing children in Language Development/Reading Readiness and Number Skills. Gladys Garcia - Within classification and properly qualified. Gloria Green - Within classification and properly qualified. Julia Beiter - Within classification and properly qualified. Julia Fabelo - Within classification and properly qualified. IV. Day Care Aides, Youth Agency Workers, Art Therapy Aides: a) Day Care Aide: Gladys Molina - Within classification and properly qualified. b) Art Therapy Aides: Norma. Silva - Within classification and properly qualified. Gwendolyn Black - Beside her Day Care Aide duties, incumbent also performs as clerical assistant to the center; within classification and properly qualified. Ruth Scott - Within classification and properly qualified. Cynthia Harden - Within classification and properly qualified. Betty Milton - Incumbent is working outside her classification in that she is teaching science and submitting lesson plans. Duties must be reassigned. Jeremiah Milligan - Within classification and properly qualified. c) Youth Agency Workers: Hilda Pijuan - Within classification and properly qualified. Eardine McKemzie - Within classification and properly qualified. -8- BIM m m MMM Niaw MEM MMM Miff mmw mmW ESE mmw m. MMIL Gertrudis Mendez '- Within classification and properly qualified. Thelma Murray - Beside her Day Care Aide duties incumbent also assists with clerical duties at the center; Works within Classification and properly qualified. Luvene Livingston - Within classification and properly qualified. Adelfa Perez - Within classification and properly qualified. V. Custodian: Jeffrey McDonald = Performs custodial duties for More Center; within classification and properly qualified. EATON CHILDREN'S CENTER There are fifty-two (52) preschool children attending Eaton Children's Center. The majority of these children are black. Day Care regular staff consists of one (1) "Acting" Supervisor; two (2) Day Care Instructors'; five (5) Day Care Aides; one (1) Typist Clerk I and one (1) Custodian. Additional temporary personnel involves five (5) Youth Agency Workers and three (3) Art Therapy Aides; outside agency personnel consists of two (2) Career Development Interns and one (1) Out of School Aide (student training program). The staff totals twenty-one (21) employees. With the exception of three staff members, the rest of the regular staff works from 6 to 7 hours a day. The "Acting" Supervisor is paid for 30 hours per week and works two additional hours every day, which she receives in compensatory time off. With the influx of temporary employees, there is a ratio of one adult per 2 children (1:2) at this center. As in the previous two centers, children are placed in groups primarily on the basis of ability and then by age. Instruction occurs with "Center Rotation", as it does with all previous centers. The older and the most advanced children receive a heavier concentration in the areas of Math and Language Arts. The curriculum consists of Math , Language Arts, Science, Spanish and Physical Education. Lesson plans are required for each one of these subjects. Day Care Regular Staff 1. Frances Rose 2. Mary Bowman 3. Hilda Penichet 4. Teresa Cherenek 5. Covington Grant Working Schedule Total Hours per Day 9:00-5:00 8:00-2:00 12:00-6:00 7:00-1:00 12:00-6:00 8 6 6 6 6 6. Virdea Mayes 7:00-1:00 6 7. Lola Lipkins 9:00-5:00 8 8. Lornette Jack 8:30-5:00 8 1 9. Ernest Clark 10:00-7:00 9 10. Beverly Wynn 7:00-1:00 6 PAY Cere Bmergercy CtTA..Nara.ts..w(8pedia1.,_Title Vt)._ Art TheraPY Aides 11. Catherine Cunningham 11:00=,5:00 6 12. Hirminia Delgado 9:00-3:00 6 13. Robert Green 9:00-3:00 6 Youth Agency Workers 14. Dorothy Hostick 8:30-3:30 7 15. Ycela Aleman 11:00-6:00 7 16. Martha Scott 10:30-5:30 7 17. Cynthia McKnight 10:30-5:30 7 18. Bernice Watkins 12:00-6:00 6 Outside Personnel Career Development Intern 19. Yves Fequire (varies) 20. Hilda Rodriguez (varies) 25 hours weekly 25 hours weekly I. and II. Supervisor and Head Teacher: Frances Rose - Classified as Day Care Teacher Assistant, performs 75% of her time as "Acting" Supervisor and 25% as "Acting" Head Teacher. As "Acting" Supervisor her duties generally consist of planning and developing the annual educational curriculum; assigning teaching subjects to Instructors; determining the daily schedule of cleaning duties, "Center Rotation", special projects, etc.; determining in-house policies and procedures for the center; evaluating the staff; counseling staff, children and parents; delegating responsibilities to staff; evaluating quality of education being provided; implementing changes for achieving higher standards; collecting and recording fees, etc. As "Acting" Head Teacher her duties basically consist of planning and conducting the daily program and activities of children; supervising personnel; preparing educational materials; attending staff and parent meetings; sharing information with other staff members, etc. She answers directly to the Day Care Administrator and Assistant Administrator, respectively. Incumbent is working within her "Acting" classifications and has proper credentials on file as well. III. Instructors: For a lengthier description of duties, please refer to the "Instructors" description in the Shenandoah Center. However, in brief, it can be said that at Eaton Children's Center, Day Care Instructors are responsible for preparing lesson plans and providing instruction to the children graduating from the centers, -10- MEW ih the areas of Language Arts/Reading Readiness and Math Skills. These duties were assigned to the instructors approximately ohe month ago. In addition, Instructors have beet assigned the responsibility of ensuring that the duties assigned to the staff are carried out. Because of the absence of a Head Teacher, the Supervisor has found it necessary to share the duties of Dead Teacher with two Day Care Instructors. In the absence of the Supervisor, depending on the shift, the Instructors are assigned supervisory duties and assume command of the center. The usual assortment of duties are performed by these employees as well Mary Bowman - Works within classification and properly qualified. Hilda Penichet - Works within classification and properly qualified. IV. Typist Clerk: Lornette Jack - Performs as clerical assistant to the center; within classification and properly qualified. V. Day Care Aides, Art Therarw Aides, Youth Agency Workers; "Outside Agency Personnel." Basic duties have already been described under Day Care Aides in the Shenandoah description. However, in brief, it can be said that at Eaton Children's Center the Day Care Aides are responsible for providing instruction to the pre-schoolers during "Center Rotation." Lesson plans are submitted by them. In many cases Day Care Aides do not have an assistant to work with them. Youth Agency Workers are responsible for assisting Instructors with their duties and Art Therapy Aides prepare lesson plans and conduct group sessions in the areas of art and creative expression. The usual assortment of routine duties, mentioned elsewhere, are performed by these employees as well. a) Day Care Aides: Teresa Cherenek - Works outside her classification. Incumbent teaches Spanish and submits lesson plans. Duties must be reassigned. Convigton Grant - Works within classification and properly qualified. \Tirdea Mayes - Works outside her classification. Incumbent teaches Science and submit lesson plans. Duties must be reassigned. Beverly Wynn - Works outside her classification in that she teaches Math and Number Skills to children, and submits lesson plans. Duties must be reassigned. -11- kola titkins _ Works outside het classification in that she teaches Language Development and Language Readiness and submits lesson plans. Duties must be reassigned b) Art Therapy Aidegt Catherine Cunningham - Within classification and properly qualified. Robert Green - Within classification and properly qualified. t-iirminia Delgado - Within classification and properly qualified. c) Youth Aaency Workers: Dorothy Hostick - Within classification and properly qualified. Ycela Aleman - Works outside her classification. Incumbent teaches Math and submits lesson plans. Duties must be reassigned. Martha Scott - Within classification and properly qualified. Cynthia McKnight - Within classification and properly qualified. Bernice Watkins - Within classification and properly qualified. Outside Personnel: d) Career Development Interns: On occasions, Career Development Interns may assist Instructors in conducting learning sessions with the children. Much depends on their school schedule and the extent to which it conflicts with the center's schedule. Yves Fequiere - Within classification and properly qualified. Hilda Rodriguez - Within classification and properly qualified. VI. Custodian: Ernest Clark - Performs regular custodial duties for the center; within classification and properly qualified. However, no driving assignments should be given him until his valid driver's license has been restored. EDISON/LITTLE RIVER DAY CARE CENTER Edison/Little River Day Care Center has a client population of twenty- four (24) children and a staff of nine (9). The majority of children are French speaking Haitians, but language barriers do not appear to have prevented communication between children and staff. The -12- MME MEE mmw • A dUrriculuM consists of Math, Language Art, Science, Art, Geography, Conking and Dance, The children are diVidecl ih four groins: Puppies, the 2 year -olds; Snapdragons,, 3 year -olds; Grasshopper's, 4 year-o1d5 and Owls, the 5 year-olds,The Supervisor decides croup placement. The center varies significantly from the other in the following aspects: ADMINISTRATION: The Supervisor of Edison/Little River, Vicky Hamilton, has reported directly to the Director of the t)ePartment of Citizen Services since March 31, 1978. This center was recently opened and difficulties were encountered, at the beginning, in upgrading the rented facility,to meet Health Department standards. PHYSICAL LAYOUT: The distribution of space is different in Edison. Smaller adjacent rooms branch out of a larger main room. This architectural arrangement seems to have a direct bearing on the atmosphere of the center: children are much quieter and they appear more relaxed. PERSONNEL: Because the center is a new addition to the Program, there is no Day Care regular staff. There is no Head Teacher or Instructors. The staff consists of one Supervisor, one Aide, one FIU Intern, one Custodian and five Youth Agency employees. Children receive instruction through the Youth Agency Workers, the Aide and the FIU Intern. The center has a ratio of one adult for every three children (1:3). This is the smallest staff of all three centers. There is less adult pressure on the children. This fact, and the availability of more space, could at least partially account for the quieter condition of the children. EDISON CENTER STAFF: Classification 1. Supervisor 2. FIU Intern 3. CETA YAW 4. CETA YAW 5. CETA YAW 6. CETA YAW 7. CETA YAW 8. Day Care Aide 9. Custodian Name Vicky Hamilton Pat Chavis Judy Paul Theodora Smith Miralia Soto Reyna Yacut Barbara Garrison Rachel Edward Eugenio Gonzalez Working Schedule Total Daily Hours 9:00-6:00 (varies) 10:30-5:30 8:00-3:00 7:30-2:30 8:00-3:00 7:30-2:30 8:00-2:00 10:00-6:30 8 25 (weekly) 7 7 7 7 7 6 8 I. Supervisor: Vicky Hamilton - Classified as Teacher Assistant works as "Acting" Supervisor for the Edison Center. As mentioned before, she -13- reports directly to the Department Director. She has the usual supervisory duties of Collecting and recording fees; donfering With parents regarding tuition and Childrensi problems; supervises and evaluates staff; coordinates staff meetings; Checks lesson plans and determines in-house rules and regulations for the operation of the center. Because of the total lack of teachers and instructors, Ms. Hamilton plans and reviews all teaching activities. There is no clerical assistance at the center which increases the Supervisor's paper work. Ms. Hamilton wishes she could spend more time with the children as she enjoys her profession of registered teacher. Incumbent works within her "Acting" classification and is properly classified, and meets the requirements for the position. II. FIU Intern: Pat Chavis - Works under an internship program of 25 hours per week. Teaches geography and prepares lesson plans; makes evaluation of child's behavior; monitors games; assists in keeping record of food service and performs the usual custodial - type activities for the children which are shared by the rest of the staff. Incumbent works within classification and properly qualified. III. CETA Youth Aaency Workers:. Judy Paul - Within classification and properly qualified. Barbara Garrison - Incumbent works outside classification in that she submits lesson plans and teaches Language Arts. Duties must be reassigned. Miralia Soto - Incumbent works outside classification in that she submits lesson plans and teaches Science to children. Duties must be reassigned. Reyna Yacub - Incumbent working outside classification in that she submits lesson plans and teaches Math to children. Duties must be reassigned. Theodora Smith - Incumbent working outside classification in that she submits lesson plans and teaches English to children. Duties must be reassigned. IV. Day Care Aide: Rachel Edwards - Properly qualified to be a Day Care Aide but has not started performing these duties yet. Incumbent is new to the Program in this capacity. V. Custodian: Eugenio Gonzales - Performs regular custodial work for the center, -14- • mmm MED EMS ran Immw mmw MEE maw umm A dRdept those activities inVolVing bending or lifting, Mr, Ochtales has a back condition as a result Of a work accident. buties specifically involve cleaning bathrooms, Cleaning the patio; raking leaves: sweeping floors and serving as driver to the children on field trips, Incumbent works within classification and properly qualified, bAY CARE MAIN OFFICE: because of dismissals, new assignments and other organizational changes that have occurred recently, it was impossible to conduct a classification study of these eight (8) positions, MEW Sttiovkl y Most of the perfttanent bay Care regular personnel have been with the program since its inception, approximately three'-anda=half years ago. Ninety per cent (90%) of this staff works only six hours a day. As they are Part-time Positions, they have no sick leave, no holidays, no vacations --no benefits. A previous audit retort of December 20, 1977, established the much -needed full --time day care classifications. The report is at present in the Department of Management and Budget, where it is being reviewed for budgetary impact. Some of the original Day Care personnel have tired of these working conditions and left the Program. ,A number of dedicated people still remain, but are becoming progressively more disillusioned. It is not surprising that the staff's interest and morale have deteriorated. (However, in spite of these financial restrictions, many dedicated regular -staff employees have managed to supply educational material, often bought with their own money.) Because of budgetary constraints, regular personnel who resign are not replaced. At the beginning of the Day Care Program, approximately the following positions were established to cover the three existing day care centers: • 3 Day Care Supervisors 6 Day Care Teacher Assistants 15 Day Care Instructors 15 Day Care Aides Total 39 Positions At present, three and a half years later, the following personnel remain, covering the four existing day care centers: 1 Day Care Supervisor 4 Day Care Teacher Assistant(3 "Acting Supervisor 11 Day Care Instructors 8 Day Care. Aides 2 Typist Clerks 4 Custodians Total 30 Positions In addition to the above staff, the Day Care Program has the following eager, but generally untrained temporary grant personnel: 13 Art Therapy Aides 21 Youth Agency Workers 4 Outside Agency Personnel (FIU Interns, etc.) Total 38 Positions -16- 4 This q±ves the Day Care Centers a grand total of 68 employees. There are an additional eight (8) positions in the Day Care Main Office, It Was found that this is an excessive number of staff for a Program of this size. The excess results from the number of tem- porary personnel in the program. It is felt that this large number of temporary personnel should be eliminated and should instead be replaced with a small number of qualified, well -trained "regular" employees in the positions of Aide and Instructor. Where qualified personnel is not available, duties must be reassigned if the Program is to be implemented. Day Care Aides -mostly Art Therapy Aides -have been assigned to teach and submit lesson plans because there have not been enough qualified Teachers and Instructors. Because the Program lacks a regular, permanent staff, temporary• workers, such as the Art Therapy Aides or the Youth Agency Workers have been assigned to the Program. Conceivably, because of the temporary nature of their assignment, some of these employees lack the initiative and interest of regular personnel. Staff selection and development is, perhaps, the most important element in the successful operation of a day care program. The staff creates the atmosphere in which the children are going to remain for large portions of each day. Day Care Programs, by their nature, make great demands upon the physical and emotional energies of staff members. With the exception of the custodians and one Day Care Aide, the entire Day Care staff is female. For the great majority of these women, the Day Care job is their only means of support. A staff which has no permanent security, and lacks benefits, is not going to perform as efficiently as one that does. The temporary personnel -as a whole -do not appear to have the necessary training and qualifications to work with preschoolers, one of the most difficult ages with which to work from a pedagogical standpoint. Because these temporary workers lack the proper training, the regular staff must assume the responsibility for training; which, in turn, takes time away from the children. Temporary staff, on the other hand, works an average of seven hours daily and accrues certain benefits. The "regular" or 6-hour Day Care employees must train other employees who often get paid an hour extra and receive benefits they lack. Allegations that employees are working out of their classifications must be restricted to the Day Care Aides and temporary workers who perform teaching duties, since only within these categories are employees working significantly out of their classification. The following is a breakdown of employees working within and outside their classification, listed by Day Care Center. -17- MEM EIMIE gIENANDd2H_DAY CARE CENTER Employees working within classification 18 Employees working outside classification 1 Total number of employees MOORE DAY CARE CENTER Employees working within classification 19 Employees working outside classification 1 Total number of employees EATON CHILDREN'S CENTER Employees working within classification Employees working outside classification Total number of employees EDISON/LITTLE RIVER DAY CARE CENTER Employees working within classification Employees working outside classification Total number of employees 15 5 TOTAL EMPLOYEES WORKING WITHIN CLASSIFICATION 57 TOTAL EMPLOYEES WORKING OUTSIDE CLASSIFICATION 11 GRAND TOTAL OF EMPLOYEES 19 20 20 9 68 The above breakdown by Day Care Center shows that 84% of the employees interviewed are working within their classification. This figure does not, of course, include the eight positions in the Day Care Main Office for reasons previously mentioned. The percentage of those within classification does not seem to be excessively low, considering the shortage of "regular" personnel in the Day Care centers. It would presumably improve, upon the reassignment of duties possible when the regular Day Care staff vacancies are filled. It should be noted that a series of duties, when shared by an entire staff, does not imply equal responsibility as long as definite lines of authority are clearly established. The custodial -type duties all Day Care employees perform --washing and cleaning the children, keeping the center in an orderly condition, helping in the kitchen, supervising children's free play, etc. --are routine for personnel who work with preschool children. The following recommendations, if implemented, will allow an augmented regular staff to properly perform its function and still reduce the excessive ratio of adults to children. -18- RE oMMtNbATIoNS t based on the foregoing summary of findincts, it is recotttnended thatt L The previous audit recommendations approved at the Civil Service Meeting of December 20, 1917, be implemented as soon as possible. This provides for making the regular Day Care employees full time with benefits. See attached copy of audit report. 2. Regular staff be brought up to its full complement. 3. Programs resulting in the assignment of superfluous and/or untrained personnel, (i.e. Art Therapy Aides and Youth Agency Workers) be terminated as soon as possible. 4. Employees working out of their classification be reassigned duties appropriate to their title as soon as possible. -19- Mb CoNtiNuEb lj1.:11Ait`1' .ii:N OF HUMAN Ici:suvltrl::,'3 CIi-1'' Yy �1O t'' M`I,Ai iM�I M2lMOItANDUof TO rrtom Jo: eph Grassie City Manager Carlos G. Arauz) Assistant Department of Human Resourz 1 1. OtigittOr 1tequeat: Name: Rob Parkins `Tina: Director DATE riLt su11Ji. ct Audit of the City of Miami Child Care proar;;1 bate: December 20) 1977 September 13,'1977 Dept.: Office of Community Aff-i r; ;t' ry,-t nFg;r., 2. Purnoie of that Audit: SITo determine the accuracy of the current class title. t Ta daterrnin.s adequacy of present salary range. DTo establish a new classification. 3. Incumbent (a) Involved: Name(s) Current Class Title Pres. Rate of Pay Step In All ,Dnv (-arr. Pcrsnr_nel 4. Summary of Audit: On September 13, 1977, an audit was benun of the City of Miami Child Care Pro- gram located within the Office of Community Affairs. Information for this audit was collected through verbal and written discussions with administrative officials, as well as throuah interviewing and observation of day care person- nel at their work setting. The three day care centers of the City -- Moore, Eaton and Shenandoah -- were visited during working hours. The audit was essentially conducted in order to grant full-time status to the majority of the Day Care personnel. A primary objective of the City is the ex- tension of civil service status to its work force. By .facilitating permanent classified status to this significant number. of Day Care personnel, these em- ployees would he brought under the jurisdiction of the Charter and Civil Ser- vice Rules. As it presently stands 906 of the Day Care staff is hired to work a (-hour shift. As the: work cannot be completed in this period of time some employees are required to work two extra hours dai3y or outside personnel must they hired to complete the work. Employees who must work extra find themselves working a regular 8-hour shift and lacking the security, benefits and civil service -tat.us any full -tame municipal employee enjoys. lli:,PARTnIIENT OF }IUMAN RESOURCES CITY OF MIAMt 4. Sw a _arY o r__Audi t , (coat,) The Day Care Program was budgeted in 1974-75 for 55 positions and three (3) centers with a client population of 150 children. Each center hours are from 7c00 a.m, to 6c00 p.m,; with 900 of the staff working only six (6) hours per day, it requires 2 1/2 persons for each eight (8) hour day, Granting full- time status to this group of employees would remedy the morale problem brought about by their benefit -exempt status as well as save the City the additional salary of outside personnel. The Day Care Administrator presently administers a program made up of 55 staff members, projected to increase to 80 employees. She monitors 3 day care centers with a client population of 150 children to increase to 250, as 75 more are expected to enroll as soon as the buildings enlarge this fiscal year. A fourth center, Edison Pre -School, has also been assigned to the direction of the .,recumbent, with a staff of eight (8) and a client population of twenty-four (24) children. This center has been in oper- ation since September 1977 and requires a complete reorganization of its pro- gram. Ms. Robbie Chandler, Day Care Administrator, provided considerable information regarding classification requirements and organizational structure necessary for the program under her direction. After consultation with her it was agreed that new titles be given to the following, existing part-time positions. Under these new titles, however, the duties as well as the corresponding occupational code number, are to remain the same as under the previous part-time title. Pro- posed salary range has remained at the same hourly rate and is indicated. Prop. Part-time Position Proposed Title 2 Rance (6303) Day Care Teacher Assistant (6304) Day Care Instructor (6305) Day Care Aide (6303) Day Care Teacher (6304) Day Care Assistant ('6:305) Day Care Aide The specifications for these subject positions are attached. M.S. -2- 18 13 MRic MEM ' . ARTi•1bNT (.' l fu:•:.1;; ItE Uul'.cLis I' -''` CITY OF M i AA I 5, IncoMMENDATIov 1, The existing classification of Day Care Teacher, occupational code #6302, be retitled Day Care Center Supervisor, occupational code #6302 (same), salary range 23 (same) , Job specifications attached, 2. The following new classifications be established, Job specifications attache.' Suggested salary range is indicated, Occupational Cocle Classification Proposed Salary Ranne 6311 Senior Day Care Social l;orker 24' 6301 Asst. Day Care Administrator 25 6303 Day Care Teacher 22 6304 Day Care Assistant 18 6305 Day Care Aide 13 In addition, it is suggested that in view o:f the increased responsibilities and duties, the salary rang. for Day Care Administrator, #6300, be adjusted upward two stops to range 27. M. S. 6. Recommendation of the Civil Service Board: The Civil Service Board meeting on December 20, 1977, voted 5-0, to concur unanimously with the recommendations shown above. Robert D. Krause Executive Secretary Civil Service Board 7. Action of the City Manager: a) Department of )-funan Resources: -c L/ Approved Disapproved g.,_41/ 7 1 Date: Corrected Copy 12/2F1/77 1111111114 b) Department of Management Services: Approved Disapproved Date: To Be Effective: (Date) MEW nAY_cAt? ,_„_Ate ltNt.ST,r.vrof2 NATOR_ nF _OPk This is administrative and specialized work of .-► professional nature in the oroani. ation and operation of day care centers, Work involves the cootdi.nation and supervision of a number of clay care centers, Duties :include developing and orc►anizing procedures to conform to State and Federal guidelines and to follow sound and established day care practices. Employee will, where advisable, enlist the cooperation of offi- cials and other individuals concerned with an effective day care program. Supervision is exercised over subordinate personnel involved in carrying out the daily activities of such a proe►ran, and employee is responsible for in- suring that work is in accordance with established procedures. Administra- tive supervision is received through analysis of records And reports, field inspections, and periodic conferences. ILLUSTRATIVE EXAMPLES OF WORK PERFORMED: Supervises subordinate staff responsible for insuring a quality day care program. Develops operation procedures for the clay care centers in accordance 111 with State and Federal guidelines. tt mmm mmm mmm mmm Works with community and public officials explaining and promoting the day care program. ML Advises and assists in replacing existing equipment and in purchasing new equipment, materials, and supplies necessary for the day care centers. Assists. in soliciting contract bids from private agencies for the provi- sion of services such as linen and extermination services. Assists in controlling all expenditures for the day care facility. Prepares reports and correspondence as required. Performs related work as required. DESIRABLE KNOWLEDGES, t\RiLITIES, AND SKILLS: Thorough knowledge of the procedures and objectives of an effective clay care program. Thorough knowledge of facilities and c,cl►.ia.pment necessary in administer- ing a well-org'ni.zed dray care program. Concidc'rnblo knowledctc of .a wido variety of clay card activities. Considerable knowlydno of currant State and Federal legislation pertain- ing to clay care centers. MEIN INNIS MMM MMW MMM PAYw_c0r:_ nt 1uIISTRATQT2:_.(Cont) Ability to develop) plan, organize) ,and administer .' day care ptoCara:t to moot the needs of the City. Ability to select qualified teachers and aides. Ability to train personnel in the proper day care techniques. Ability to prepare c:or.respondence) reports, and appropriate publicit- mater.ial. Ability to speak effectively in public on day care matters. Ability to estahli,>h and maintain an effective workinci relationship -.•ith other employees and the General public. -2SSIP:1FLC PAS.T.0 TRAINING AND EXPERIENCE: Master's Degree in Early Childhood Education or in a related field, :.._rough experience in day care administration or in teaching. OR Equivalent in education and experience. CESS1i2Y SPECIAL QUALIFICATION5: Possesion of Health Card as required by Florida Standards for Chit: MOM MML Naar ERF IEEE tt i r ASS NTANT I)A'r , ('AI _M) ItNISTRATOU h .01 NATURE C)F WOR This is administrative, pt•oCessi.onat, and specialized work, assisting the Dav Care Administrator in the organization And operation oC day care canters. Work involves assisting in the coordination and supervision of a num. ber of day care centers. Duties include assisting .in developing and orga- nizing procedures to conform to State and Federal auiclel.ines and to follow sound and established clay care practices. Employee will, where advisable, helps enlist the cooperation of officials and other individuals concerned with an efCective day care program. Supervision is exercised over subordi- nated personnel involved in carrying out the daily activities of such a program, and Employee is responsible for insuring that work is in accor- dance with established procedures. Incumbent represents the Day Care Admin- istrator in her absence. Work is performed under general supervision. ILLUSTRATIVE EXAMPLES OF Vt)t2K .PERFORMED: Supervises subordinate staff responsible for insuring a quality day care program. Assists in developing operating procedures for the day care centers in accordance with State and Federal guidelines. As directed, supervises the food and nutrition program and carries out the necessary procedures to implement an effective program. Advises and assists in replacing existing equipment and in purchasing new equipment; materials, and supplies necessary for the day care centers. Supervises and participates in preparing the budget report for the pro- gram. Attends community and public meetings as required. Prepares reports and correspondence as required. Performs related work as required. DESIRABLE KNOWLEDGES, ABILITIES, AND SKILLS: Considerable knowledge of the procedures and objectives of an effective day care program. Considerable knowledge of facilities and equipment necessary in adminis- tering a well.—w q:,riizOcl day care program. Considerable knowledge of a wide variety of day card activities. Soma knowledge of current Slate :3nd.l Federal legislation pertaining to clay care centers. in) A A.,3 `11 tf Iill' C 1h1. A1tJ11.N.fst'it;1'r )1 (C'utet) Ability to assist itt developing) planning) otclarriz i ng) a clay care program to tner,t the needs o,t. the City and-drninister= Ability to help select qualiiird teachers and ,.lile's. Ability to train personnel in the prope-ir day care techniques. Ability to prepare correspondence) reports) and appropriate publicity material. Ability to speak effectively in public on day care matters. Ability to establish and maintain an effective working relationship with other employees and the c►eneral public. DESIRABLE BASIC TRAINING AND EXPERIENCE: Bachelor's Degree in !early Childhood Education or related 1Jul-d) and considerable experience in day care administration or in teaching. OR Equivalent in education And experience. NECESSARY SPECIAL QUALIFICATIONS: Possesion of health Card as required by Florida Standards for Child Care licensing. I i:Cl.l: This is responsible work planning and super',,:i. -. i t.ct the edltcat tonal ricult►ln and food Set'VI e c its: t i(. l t: i (!s in a day (;are cen ter & An employee in .a position allocated to this cl,t .: is responsible for planning and devolu )ltli1 the itll•;Uitt educational_ curriculum, 3Upervising soh. ordinate staft conducting classes; planning meals and ulnerv.is incl the food ::erv1.Ce activities in a day Care center. Work :inl.'C,ty ,s supervising staff involved .in curriculum planning activities; education; selecting and prep• wring material to be used in the classrooms; completing progress reports on each child and discussing problems and progress with parents. Work is performed under the general supervi5iun of a Day Care Adnrinistra- tor and is reviewed through conferences and reports for conforinande to poli- cies and procedures and the results obtained. ILLUSTRATIVE EXAMPLES OF WORK PERFORMED: Supervises the activities of all day car: renter employees. Observes, supervises, evaluates and pa':tir_ipatc-s in te.: ing and in de- veloping teaching methods and techniques for pre-school children. Approves the daily lesson plans prepared by subordinate staff. Counsels staff and recommends possible solutions for problems arising as a result of individual adjustment problems. Completes progress reports and discusses individual child's progress with parents. Plans meals that provide the proper elements of nutrition as established by federal guidelines. Supervises the custodial activities of the day care center. Supervises and evaluates the quality of education being provided and im- plements changes for achieving higher standards. Performs related work as required. f)ESIRABLE NNOWLEDGES, ABILITIES AND SKILLS: Some knowledge of the procedure and objectives of an effective day care program. Considerable knowledge of a wide variety of d.-y care activities. F'c(/;t• 1 of P let's A. DAY C:ENTIa,?' `,UPEI?hCSO(CUT('+111. hf-S ,CiAt3[,,L' _I.iVC)ly,1.L)CCS)__ArItO. Lt S_AiUf)..,s rL.LS: (Copt nuod) Solna knowlcdoe of facilities and ogltiprlent necesary in administering a well-or(lanized clay care program. Some knowledcie of current State And Federal l.ngislAtion pertaining to day card centers. Ability to assist in developing) planning) organizing) and administer-: ing a day care program to tneet the needs of the City. Ability to train subordinate personnel in the proper day care techniques. Ability to prepare necessary correspondence and reports. Ability to work effectively with preschool children. Ability to establish and maintain an effective working relationship with other employees and tlic: genera) public. DESIRABLE BASIC TRAINING AND EXPERIENCE: Bachelor's Degree with emphasis on Elementary Education, Early Child- hood Development or related field Arad some teaching experience, preferably including some supervisory experience. OR Equivalent in education and experience. NECESSARY SPECIAL QUALIFICATIONS: Must show proof of Florida Teaching Certificate at time of appointment. Possesion of Health Card as required by Florida Standards for Child Care licensing. 11/77 Page 2 of 2 Pages lEEM EATU 0t YORKC Th:ic is professional child care and development work in a municipal child care facility for preschool children. Employees in this class are primarily responsible for program activity planning, and the daily supervision of a group of preschool children in a child care center. Emphasis of the work is on planning and carrying out activities which contribute to the social, physical, intellectual and emotional needs of the group and individual children. Related reoponcibili tic:;. include participation in overall planning for the center, on-the-job trainim: of Child Development Workers and sharing with parents appropriate information concerning care and development of their children. Work is performed under a professional superior who evaluates work for effectiveness in day-to-day results in the development of children. ILLUSTRATIVE EXAMPLES OF WORK P ERf o i?iED: Observes, evaluates and participates in teaching and in developing teaching methods and techniques for preschool children. Plans and conducts daily activities for children. Supervises personnel assigned to assist with daily group activities. Prepares. educational material required to implement the daily activity plan. Maintains an orderly physical environment conducive to optimal growth and development of children. Attends staff and parent meetings and contributes to the meetings. Shares information appropriately with other day care staff members. Relates to parent: of children in the group to plan for activities designed to foster the growth and development of each child. Observeo,recordc and reports significant individual and group behavior. Performo related work as required. DESIRABLE KNOWLEDGE:), ABILITIES AND SKILLS: Some knowledge or the procedures and objectives of an effective day care program. Ability to relate sensitively to preschool children and some knowlee of a wide yr ripty of day care activitiQ;. Page 1 of 2 Pages Ent 04 A:'i I) . r:7L Lit Evidence of emotional maturity and stability. Evidence of sufficient: security and judgment to handle crisis situations and ,to Use supervision constructively, Physical stamina Ability to assist in developing, planning, organizing and. administering a day care program to meet the needs of the City.. Ability to train :subordinate personnel in the proper day care techniques and maintain a good relationship with the general public. DESIRAt3LE BASIC TRAINING AND EXPERIEiiC3 A Bachelor's degree, or equivalent in early childhood education, elementary education, or related field NECESSARY SPECIAL QUALIFICATIONS: duct show proof of Florida Teaching Certificate at time of appointment. Possession of Health Card as required by Florida Standards for Child Care licensing. 11/77 Pa Ge 2 or 2 PaF-;e:.:, 1 DAY „C'A!" 1.SSISTANT This is sub-prctfessi.citt:►1 teachina work in planning curriculums and con.. ducting learning s ss ion.4 for pro -,school age chi ] drr.n in r day care center. An employee in ,-t position allocated to this class is responsible for preparing 1csson plains and conducting and supervising group sPSSions teaching pre --school age children in several program areas. Work involves plannind daily lesson ptan7 and activities such as art, Music, manipulative Skills, nutrition, and social development; conducting the riroup activities according to the lesson plates; assi.y ina lesson plans to subordinate staff and super- visina these staff members conduct croup activities; an employee in this clze,s also prepares progress reports for each child. Work is performed under the general supervision of the bay Care Teacher and is reviewed through conferences and reports for results obtained. ILL1JSTRATIV[: E:CN.IPLES OF t':v:?K PSi3FOR 1Ed: (NOTE: Thcse examples cre intended only as illustration of the various types of work performed in positions allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.) Plans and prepares daily lesson plans and activities such as math, lan- guace arts, music, manipulative skills, science, health, nutrition and dramatic plays. Conducts group sessions teaching children in various areas according to the lesson plans. ties. Assigns activities and supervises subordinates in teaching group activi- Prepares evaluations and maintains records of each child's progress. Assists in planning the Annual curriculum for the ciao care center. Tealeas manners, and good extinct habits by eating meals with the children. Supervises outdoor play; joins other children in names. Evaluates children's progress and plans speci.al activities for children with adjustment problems. Part' 1 of ? Panes A D 'r CA E, riS`.i•I TAtit_(C()i'r 4 r))_ I LCI 'CF?ATIV , P,xAmPLos._ C)f itOflK P �'�7 iiiE : (Cor inuat: on) Performs in sti Assistant Supervisory is not at the Center. Assists in toileting, washing hands, capacity when the Teacher faces, tying shots, etc. Perforrti3 related wort, as required. tESIRABLE BASIC TRAINING MW E .PER=:si10E: Graduation from a standard high school and some experience working with children in group activities. Successful completion of approximately two years of college may :.substitute for the required experience. CR Equivalent in education and experience. flECESSARY SPECIAL QUALIFICATIONS: Possession of Health Card a:..; required by Florida Standards for Child Care licensing. • 11/77 Page 2 of 2 Pa;yes 6305 . l)f1Y 61?_ .[q N:1Titt; a OF t.•:QRK: This is sub -professional, re ponsiblc? '.ork assisting superiors or staff in concluctinct groupactivities in a day care center. Ati employcse i.n a position allocated to this class is responsible for as- sisting superiors by conducting group activities planned by superior staff member and assisting in preparing materials .and equipment for conducting classroom activities. ()atlas include conducting group activities according to pre -planned lesson plans in areas such its art) music, language development, dramatic play, and social development; Escorting children on field trips and in outdoor activities; working with the children in cleaning, washing, and preparing the dining area for food services; and consulting with the superiors on personal adjustment problems with the children. Work is performed under tht' direct supervision of a superior staff and is reviewed for the results accomplished. ILLUSTRATIVE_ riXXMPLES OF l:o; < PERFORMED: (NOTE: These examples are intended only as illustrations of the various types of work performed in positions allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.) Prepares classroom materials and outdoor equipment for group activities. Accompanies children on field trips and in outdoor activities. • Leads group activities planned by superiors in activities such as dancing, painting and singing. Works with children preparing classroom and cleaning equipment. the dining area, preparing materials Provides input for the teachers in planning lessons plans. for Teaches good manners and eating habits by eating with the children at meats. Discusses child adjustment problems with superior staff members and as- sists in planning additional training for better development. Assists in toilt•ti.nn, „:ashi.nrl hands and faces, tying shoes, etc. Performrolat<'d work as required. P.-rot` 1 of .2 Rash's r 0 SIRAIILE Craduation from a standard high school. Progressively resoonsible experience in child care work may besubstitutQd on a year -for -year basis for the required high School training. NECESSARY SPECIAL QUALIFICATIONSt Possession of Health Card as required by Florida Standards for Child Care licensing. 11/77 Par7e 2 of 2 PaGf!s • rr NATtJRL' OFJMK: This is professional social work responsible for directly providing social services to families of children enrolled in the Day Care Program. Employees in this class are responsible for interviewing applicants and obtaining information necessary to enroll children iti the program; the setting of fees for day care services, counseling families of enrolled children :in relation to problems such as budgeting and home management, housing employment, family relationship and other social adjust:.,ents in the day care program. Incumbents exercise independent judgment in evaluating information and iniciating program action. Supervision is received from a professional supervisor who evaluates quality of results through personal conferences and analysis of records and activity reports. ILLUSTRATIVE EXAMPLES MPLES OF WORK PEItC'raE:JEED: Develops and supervises Day Care Center by enrolling children, setting fees, visiting centers and counseling day care parents. Evaluates children's adjustment in the Day Care Program. Counsels families of enrolled children in relation to problems concern- ing housing, employment, home management, family relationships and other so- cial adjustment difficulties. Refers families for additional Community services as needed. Assists Director by participating in planning and executing parent ac- tivities; observing children with special problems; collaborating with other center personnel such as the nurse to resolve or alleviate family difficul- ties that adversely affect a child's adjustment in the Day Care Center. Coordinates special services for the benefit of Day Care Center parents. DESIRABLE KNOWLEDGES, ABILITIES AND SKILLS: Considerable knowledge of the principles and practices of social welfare, standard methods and techniques of social casework. ing. Considerable knowledge of basic interviewing techniques and record -keep - Considerable knowledge of a wide range of community services. Ability to estabi.ish helping relationship with pre-school children and adults of varying .educational, experimental and socio-economic backgrounds. Ability to establish working relationships with staff members of a wide variety of agencies and institutions. Ability to express ideas clearly and concisely, orally and in writing. (01.0 bAY_ CAP17,50(1..4t,WRICEM (CONT) MSTRAPLE ilASTC TRAINMG..4NDLXPERtENCE: Graduation from an accredited coliege or university with a degree ih pc,ychotooy or related field and some working experience in so=. ci:11 work, OR 8quiva1ent in education and experience. NECESSARY SPECIAL QUI\LIFtCATIQNS: Po5sesion of liealth Card as required by Florida Standards for child care licensing. 11/77 6311 Si `ITOR t)e V CARE SOCIi.T1 t,,ORICRP NATUfl OF WORK t This is professional and specialized work responsible for organizing and executing a comprehensive parent education and enrichment program for parents who use the services of the Miami Child Care Program. An employee in this class would strive for identifying and developing the potential of the parents of the children in the program, and would essentially coordinate the resources of the program and the community, to provide expert knowledge and opinion about the needs, ccncerr.s and problems of the participating parents. Work is performed under the general supervision of the Day Care Administrator and is reviewed through conferences and reports for conformance to policies and procedures and the results obtained. ILLUSTRATIVE EXAMPLES OF THE WORN PERFORMED: Develops a comprehensive, realistic, education and enrichment program for parents who use the Day Care centers in order to enhance parental understanding and functioning. Attends and/or convenes appropriate meetings and conferences at a time when working; parents c..n assist. Coordinates the resources of the program and the community to provide expert knowledge and opinion about the needs, concerns and .problems of the workin,, parents. Devises and executes meaningful education programs and projects that deal with the specific concerns and needs of groups of parents. As required, staffs Parents' committees and citizen participation groups for the Day Care Program. Devises techniques for stimulating the broad involvement of parents in the education and enrichment program. Identifies and develops the parental potential of participating parents. Establishes criteria for evaluating the effectiveness of the program as a whole, and for specific segments of the pace;ram. Observe.: and analyzes the effectiveness of ttie education sand enrichment program and of it:, specific segments. Performs related ..ork as required. IEEE SEWTOR DAY CA L t`.ONT' D DESIRABLE KNOtsLED ES, ABILITIES h:;1) SKILLS: Considerable knowledge of the procedures and objectives of an effective day care program. Considerable ability to establish meaningful relationships With and to motivate, adults of varying educational and socioeconomic back- grounds. Considerable knowledge of a variety of appropriate community resources available to the education and enrichment program and to the parents who participate in it. Considerable evidence of emotional maturity and stability. Considerable sensitivity to the individual parent and group needs of children. Considerable maturity and good judgement to function in crisis situations. Ability to speak before croups. Ability to recommend modifications in the content and/or presentat cn of one or more segments of the parent education program in response to new knowledge, changing concerns and needs of participating parents. DESIRABLE BASIC TRAINING AND EXPERIENCE: Bachelor's degree in Social Work or related field and considerable experience in organizing parent and citizen participation groups, including one (1) year of supervisory experience. Equivalent in education and experience. NECESSARY SPECIAL QUALIFICATIONS: Possession of health Card as required by Florida Standards of Child Care licensing. 11/77 ote5E R. Grassie ity Managers /1 r, W. Parking, Director itizen Services Department May 11, 1578 City of Miami Day Care Program Meeting with Parents Coalition On Friday, May 5, 1978, members of a group identified as the Parents Coalition raised a series of questions. The questions raised, and the corresponding answers, are as follows: 1) What will be the situation related to the installation of grass at all three City of Miami Day Care Program locations? ANSWER: As had been previously advised, we had anticipated a trial period for the product known as TanBark. This product was selected for this trial predicated upon the advice of the Director of the Department of Parks and Recreation, and based upon the contention of several parents that the lack of any surface other than the dirt in the playground areas was causing some problems for their children. You will find attached as Exhibit 1, a memorandum from Mr. Howard out- lining his experience with TanBark in other localities. Following the installation of the TanBark, approximately twenty parents determined that they would remove the TanBark from the grounds of the Shenandoah play school area. With- out any comment related to the appropriateness of this action, you will also find, attached as Exhibit 2, a memo- randum from Mr. Howard outlining the cost and conditions related to the installation of grass at each of the three day care centers. It is our understanding that the installation of the grass would require - in addition to the $14,000.00 identified by Mr. Howard - an additional sum of money for the provision of maintenance men, watering equipment, and equipment required for maintaining the turf. Should the overall consensus of parents and professional staff members be that the TanBark material is inadequate, we would submit a recommendation to you as to the means by which the turf might be installed at each of the three day care centers. We had originally anticipated a conclusion to this trial period by May 29, 1978, thus providing three full weeks of experimental use, and would continue to view this as a target date for a new recommendation. Joseph R. Crassie t 2 May 11, 1078 City Manager 2) Why Was Ms. Chandler, the former Day Care Administrator, terminated? ANSWER:, You will find attached as Exhibit 3, the letter of termination provided to Ms. Chandler that outlines the specific charges related to her termination. To comment further on this incident would be compromising both the employee's appeal routes and the City's defense of its position. 3) Has there been a shift of Day Care staff? ANSWER: There has been a shift of former Day Care administrative personnel who were qualified as Day Care operational persons. The former "Parent Involvement Coordinator" was actually classified as a Day Care Teacher Assistant, and - in accord with the insistence of a parents group - the need to strengthen the professional staff in operations was accomodated by shifting this individual to operations. 4) Is there to be a budget produced by May 8, 1978, as advised by Management and Budget? ANSWER: Not to the knowledge of this department. Perhaps Management and Budget is anticipating submitting some form of budget, but it is highly unlikely that this budget would contain a reference to Day Care without some consultation with the Department of Citizen Services. It is possible that additional questions related to daily operations of the Day Care Program may occur, and as a consequence a series of meetings are being established with the elected representatives of each of the City of Miami Day Care Center's PTC groups in order to establish their representation on a committee comprised of parents and professionals for the purpose of screening applicants to fill the position of Day Care Administrator in the future. As these representatives of the parents from each of the three centers raise concerns or questions, they will be properly answered. RWP: vp Rob W. Parkins, Director epartrhetit of Citizen Services A iiert ow T011, Director Department of Parks and Receation May. 8, 19/8 Tati$ark Mr. Robert Saxon, Recreation Director of Wilton Manor, Broward County, has used TanBark in his parks and tot lots and has found it to be very satisfactory. He has also used it for informal volleyball and the results have shown fewer scoffs and very few'complaints. TanBark in tot lots has been used for sometime and the only disadvantage Mr. Saxon finds is the expense. He does not have the maintenance force to keep TanBark in place because of constant use. However, he feels the appearance is well accepted and the chance of splinters or abrasions is limited. AHH/dw CO :6 v u AVI'J 82 MEMORANDUM EXIIIBIT 1 gob W, Pat`kinsi Director Citizen Services Department A. bert H. Howard, Director Department of Parks and Recreation May 1, 1978 Day Care Ground Improvements In response to your request to investigate the possiblity of placing turf at the Day Care Centers, please find attached the cost break down for this project. Salary includes operators; Wages - laborers; Equipment would be used to prepare the ground; Materials include irrigation, sod, etc.; Miscellaneous would cover any contingencies. A total. of $14, 000 would permit the Parks and Recreation Department to improve all three Centers. Once the work has begun, each Center will take approx- imately one week. Following the installation, your maintenance men would be responsible for watering and maintaining of the turf. In the interim, I will inform Mr. Turcotte to place Tanbark at all three Centers until I hear from you as to whether you want the turf installed. Please advise me as to what account these funds will come from so that I may make the necessary purchases. AHH/dw encl. cc: Paul Turcotte MEMORANDUM EXHIBIT 2 COST BREAKDOWN MOORE EATON FUNCTION Irrigation Top Soil Sodding Sub. Total Sub. Total SHENANDOAH Sub. Total TOTAL RR INN! 1111111111111111 DADE CARE CENTERS LANDSCAPE CONSTRUCTION, SALARY WAGES EQUIP. MATERIALS MISC. $ 472 300 128 100 420 420 35.00 95.00 30.00 1430.00 500.00 1200.00 150.00 50.00 120.00 $ 900 940 160.00 3130.00 320.00 410 260 112 85 370 370 30.00 80.00 25.00 1200.00 400.00 9J0.00 120.00 40.00 90.00 782 825 135.00 2500.00 250.00 370 270 115 90 382.00 382.00 32.00 86.00 270.00 1100.00 350.00 840.00 I1E.00 35.00 840.00 755 854.00 145.00 2290.00 229.00 • $ 2437.00 2619.00 440.00 11111 1111 7920.00 799.00 TOTAL $ 14.,215.-00 ■ 4tiami, ariha MAY 21341 Ms. Robbie B. Chandler 14011 S.W. 90th Avenue Miami, Florida 33156 Dear Ms. Chandler: You are hereby officially notified that you shall be terminated as Administrator of the City of Miami Day Care Program, operated by the Citizen Services Department, effective May 3, 1978, for breach of duty and conduct unbecoming an employee of the City of Miami, to wit: 1. On January 9, 1978, I sent you a memorandum which stated, "I want you to take personal responsibility to see that this grant is in Mr. Hockenberry's hands no later than Friday, January 13, 1978. 'i:nsure that all necessary steps have been taken, that all correct forms have been filled out, all signatures that are necessary have been obtained, a copy of the grant sent to me, and all necessary rapers that are contained in the program package are delivered to ir. Ilockenberry." As of Apri;. 21, 1978, you had not complied with my direction. By the aforementioned acts, you have violated Civil Service Rule XVI, Sections 2(f) , (i) , and (1) . 2. On January 3, 1973, I sent you a memorandum which said, "This is to confirm an earlier instruction that I gave you. -.in regards to your budgets, and clarified to you by my Assistant on Thursday, December 29, 1977. Please provide me with rt budget breakdown, in detail, for each of your three (3) Day Care Centers, your administrative offices, your Art Therapy Project, and the Edison -Little River Site. Please have this to me no later than 5:00 P.M., on .January 4, 1978, so I tnay be able to review it prior to Thursday's Comissi.on Meeting. This breakdown MEMORANDUN EXHIBIT 3 his, t.obbie 8, Chandler Page 2, should include all sources of funds and how they will be distributed both personnel wise and material wise, through the various cen,ers and/or offices." As of April 21, 1978, you had not responded to this memorandum. By the aforementioned, acts, you have violated Civil Service Rule XVI, Sections 2(f), (i), and (1). 3. In a memorandum sent to you on March 21, 1978, referring to Mr. Owsiak's memorandum dated March 2, 1978, I stated, "Could you please respondto the points outlined in Mr. Owsiak's memorandum, that was to be delivered to me by March 6, 1978, and further provide me the Edison -Little River Day Care Center operating budget and identification of funds?" Mr. Owsiak's memorandum of March 2, 1978, stated, "I see by copy of a memorandum to Frances Rose, that you have transferred her from the Edison -Little River Day Care Center. This morning I had a.con- versation with our Director, Mr. Robert Parkins, and he indicated that you had not cleared this transfer with him. He has also requested that I obtain from you, a memorandum of recommendation outlining how you are going to supervise the Edison -Little River Day Care Center, and how you will provide services to those children. This memorandum is to be delivered to his office no later than Monday, March 6, 1978 at 12:00 noon. In addition, you are to take immediate steps to see that the children at the Edison Little River Day Care Center are properly supervised and received the proper services. Neither Mr. Owsiak's memorandum of March 2, 1978, nor my memorandum of March 21, 1978, was responded to. By the aforementioned acts, you have violated Civil Service Rule XVI, Sections 2(f), (i), and (1). 4. On January 20, 1978, I sent you a memorandum which stated, "Attached, please find your November 2, 1977, telephone invoice, in which you underlined in red, that these calls were not by anyone in your office. After notifying Communications Department, it was learned that these calls were made by i•lr. Charles Haasis, a previous employee of the Art Therapy Program, and is not employed at the telephone number on the invoice underlined in red. Please contact Mr. Haasis in regards to this invoice, and have him remit four dollars and sixty-two centa ($4.62) to the City of Miami Ms. Robbie B, Chandler Page 3, in form of a money order or cashier's check." You have failed to follow this reasonable directive. By the aforementioned acts, you have violated Civil'Service Rule XVI, Sections 2(f), (i), and (1). • 5. 0n February 6, 1978, then Assistant Director, Joseph H. 0wsiak, wrote you a memorandum which stated, "Please be advised that the granting of the 3-1/2 percent cost of living increase has caused Mrs. Stephanie Hobbs salary to exceed the $10,000.00 per year C.E.T.A. limit by the amount of $6.25 per month. This multiplied by the nine (9) months of this fiscal year that this grant will be run, equals a total of fifty-six dollars and twenty-five cents ($56.25). Please indicate, by return memorandum, the account code to which you are going to charge thesefifty-six dollars and twenty-five cents ($56.25)." Mr. 0wsiak has informed me that you have never replied to his memorandum. By the aforementioned acts, you have violated Civil Service Rule XVI, Sections 2(f), (i), and (1). 6. 0n February 13, 1978, I received a memorandum from Earl Billings, at the State Department of Community Affairs, Division of Community Services. This memo was dated January 16, 1978 and stated, As of this date, the order of your 1976-77 Community Services Trust Fund Contract has not been received. The contract deadline for submission is 120 days after termination date of the contract. Those grantees who have not submitted audit reports by January 30, 1978, will be suspended from receiving any payments on current CSTF and other departments contracts. Please call me at: (904) 488-7541, if you have any questions or if I can be of assistance." 0n February 21, 1978, I wrote you a memorandum which stated, "Please provide Mr. Billings with the appro- priate audit as requested. If you have any problems with this, please let me know." You have failed to provide Mr. Billings with the appropriate audit as requested and further did not indicate to me that you had any problems with this. By the aforementioned acts, you have violated Civil Service Rule XVI, Suctions 2(f), (i), and (1). • /de.,2Cs .F°c'd 4,t;92 r ',Y 6 C l'etll red °'' F°�i''cice4'�rQ '"-e r�'1? 'siotai se lc°�;r' Ca/)•L nc�'srat GJ' S rQas°hs4� s -'°i, 1' eold�, whys of 0St/ 14, t d rhae .y Oti . �4S4.. C, oahet•I�e. oot't Atftese' eWjate F t t„thh?t'e/)e/,t Zr'o eI t(9 '(1 Q 0, 're - �s j eh°a Ars i�hr roc c' ittat�r• j• 9ke ',s. rear.eLj°ng2 ..?* Q , t'Fpsc�s'50 Itoo .cots L yo i, rtr•°tf,ard C 4S °k°rys h°ce.e, b a,.. e1.. 6v�e pr att- ah'S''i rs t6 'ie,I.y, tor,* vh to ('5vl or°� l�°'F 4°tcessr 0 1-oLe94r`otse so4t'eter»at oyes Gc �tehr� rt t S,�r'°9r'0°rh,�. vI• rsrrtweh°4'1o" cl,c , rece. By 4 �Iory t.0 1,0 NIleit e I e 64.4 ro''�rJ, d rs,6 Gt c, . et .. Cg Sc, `r �ai1cle,e 0 to/2sere_ te9). dptwo, /Jo Sl," Ott O) e,17) r/ c, O t r•c' a d ys ce . C°' 9t o e jd dr - co 4e e .� s h c' Fot to art„ t rW st r° v ed J'o S'I as drC °U roc'no tev °h k4A, °le," e At er 6se°41 d for �or� wl hr feted °F F eL •4Srr F j I -1PI r°17 V he d te4osas4, v,i reev�rat'e dot t° /� Frol�o� w tc+oC) ( 1h o9> . S00 act aatc'S�O�rO/• ?,s, Ch�'c'°F C Irghcd4� T'c�i �, fir i� cr06 F ro e• 12J, oFse y /r0 hrs�ow'c! a '6 , S tv4o4 /ir '7 °CI 0 i2,' orthe 4seh 1. oS 2� o4a7po'�is° I,`� 4)6 gty of s h y rep' a�scsaco4�i rthjh o de�J- to 1 �>> der yo �J• /,a` o�ei7,rer� 41d the °4r ,61 6: °? o'dthv°F f ro l res °?..z�°;6 <,OC;4 a rrJe �jo y°tv��''' , a c'h ae • 161 �r•r y°Iot e. 1 c 4Zs %'' dr17, /46 *10 a�� aCee o •- k �'r r 6 c' 4.h 4 1d o IOJ r„ wh.- `''1'e r° d' td ed r ° c-1 d r.e r°r rf' `ir l hest' ��.Y, " (/ 1)0 be scat I" rjJ Cj l d4�i ed th (` --et- ed opylrs •s• • v.6 c'd rho of J% 4 I - f aI roc'o,�1 ° ..roc;°e J t tt c1 Co41d Ncre D °h �v`eItcofcOli burr oftecce.ebedO4AAroq. °�/)0 eat, rs `,4 COS °e' 13C te��e INas°t '?'tiCV an°C o Sd,c ?r„ l l etOr h°I'sed Air. 0e, 4, e Fot ,.� to .,Ks, ° 0 Fr°•t S4` '5 Qc fir'? att, 0/? s• Ch6 Ater, brad ha or, t'e * The original from which this microfilm was taken was awfully poor. This is the best photograph we m * could obtain. Ms. Robbie 13, Chandler Page 5 the need for this audit, but would expect that you follow through in accord with the responsibility of your position. I would expect a response, also within ten (10) days of the date of this memorandum, advising that the situation has been resolved." I have received no response to this memorandum and to the best of my determination the problem still exists. By the aforementioned acts, you have violated Civil Service Rule XVI, Sections 2(f), (i), and (1). 9. On March 22, 1978, I sent.you a memorandum in which the subject was "Attached Memorandum." This memorandum stated, "You recall we met on February 14, 1973, and itemi;:ed several points of responsibility. I have provided you with this.memorandum on February 27, 1973, with the request that you review it, make any changes you felt were appropriate, return it to me for review, and the memorandum would then be implemented as a final product. I further reminded you of this review procedure on March 7, 1973. To date, I have received no response. Since I have not received a response from you, I am going to assume that the memorandum met with your approval, and that it shall now be considered to be in force and effect. If there are any questions, please let me know." I have never received a response to this memorandum and, therefore, I conclude that you are complying with the February_ 22, 1973 memorandum which was attached. This February 22, 1973, memorandum indicates certain responsibilities that will be assigned to you. Item Number 2 of that memorandum stated, "You are to determine what extent we are short staffed with Day Care Aides, that have been appropriately budgeted, and advise me of the numbers and suggest names for promotion or hiring into those positions." Number 4 stated, "The Day Care Vans will be parked in the parking lot for storage each night, and the keys to the Vans will remain in your possession until and/or unless a depository box is created so that the keys might be placed in that box after normal working; hours. You had advised, and are to write to me to this extent, that the Vans have been used extensively for Ms, Robbie ii , Chandler Page 6. field trips and that frequently the return time is well past 5:30 P.M. Since normal working hours for the Citizen Services staff conclude at 5:00 P.M., it was difficult to turn in the keys to anybody." Number 7 stated, "It will be your responsibility to meet wtth John Baldwin, in order to develop a detailed budget we had discussed. We now both understand what the need for the budget is both from the standpoint of determining expenditures and for the purpose of determining whether or not the Edison -Little River Preschool Program can be partially funded from existing funds. Failing the ability to fund that program with existing resources, we will then be able to at least determine what amount of funds will be required from other sources. In this context you agreed that an inventory control was essential, and I shall be directing Ms. Pat Skubish. to begin the development of an appropriate continuous inventory control system, in accord with this agreement." Of these enumerated responsibilities you have not complied with a single one. By the aforementioned acts, you have violated Civil Service Rule XVI, Sections 2(f), (i), and (1). 10. Also, on March 22, 1978, I sent you a memorandum of which the subject was "Request for Purchase Listed Below." This memo said in part "The Request for Purchase Listed relates to a far too ambiguous 'miscellaneous supplies.' While I recognize that we will have miscellaneous supplies, it is helpful to me to know specifically what kinds of miscellaneous supplies we are referring to, when we are spending one thousand eight hundred and twenty-five dollars, ($1,825.00), within this category." ..."Your description of the 'miscellaneous supplies' in each of the above categories is requested. This is, as you know, part of the problem of developing an inventory control for both supplies and real property. Because of the concern related to the quality, wherein Requests for Purchase had been delayed for any reason, I have approved the above listed Requests, but would expect an immediate response to my question." I have never received a response to this memorandum. By the aforementioned acts, you have violated Civil Service Rule XVI, Sections '(f), (L), and (1). Ms. Robbie B, Chandler Page 7 11, Also, on March 22, 1978, I sent you a memorandum of which the subject was "Automobile Expenses." This memo stated, "I note that your administrative staff, and yourself, have discontinuetl'using the City Car for whatever reason. You have processed through me Direct Payments Request for reimbursements on use of personal cars, and the checks had been issued. A double check, here, indicates you have not provided the appropriate line item transfers within your budget such that there might be funds to reimburse people for the use of their own vehicles. This, I am of the understanding, had been requested before and for some reason you failed to accomplish this task. Please provide me with your appropriate line item transfer and budget determination as to how much funds should be provided for this purpose - and why. Further, I would want to know why you have not been properly utilizing 1286 as the available City Car for the Day Care Program in lieu of incurring this kind of an expense. If the reason you have not been using the City Car is simply because you did not wish to abide by the Departmental Policies on Signing -In and Signing -Out, I'd appreciate your comments regarding this. Further, I will need from you some determination of how to handle these two (2) checks that I currently have for Eleanor Dixon and Myrka de Llanos. I will not be releasing the checks until I hear from you regarding where the funds will come from and what kind of impact this would have on the remainder of your budget throughout the fiscal year." By the aforementioned acts, you have violated Civil Service Rule XVI, Sections 2(f)., (i), and (1). 12. On March 30, 1978, I sent you a memorandum which stated, "Your memorandum is partially correct in that the memo Mr. Owsiak forwarded to you was prior to my determination given your assurance that proper supervisory coverage existed at all four (4) centers - that the basic decision for assignment should be with you. While circumstances of late have not necessarily completely modified that opinion, we shall be discussing some amendment to that procedure. What I and particularly concerned about in your referenced memorandum is your statement that you provided a projected budget for the Edison Little River Day Care Center in January 1978. Since I don't have a copy o1: that budget, I would request that you forthwith torward a copy." I still have not received a copy of this -1111111 Ms. Robbie I3. Chandler Page 8. budget. By the aforementioned acts, you have violated Civil Service Rule XVI, Sections 2(f), (i), and (1). 13, Again, on March 30, 1978, I sent you a memorandum in which the subject was "Requisition Approval." In this memorandum I stated in part, "you indicate in your memorandum that Commission Action caused the requisi-.. tion related to the carpet to be forwarded to me. Please advise me of what Commission Action you are referring to. I have approved Requisition Number 74250 for mopheads, brooms, and bleach. I am holding the Requisition Number 74250 for the carpet, until you provide me the specific advice, regarding the Commission Action you refer to." I have not received the response regarding the Commission Action you are referring to. By the aforementioned acts, you have violated Civil Service Rule XVI, Sections 2(f), (i), and (1). 14 0n March 30, 1978, I also sent you a memorandum re- garding "U.S.D.A. Delinquent Reports." In this memorandum I stated, "It is absolutely essential that you provide me with proof that we have properly submitted the October 1977 and January and February, 1978, U.S.D.A. Food Reports. If this has not been submitted I will expect the reported information related to delinquent reimbursement claims in my office by the close of business, Friday, March 31, 197S. You have been contacted on several occasions by the U.S.D.A. personnel regarding these reports and have failed to submit them. Consequently, if I do not receive the aforementioned reports of all information as indicated above, I shall be placed in the position of having to review appropriate disciplinary action." I have received absolutely no response to this memorandum. By the aforementioned acts, you have violated Civil Service Rule XVI, Sections 2(f), (i), and (1). 15 In a memorandum of f•Iarch 30, 1978, regarding "Day Care Improvements" I listed a number of activities which I asked you to keep the informed of via memorandum. You did not choose to do so. By the aforementioned act, you have violated Civil Service Rule XVI, Sections 2(f), (i), and (1). MEL Ms, Robbie B , Chandler Page 9, 16. As outlined in an April 4, 1978, memorandum to you which was signed by Dr, Ernesto Aragon in my absence, the following was stated, "Your memo of March 27, 1978, contained an outline of`time as to when you were allegedly scheduled to meet with me and reasons why , you claimed you were unable to do so. This information is false. If you have any changes you want to make on that memorandum of February 22, 1978, please forward them to me or see me with these changes. If not, regardless of your statement, forward any copies of this memorandum to me. If you feel that you have properly stated the items contained in reference to this memoran- dum, then I would ask that you review these statements and support them with me. Otherwise, I can only assume you were attempting to create the illusion that you have been denied cooperation from this office." Since I have not received a response to this memorandum, my conclusion is that this information was false. By the aforementioned acts, you have violated Civil Service Rule XVI, Sections 2(t), (i), and (1). 17. In a memorandum of January 30, 1978, it states, "Please furnish this office with all index codes and project numbers from your fiscal year 1977-78 budget period. • I expect this information to be in this office no later than Thursday, February 2, 1978, at 4:00 p.nt." You did not comply with this memorandum. By the aforementioned act, you have violated Civil Service Rule XVI, Sections 2(f) , (i) , and (1) . 18. In addition to the above listed violations, I will refer you to three (3) memoranda'f:rom Mr. Joseph H. Owsiak, then Acting Assistant Director of the Citizen Services Department, dated July 20, 1977, February 27, 1978, and March 3, 1978. While I will not quote from these memoranda at this time, each of these memoranda indicates a violation of paragraph (1) , Section 2 of Civil Service Rule XVI. Copies of these memoranda arc available upon request. I•IENT IS HEREBY ACKNOWLEDGED THIS -? DAY OF -141/C41 —✓ r—r—W I T: I E S CC: • City Attorney City Manager Civil Service Uoard• Human Resources Expenditure Control Payroll Finance File (2) Ms. Robbie B . Chandler Page 10. You have five (5) working days of seven (7) calendar days, which- ever period is greater, to present evidence to your Department Head, either in writing or orally, why you should not be dismissed, You will be eligible to remain on duty status until the effective date of your dismissal if you report for duty. If you consider this action to be unreasonable, you may appeal in writing to the Civil Service Board, 1145 N.W. llth Street, Room 29, Miami, Florida, 33136 for a hearing within fifteen (15) days from the effective date of this dismissal.- --- RWP:NC:eb R. W. Parkins,1Director Citizen Services Department RECEIPT OF THE ABOVE AND FOREGOING I ETTER OF T :RMINATION OF EMPLOY- 7/2'16�" , 1975. ��C., s•tr�Gf.h ZI7 :CHANDLER DAAY CARE ADMINISTRATOR MEM Joseph Ri Grasse City Man4ge Robert W. arkins ' D.(rector Citizen Services MAY 12 10'8 City of Miami Day Care Program Citizen Services Day Care Review Report On March 27, 1978, a Citizen Services Day Care Review Committee initiated a study of the Day Care Program; a unit of our Social Services Delivery Division. The attached report provides a description of our findings, conclusions and recommendations in detail. In summary, the report notes that the three (3) standard City of Miami Centers have been funded for a total of $764,967.60 for fiscal year 1977-78, from the following sources: Federal Revenue Sharing Day Care Fees State of Florida Community Affairs U.S.D.A. Food Reimbursement CETA Allocations Basic - Youth Program Allocations (CETA) - Art Therapy Grant (CETA) Total Support $ 213,000.00 86,246.00 45,000.00 27,000.00 127,273.00 116,559.67 149,888.93 $ 764,967.60 This amount of financial support is $239,560.60 greater, or 31% higher, than the total financial support provided in fiscal year 1976-77. The staff supported by the above funds, other than the Youth Program Allocation and Art Therapy Grant,account for 83% of the total budget, with a total of 48 positions funded, 37 positions filled, and 11 current vacancies. Based upon a projected work plan of proposed service to 250 children, the fiscal year 1977-78 funding support would yield a cost per child per year of $3,060.00.. The actual daily enrollment, however, is 149, thus causing a cost per child of $5,134.00. And, when compared to the projected average actual daily attendance of 126, the cost per child per year becomes $6,071.00. Page 1 of 2 • r I MEE mm MW Me NW Mir MW m ma aoseph R3 Grassie City Manager MAY 12 1918 Consequently, the Day Care Administrator was dismissed, based Upon a separate series of charges, and the recognition that: Staff quality problems are related to selection, training and utilization procedures, not to the source of funds or numbers of personnel The Day Care Program has received additional funds for fiscal year 1977-78 compared with fiscal year 1976-77 Grant reporting procedures were in need of improvement in order to comply with reporting requirements on a timely basis Supply and Equipment distribution procedures and the physical conditions of the Centers and grounds are in need of improvement All indicative of inadequate program management. It.is recognized that even though the City of Miami Day Care Program is currently expensive, and, that with approximately 346,000 citizens containing an estimated potential market for our Day Care Program of approximately 20,000 young people of the age we might be serving, that we are only skimming the surface of overall need. This is, however, a pilot program with every potential of being a successful model. Consequently, we currently have three alternatives: 1) Close down the Child Day Care Programs. 2) Turn the control of the existing programs over to Metropolitan Dade County; or 3) Cause immediate improvements to strengthen the program and improve its effectiveness. The Department of Citizen Services has already initiated activities related to the third alternative, based upon the will of the City of Miami Commission to provide a quality Day Care Program. Page 2 of 2 s 1111 -1111 Et nw t, 111111111111111 MOD INN= THE CITY OF MIAMI CHILD DAY CARE PROGRAM A REVIEW CITIZEN SERVICES DEPARTMENT May 11, 1978 • TABLE OF CONTENTS Itetn Areas of Review (Overview) Staffing Funding Grants Reporting Supply and Equipment Review Physical Conditions of Facilities Implementation of Recommendations Appendices 2 5 9 15 16 26 CITIZEN SERVICES bAY CARE REVIEW The City of Miami bay Care Program has been reviewed by bepartmen tal staff related to the possible deterioration of quality based upon the following: 1. Staffing and Financial concerns Staffing Budgeted levels -- Vacancies -- Qualifications Budget reviews as to source and expenditures of funds Grants Conditions Reporting 2. Physical Conditions Equipment Buildings Exterior Interior - Grounds On March 27, 1978, a Citizen Services Day Care Review Committee was formed to determine the scope of the problems alleged, a determination of means to resolve the problems, and the development of an implementation plan to promptly resolve any real problems identified. This report addresses this Committee's activities, findings, conclusions and re- commendations. Page 1 4 A. Staff Quality Problems Are Related To Selection) firainhg And Utilization Procedures, not To The Source of Funds or Numbers of Personnel. A review of past and current staffing was conducted that included: a comparison of staff employed at August 1, 1976 (the date of the program's transfer) with staff employed at March 31, 1978. interviews with Center personnel. review of internal staff selections and utilization procedures. reviews of budgeted positions compared to the Day Care Administrator's recommendation. 1. The Actual Number of Professional Staff Members Has Declined by three (3) since the Program's Transfer in August of 1976. The Department of Parks and Recreation transferred fifty-two (52) persons, in the Day Care Program, from that Department. Currently fifty-three (53) positions are occupied. Funding sources, however, have shifted with greater current emphasis placed on non -Federal Revenue Sharing funds, with C.E.T.A. providing an increased amount of support in non - administrative positions. Consequently, the fifty- three (53) positions occupied include fifteen (15) positions occupied "Art Therapy" C.E.T.A. Title VI positions that were to replace Day Care Aides posi- tions previously budgeted, but vacant. This arrange- ment was developed via an agreement between the Day Care Administrator and the then Acting Assistant Director for the Department. An analysis of positions exclusive of the Art Therapy grant discloses the following: Page 2 tUbGETED POSITIONS CATEGORY DATES 8-1-76 3-31-78 C.E.T.A. - Administrative 2 3 Operational 5 11 CHANGE +1 +6 Non- C.E.T.A. Administrative 2 3 +1 Operational 37 26 -11 TOTALS 46 43 -3 (Above figures do not include Art Therapy personnel or FIU Interns). Note. then, that the actual difference in staffing between August 1, 1976, and (larch 31, 1978, is a reduction of three (3) positions, with these three (3) occurring in the Non-CETA Operational Area. Again, in accord with the understanding between the Day Care Administration and Departmental Adminis- tration, the eleven (11) operational positions re- duced would be offset by the nineteen (19) Art Therapy positions. Consequently, any reference to "quality declining" is not related to a reduction in personnel. 2. Staff selection, transfers and utilization may contribute to the perception that quality has declined. Interviews with Day Care Personnel yielded the following findings. Staff Selection and transfers are determined at the Administrator's level. Page 3 — 111111 r Center Supervisors have no input into the selection of staff at their respective Centers. Staff members experience sudden transfers from Center to Center (or to the main office) without adequate notice or reasons for the transfer. No hiring, training or utilization plans are reviewed by Center per- sonnel. Staff utilization could be improved. Center staff are generally idle, with no, or limited, assignments during lunch and nap -time. Center custodians have no formal work plan or schedule. Supervisors, rather than lower paid personnel, are required to come to the Main Day Care Office, once a week, to personally pick-up supplies. No quarterly or monthly supply projections have been developed. Supplies on hand, and available from inventory storage, are sometimes denied to Center per- sonnel. Center Supervisors have had no - or limited - participation in budget preparation. 3. Current vacant positions are in the process of being filled. A detailed review and comparison of Day Care positions provides that eight (8) standard Day Care positions and three (3) FIU Interns positions arc currently vacant. Page 4 rolit All, however, are in various Stages of becotiting filled, as follows: PCt 1TION VACANT Head Teachers 2 Teacher Assistant 0 Instructors 1 CETA Aides 4 Career Develop Interns 3 FRS Aide 1 TOTAL 11 POSITIONS COMMENTS Pending Management and Budget appropriation already budgeted funds. Two (2) Teacher Assistants are Acting Head Teachers. Pending Day Care Administrative review. Personnel requisitions Were created in February and March. Interviews are currently occurring. Referrals are occurring. Pending Day Care Administrative review 8. The Day Care Program Has Received Additional Funds for Fiscal Year 1977-1978 As Compared With Fiscal Year 1976-77. 1. Services The Day Care Program of the City of Miami according to its Work Statement, (see attachment), planned to pro- vide Day Care, and Food Nutrition services to 250- 275 children, ages two through five years old, and who reside in the City of Miami. 2. Funding Sources According to gathered information, the Day Care Pro- gram handles a budget of $764,962.60, for fiscal year 1977-78. This amount is 31% greater than the $525,407.00 budget for the previous fiscal year of 1976-77. The funding source for fiscal years 1976-77 and 1977-78 are as follows: Page 5 ME- .01 FUNDING SOURCE .Fed. ReV. Sharing .Day Care FeeS .SPCA .USDA SUBTOTAL .C.E.T.A. - Title I - Title II Title VI SUBTOTAL FY 76-77 FY 77=78 $300,000.00 52,607.00 45,000►00 32,865.00 $430,472.00 $ 19,760.00 27,480.00 31,204.00 $ 78,444.00 .YOUTH PROGRAM Allocations: - Econ. Stim. (Title VI) -0- - In -School Youth 4,416.00 - S.T.E.P. 12,075.00 SUBTOTAL $ 16,491.00 $213,000.00 86,246.00 45,000.00 27,000.00 $371,246.00 $ 32,292.00 15,729.00 79,252.00 $127,273.00 $ 94,537.05 14,988.00 7,034.62 DIFFFRtNCE ($ 87,000.00) 31,639.00 �0= ( 5,86500) ($ 59,226.00) $ 12,532.00 ( 11,751.00) 48,048.00 $ 48,829,00 $ 94,537.05 A. 10,572.00 ( 5,040.38) $116,559.67 $100,068.67 .ART THERAPY PROGRAM - (Title VI) -0- $149,888.93 $149,888.93 TOTAL $525,407.00 $764,967.60 $239,560.60 ($71,536.00 of the $300,000.00 Fed. Rev. Sharing Balance was unexpended in FY76-77, and returned to Fund Balance by the Finance Department) 3. FUNDING/EXPENDITURES ANALYZED The $239,560.60 of additional funds for the current fiscal year includes, however, $149,888.93 for the Art Therapy Program (designed to supplement the reduced eleven (11) Day Care Aide positions formerly funded from Federal Revenue Sharing and $94,537.05 in Title VI Stimulus Funds provided in March of 1978. With the elimination of these two sources of funds, the Day Care Program would receive $4,865.38 less than in FY 76-77. Therefore, in effect, the amount of funding available to the Day Care Program was essentially the same in Fiscal 'ear 1977-78 as in Fiscal Year 1976-77. Page CENTERS EATON MOORE SHENANDOAH TOTAL 4. BUDGETED LINE ITEMS The data presented in Exhibit 1 indicates that of the total amount of funds, the major part was requested for salary expenditures. Salary expenditures from all the funding sources combined, amounts to $413,997.32 or 83 percent. Items under "contractural" and "commodities" account for 16 percent. No funds have been budgeted under "Fixed and Sundry Charges" nor under "Capital Outlay" line items. Items under "Other", which amounts to $5,564.72, were requested for transportation purposes, (motor pool). 5. ATTENDANCE Each of the Day Care Centers - Eaton, Moore and Shenandoah, have been designed to provide Day Care and Food Nutrition services to an equal number of participants. DAY CARE CENTERS ATTENDANCE AND ENROLLMENT LEVELS PROPOSED ACTUAL ACTUAL SERVICE (1) DAILY DAILY ENROLLMENT (2) ATTENDANCE 83 83 83 50 48 51 43 (34%) 41 (33%) 42 (33%) (3) VARIANCE 1-2 1-3 2-3 33 40 7 35 42 7 32 41 9 249 149 126 100 123 33 SOURCE: City of Miami Day Care Centers Records NOTES: (1) Proposed service delivery to 250 children divided by the three centers (2) Actual average daily enrollment based on actual enrollment records for the period from Oct. 1, 1977 to Mar. 30, 1978. (3) Actual average daily attendance based on actual attendance during the period from Oct. 1,1977 to Mar. 30, 1978. Page 7 MLR MEE IJy'If1! l' I�I 11hi1 i LI::E ITE:i DAY CARE PROCRAf: PROCRAt1 REVIEW FUNDIt1G SOURCE PER LIME ITEF1; FISCAL YEAR 1977 - 1978 FEES PERSONNEL SALARI ES $80,692.00 CONTRACTUAL 5,554.00 CMI:10DITIES -0- FIXED AND SU::DRY CHARGES -0- CAPITAL OUTLAY -0- OTHER -0- $86,246.00 1 7 5'. SFCS USDA 315,638.06 -0- -0- 27,000.00 29,361.94 -0- $45,000.00 9% 1 TITLE TITLE TITLE GRS 1 I II VI TOTAL % 190, 399.26 $32,292.00 $15,724.00 $79,252.00 $413,99,7.3':2 83°_ 9,865.00 -0- -0- -0- 42,419.0041111 % 7,171.02 -0- -0- -0- 36,532..96 7 $27,000.00 5% -0- -0- 5,564.72 $213,000.00 43% -0- -0- $32,292.00 7% -0- -0- -0- -0- - -0- -0- -0- - -0- -0- _ 5,564.72 l $15,729..00 3% 79,252_00 F.$498,,514.00 16% 1 100 SOURCE: THE CITY OF ?IIANI, DEPARTMENT OF MANAGEMENT AND BUDGET, PAGES 194 of 346 NOTE: Does not include $116,559.67 in Youth Program Allocations, or $149,888.93 in Art Therapy Program support. See Appendix A, for source and allocation of funds including Youth Program Allocations. ?MM!II191 Illlllgl!plpll@P 1 11 1IIl1 P1 II 119 f 11111111 II 111'11 11 II 11 II fl II I 6. 8AtA 2Y COST The Day Care Program has a total of 48 slots, with a current funding salary cost of $400,126.18, for the current fiscal year. If a redistribution of these slots is made among the administrative offices and the three (3) centers, a new distribution is obtained as shown below. There are thirty,seven (37) slots filled at an annual cost of $322,644.81; and the remaining eleven (11) slots represent a salary saving of $77,481.37. Note that the figures are calculated on an annual basis. TOTAL CENTER SLOTS SALARY FILLED )t•IIHISTRATIVE OFFICE 9 $ 89,514.15 6 $ 73.365.15 3 (1) SLOTS (2) SLOTS SALARY VACANT SALARY SAVINGS $16,146.0L' \TOtN DAY CARE CENTER 13 $104,487.39 12 $ 96,125.39 1 $ 7.862.0C )ORE DAY CARE CENTER 14 $109,441.80 10 $ 80,879.51 4 $25,562.2' IENANDOAH DAY CARE _LATER 12 $ 96.682.54 9 $ 71.771.76 3 $24,9 11. 0 48 $400,126.19 37 $322,644.51 11 )TAL SOURCE: $77,481.37 City of Miami, Department of Management and Budget. For Details see Appendices B, C, D, and E. NOTES: (1) The salaries shown on this column are annual salaries. (2) The salaries shown on this column are salary expenditures for the first semester based on filled slots. (3) The salary savings of this column are as of the first semester of the fiscal year. Therefore, there is $13,871.13 in excess budgeted salaries compared to the actual distribution of salaries by Operational/Administrative areas. ($413,997.32 shown on Exhibit 1, compared to the $400,126.19 shown above). Further, the level of enrollment exceeds the level of attendance by an average of seven (7) children per center per day. Page 8 a The three (3) Day Care Centers Combined have the capadity to absorb a total of twenty (20) additional children; (See Page 7), based oh enrollment versus attendance levels. C. There Is A Need To Improve The Grant Reporting Procedures In Order To Comply With Reporting Requirements On A Timely Basis. This section of the Citizen Services Department, Day Care Program Review, describes two (2) of the grants by which this program has been funded in Fiscal Year 1977 - 78. The program receives total funding from: Federal Revenue Sharing - $213,000.00 Department of Labor (CETA): - Title I - Title II - Title VI - $32,292.00 - $15,729.00 - $79,252.00 --Total Standard CETA - Title VI - Special Project (Art Therapy Grant) - Youth Program Allocations (CETA) Day Care Fees U.S.D.A. Food Reimbursement Florida State Community Affairs $127,273.00 $149,888.93 $116,559.67 $ 86,246.00 $ 27,000.00 $ 45,000.00 1. United States Department of Agriculture (U.S.D.A.) Food Reimbursement Program. The grant period is from October 1, 1977 through September 30, 1978. - The grant amount is $27,000.00. Page 9 The conditions of this grant are as fo11o►vs: Accept final financial and administrative responsibility for each center. Keep full and accurate records respecting its food service to serve as a basis for the claim for reimbursement, and for audit purposes (For more detailed information refer to the agreement; (See Appendix V) . No modification of the agreement. Policies stated in the policy statement must be implemented (Refer to Agreement). License's must be kept up to date. (i.e., Health Inspection License.) The reporting requirements are as follows: - Agreement was signed on January 9, 1978, by Joseph R. Grassie, City Manager and Mrs. Robbie B. Chandler. Day Care Adminis- trator and witnessed by Mr. R. W. Parkins, Director, Citizen Services Department. - Form ESE 490; Application for Participation must be submitted annually. (SeeAppendix G)- - Form ESE 104: Economically Needy Category Report must be submitted annually by November 10, 1977. (See Appendix II) - Form ESE 367; Monthly Reimbursement Voucher must be submitted no later than the 10th of the month following the month covered by the voucher. (See Appendix I) . Findings are as follows: Misrepresentation of meals served: According to the Child Care Audit Report (See Appendix J) the Day Care Program requested reimbursement for more children than were actually served meals. Page 10 Reports Were Not Submitted On A Timely Basis: The reimbursement claim for October, 1977, was prepared March 20, 1978 (See Appendix K). The reimbursement claim for November, 1977, was submitted on an obsolete form and was returned to Day Care with the proper form on January 11, 1978 (See Appendix L). - The reimbursement claim for December, 1977, was correctly and timely submitted, but reimbursement was withheld pending the proper submission of prior reports. - The reimbursement claim for January, 1978, was prepared in March, 1978. - The February, 1978, report was prepared in April, 1978. - The March 1978, report was properly submitted. Required Food and Nutrition Workshops were not attended by the Day Care Administrators. - The Area Specialist for the Food and Nutrition Management Program advises that: (a) The September 22, 1977, workshop (scheduled to assist Day Care Page 11 Administrators in preparing grant applications due October 1, 1977), was not attended by City of Miami Day Care Administrators (See Appendix M). (b) The February 28, 1978, workshop was not attended by City of Miami Day Care Administrators (scheduled to assist in proper record keeping accountability). Non -administrative personnel were sent (See Appendix N), Ms. Vicki Hamilton Ms. Beatrice Hudnell Ms. Nellie Humphrey The Area Specialist had contacted the Day Care Administrator regarding this meeting, but was told by the Day Care Administrator that she had something else to do, and that the Day Care Administrator's Administrative Assistant was out that day. Page 12 i L. 4 Florida State Community Affairs. The grant period is from October 1, 1977 through September 30, 1978. The amount of the grant is $45,000.00. The conditions of the grant are as follows: (See Appendix 0) Cash match;(an equal amount $45,000.00) must be matched from the Federal Revenue Sharing funds apportioned to the City of Miami, In -Kind Hatch; Day Care has not used this type of match. Allocation money will be received in twelve (12) equal installments. The Reporting Requirements are as follows (See Appendix P (Clause 116) Financial Reports due fifteen (15) days after the end of each month. Quarterly Program Ilarrative Report; Due on the following dates: January 15, 1978 April 12, 197S July 15, 1978 October 15, 1978 Annual Audit Report; Covers contract funds program compliance and administrative capa- bilities and must be forwarded to the Department within 120 days after termination elate of this agreement. Page 13 4 Findings are as follows: According to the Child Care Program Audit Report, this grant was used for the Child Cate Program but Was not properly appro- priated. Audit information was not submitted in accord with this grant's requirements. This infor,- oration was provided on April 10, 1978, upon request by the Department, on March 21, 1978. (See Appendix Q). On April 11, 1978, Mr. Earl Billings, of the Florida State Department of Community Affairs advised that funding had been temporarily suspended. Day Care will receive funding again when the regulations of the grant are complied with. This compliance requires the submission of the following: DATE REPORT DUE 1. February Report (monthly) 1. A memorandum was sent on April 21, 1978, re- questing a reason for the delay in submitting these reports (See Appendix R) . 2. March Report (monthly 2. Same as above. 3. March Report (quarterly) 3. Same as above. The State Department of Community Affairs, represented by Mr. Billings, advised on April 20, 1978, that materials received from the Day Care Administrator on April 12, 1978, included the October, 1977, through January, 1978, monthly reports, but: -- Did not include the requested Trust Fund Expenditure reports -- Did not include the monthly financial reports that were claimed to be included in the Page 14 4 April 12, 1978, letter from Day Care Administration (See Appendix S). D. The Edison Little River Pre -School Program, Temporarily Operated by the City of Miami, Could Have Received U. S. D. A. Re-imbursements. The Area Specialist for the Food and Nutrition Management Program advised that U. S. D. A. reimbursements could have been provided for food served to Edison Little River Pre -School participants had the appropriate application been forwarded by the City of Miami Day Care Administration. The application was sent by Ms. Ariette Seale to the City of Miami Day Care Administrator on October 13, 1977, and again on March 6, 1977. Neither application was completed thus causing a loss of reimbursement for the six months of October, 1977, through March, 1978. E. Supply and Equipment Ordering and Distribution Procedures Need Development. The supplies and Equipment activities do not follow any form of system. Center Supervisors are required to pick up supplies once a week, thus removing the Supervisor from the Centers for a routine task that should be assigned to non -supervisory personnel. In addition: Only 5 - 6 rolls of toilet paper per week are supplied to each center, although approximately 200 rolls are in stock. - Common stationery supplies current in stock take 3 - 6.months to receive. - Supplies for children take up to 6 months to receive. Page 15 MEMM MINEIr EMU Generally, on all supplies ordered, the centers only receive half, with no explana- tion. Items are ordered where there arc no budgeted funds to cover. F. The 'Physical Conditions 0f The Centers And Surrounding Grounds Are In Need Of Improvement. The Physical Conditions teams performed or caused to be performed, four (4) separate physical inspections of each of the City of Hiami's Day Care Centers and performed in- terviews with key staff persons at each of the three (3) Centers: As a result of those activities the following findings were identified: All three (3) centers passed the City's Fire Inspection. \11 three (3) centers passed the City's Zoning, certificate of use inspections. As a result of the inspections performed on April 5, 1978: 1. For all Centers The metal storage boxes are being used for janitorial supplies. The metal storage boxes were designed for storage of outdoor toys. The metal storage boxes are within the fenced area. The sand boxes have no covers. - - Sand boxes without covers are illegal as per the Health Department. - - Sidewalks are non-existant. - - do covered areas exist to drop off the children in case of inclement weather. Page 16 The fences around the play areas ate bent along the top. The play area is being used on week -ends and after hours by non -Day Care clients and per- sonnel, Rainwater drips off the roof, digging trenches along the building. A small concrete pad exists at each entrance. There are no special inclement weather over- hangs at the entrances. The fascia trim is cracked and broken. 2. Shenandoah Children Center: The metal storage box is disorganized and untidy. No decorative plantings exist around the base of the building. The supervisor states, "The children's favorite outdoor activity is the sandbox." The Center is inaccessible except through Shenandoah Park. The Saint Augustine grass is worn out and completely destroyed. The exterior of the building is badly oxidized. 3. I•loore Children Center: The exterior of the building is badly oxidized. The plant next to the building has large thorns. 1 RES RES The building is inaccessible except through Moore Park. It is a long walk from the Parking lots to the center. A broken window has been replaced with plywood. The Administrator of the Day Care Centers has informed the physical conditions' team that the trees are infested with worms. -- There are holes in the structure allowing bugs to enter the building. -- The "tire -tree" climber appears broken and leaning. 4. Eaton Children Center: The fence fabric is broken on the westerly gate. The center has the same phone number as the Edison Little River Preschool Program. The bush near the sidewalk has thorns. -- All Saint Augustine grass in the play area is worn out. The Day Care Administrator has informed us that the trees at this center arc also infested with worms. - - There is no grass or tanbark in the play area. - - There is insufficient parking for staff and/or visitors. -- The parkway area is lacking paving or grass. Page 18 MBE MMIW MS ELE IENIVW MEM MMW MMK MW MM IMW MW MM MW MIRO ND kik 1 As a result of the building inspections performed on April 6, 1978: 1. For All Centers: All fire extinguishers are two years out- of-date as per their tags, The exterior walls are badly in need of cleaning and waxing. The exterior walls are baked enamel and do not require repainting. The custodians were not at the centers. There are holes in the floor near baseboards which need patching. There is insufficient over -hangs at the entrances. The are no sidewalks. The fascia and over -hangs are mildewed and need cleaning. The holes in the building caused by the attachment of the planter boxes and/or trellis screws, need patching. The air conditioner drain hoses arc inserted into the hole that is closest to the building causing strains. 2. For Eaton Children Center: -- There are no shelves in the office or wall closets. There arc no shelves over the water heater. The door on the closet at the entrance to the child's bathroom is broken. -- The kitchen cabinets are not utilized to their full potential. Page 19 'or Shenandoah Children Center: The interior and exterior doormats need replacing. The children's bookshelves are dis- organized. There are no fish in the aquarium and it is apparently not working; although an account has been established for fish and aquarium supplies at "King Peat Fish and Aquarium Supply, Company." The kitchen cabinets are not utilized to their full potential. The kitchen floor was filthy. There are wood scraps stored next to the water heater which is a fire hazard. As a result of the interviews: All Centers: Staff must pass through office area to bathroom and storage areas. A large freezer is occupying the office. Both storage closets are overflowing. The carpeting is dirty and in poor condition. space in The main room is used for all indoor activi- ties requiring constant moving of furniture. The freezer is very noisy. -- The sandboxes are broken and do not contain proper sand. There is limited parking. Page 20 There is a limited number of tricycles and no wagons at any center. The staff have no lockers for personal articles. 1. Eaton Children Center There is a need for shelving. There is a need for swings. The parents' financial forms and food management folders should be sent to the main office. There i•s a need for a sliding board. - - There is no grass. -- The staff would like partitions in the main room. - - The art closet is in need of repair. - - One or more toilets arc leaking. - - There is a hole in the wall behind the dishwasher. The partitions need painting. Fill is needed at the back entrance. There is a stated need for a cassette player; although one is at the main office. They could re -locate the 1975-76 and 1976- 77 records to the central office. There is a need for an isolation area for ill children. Page 21 iw mm MB REM MT NW Et s 2. Shenandoah Children Center; There is a stated need for a medicine chest. The 1975-76 and 197E-77 records could be re -located to the central office. The record player is broken. There is a stated need for more chairs for the children. There is a stated heed for more "cubby- holes" for children's clothing storage. The staff has requested a better typewriter, as the existing typewriter is often in need of repair. 3. Moore Children Center: All receipts, finance ticket books and last year's files can be sent to the main office. The office and transverse partitions are dirty and have faded paint. The record-player needs a needle. The vaccum cleaner doesn't pick up dirt. They have no gardening tools. There is a stated need for balls and jump - ropes; also a stated need for a television. The following are conclusions which have been extracted from the above listed findings. - Inadequate Storage. - Storage Boxes in wrong location. Sand Boxes need repair and/or re -design. Ire INV Elmw MEk EMM 114 mum MEW MEW Sidewalks need repair and/or re -design. Sidewalks are needed from gates to entrance doors. A protected area to drop-off children in inclement weather is needed. Fencing repairs are needed. • Gutters are needed over entrances. Repairs are needed on exterior trim. Custodians are lacking proper supervision. - Proper Landscaping is needed - Improved Accessibility is - A suitable ground Centers. - Building needed. cover is needed at all needs a thorough cleaning. - Repairs are needed to building and equipment. - The Edison Center needs a separate phone line. - Reserved parking for staff, visitors, and parents is needed. The parkway at Eaton is in need of repairs. - The fire extinguishers need inspection and recharging if necessary. Entrance protection is needed in inclement weather. Kitchens are underutilized. There is no Staff person at the centers taking responsibility for the Centers. - There is insufficient office space. Page 23 mow me me MEE MEM MEE MINIMINC momm Nis Wirt SSW 4 - The freeters should be relocated. Bulletin Boards are heeded. Standard equipment is needed at all three (3) Centers. The following are recommendations which have been extracted from the above listed conclusions. - The expansion of the buildings should take place as soon as possible. Inadequate storage and office spaces severely limit the effectiveness of the program. In addition, more active floor space would allow a larger census at each center. If the present steel storage boxes are to be continued for use as storage for Janitorial supplies, they should be relocated outside of the play area to segregate these two activities. Sidewalks should be installed from the street - side sidewalk to the entrance of the center buildings. An overhang or covered walkway should he con- structed to provide shelter for arriving and departing clients in inclement weather. Immediate repairs should be made to defective equipment and/or buildings. - Proper procedures for the supervision of the custodians need immediate implementation. - A landscape architect should review each center to design recommendation, review the landscaping needs and make recommendations. The possibility of installing a driveway to the !Moore Day Care Center building should he ex- plored. Present access is poor. Page 24 MIIMMe sMom- ME- NU ffM▪ IW M MOM MED MiM 4 The Edison Center should have its own separate telephone liner The Department of Public Works in conjunction with the Department of Parks and Recreation should explore the possibilities of establishing sufficient reserved parking at each center for its employees, clients, and visitors. The supervisor at each center should be made responsible for insuring that all fire extinguishing equipment has up-to-date inspection tags and is in proper working order. A study should be performed to determine the feasibility of utilizing the kitchens for preparation of meals. Work schedules should be established whereby all staff member: are fully occupied during the children's lunch and nap -time hours. The supervisor (Teacher) should be assigned and take full responsibility for the conditions at each center. The Administrator should be responsible for supervising the Teachers to ensure proper operation of the centers. The Day Care Administrator, in conjunction with Inventory Control and the Child Care Committee should establish a list of minimum equipment to be supplied to each center. Revisions of this list should be the result of an annual study performed by this same group with input from the Staff and Budget authorities. 1 IiVIPLEMENTATION OF RECOMMENDATIONS T S Staffing and Financial Concerns An administrative change was effected on May 3, 1978! a. 'An Interim Day Care Administrator was appointed. b. Two employees, previously assigned to Administration, holding the classification of "Teacher Assistant," have been re -assigned to Operations in order to improve the numbers of professional staff within the centers. c. Liaison has been established with the Citizen Participation Division's Community Workers to provide "parent involvement" activities, with Supervisors assigned the primary responsibility for communicating with the parents associated with their centers. d. All remaining un-filled positions are in the process of being filled. e. A supplemental accounting unit is being established in the department to maintain separate accounting records for the Day Care Program. This unit will also assist in grants reporting since Management & Budget no longer provides this service. f. All Day Care personnel are being reviewed by the Human Resources Department as to qualifications. g. Training programs for CETA employees will be implemented following the determination of skills and qualifications by Human Resources. 2. Physical Conditions/Equipment & Supplies All Center physical deficiencies have been identified and prioritized: a. The Directors of Citizens Services, Parks & Recreation and Public Properties have jointly established procedures to correct prioritized deficiencies. b. Citizen Services administrative personnel have been assigned to inspect Center conditions, and progress toward correcting deficiencies, on a daily basis. c. Supervisors are creating projected needs for both equipment and supplies in accord with Departmental Inventory personnel. MEM MEM WEEP BMW MMiff Additional finprovements a. parent representatives, daily elected at each center, will be invited to participate in a working "Citizen Services - bay Care Committee" in order tot Assist in screening applicants for Day Care Administrator Identify priorities for, programs and issues within the Centers Ensure meaningful, accurate communication b. Selected Day Care professionals will be invited to participate in the working committee. c. Citizen Services staff are currently performing an operations analysis of procedures within the Main Office and each of the Center Offices in order to provide for improvements. IMO MEW MEIMW tit MEW MEI 4 ITEM TABLE OF APPENDICES APPENDIX SOURCE & ALLOCATION OF FUNDS A LINE ITEM BREAKDOWN: F.Y. 77-78 ADMINISTRATIVE STAFFING B EATON CENTER STAFFING C MOORE CENTER STAFFING D SHENANDOAH CENTER STAFFING E U.S.D.A. AGREEMENT F ESE 490 G ESE 104 H ESE 367 I MANAGEMENT & BUDGET AUDIT REPORT J REIMBURSEMENT CLAIM - OCTOBER 1977 K NOVEMBER 1977 L U.S.D.A. - TRAINING MEETINGS M N FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS GRANT APPLICATION 0 it 1l II " " " CONTRACT P AUDIT REPORT REMINDER Q DELINQUENT REPORT REMINDER R LETTER TO FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS S MEW MEIMM MEW MEE New— EINEM MEMW MMW MIMM -0- -0- -0- - 0- - 0- -0- - 0- - 0- -0- - 0- -0- - 0- -0- 32,292.00 15,724.00 79,257.nn 127,262.00 5 3 3'1 21 94,537.05 16 14,983.00 2 7034.6% 1 -0- -0- • 116,559.67 19 -0- FUNDING SOURCES: LINE ITEM BREAKDOWN; t'UNDIN G SOURCE i ';on-CETA Fees SFCAG GRS Sub -Total :: Title I Title II Title VI Sub -Total pith Proaran; Eco. Stimulus(CETA VI) In -School Youth Sub -Total EDCENTAGE PERSONNEL SERVICES. S 80,692.00 15,638.06 - 0- 190,399.26 286,729.32 32, 292.00 15,724.00 79.t 52.00 127,268.00 87,318.00 13,736.50 6,447.28 107,501.78 v. '77 - '73 FIXED & SUNDRY CONTRACTUAL C0P,•10DTTIES CHARGES S 5,554.00 -0- 27,000.00 9,865.00 42,419.00 - 0- -0- - 0- -0- - 0- -0- - 0- S 29,361.94 - 0- 7,171.02 36,532.96 - 0- - 0- - 0- CAPITAL OUTLAY OTHER TO P L -0- S 86,246.00 - 0- 45,000.00 -0- 27,000.00 S 5,564.72 213,000.00 o/ .f 14 7 4 35 -0- -0- S 5,564.72 371,246.00 60 -0- _0_ -0- S 7,219.05 1,251.50 9,057.89 17,528.44 $521,499..10 S 42,419.00 $ 36,5 3?.96 S 17, 5? ,^..44 / is r..e City of i'iami Budget, Ccpartr eat or Ma7m-,,c!i1:; A. and raget S 5,5G4.7? S615,073.67 1 e/ I.0 APPENDIX A u 111111111111 IISYI 1111111111111 111111111111 111111i 11111". '11111 DAY CARE PROGRAM: f3UDCFT REVIEW ADMINISTRATIVE OFFICE; STAFFING TITLE NAME SLOTS BUDGET/ FILLED/ VACANT SALARY SALARY SAVINGS )t1It1ISTRATOR RO'I3BIE CHANDLER 1 1 - $16,456.00 - •,CHER ASSISTANT ELEANOR DIXON 1 1 - $12,251.00 - )CIAL WORKER OO AN ELLIS 1. 1 - $12,259.00 - \RENT INVOLVEMENT )ORDINATOR F1YRKA DE LIMOS 1 1 - $12, 158. 15 - 'FIST CLERK II CH.ERYL DARLENE JACI<S011 1 1 - $11, 128.00 - ISTODIANS VACAIIT 1 1 - $ 9,116.00 - !TERNS VACANT 3 - 3 $ 5,362.00 $5,362..00 IT,, Is VACANT - - - $ 5,382.00 $5, 3S2..00 11ER11S VACANT _ _ _ $ 5,382.00 $5, 3S2 .00 9 6 3 $69,514.15 $16,146.00 APPENDIX B I A III MI ■ IhIiIIiliIHi hill I 11 DAY CARE PROGRAM: BUDGET REVIEW EXHIBIT EAT'0N DAY CARE CENTER; STAFFING TITLE tIA11E I EACHER-SUPERVISOR Tf_CHER ASSISTANT INSTRUCTOR INSTRUCTOR INSTRUCTOR INSTRUCTOR 1IDES AIDE 11� AIDE TYPIST 'CLERK I CUSTODIAN INTERNS VICI<Y HAt1ILTON FRAt1C:ES ROSE t1ARY BOWMAN HI!LDA PENICHET IIARIA VALDEZ (FROM SHENAt1DOAH DAY CARE) JULIA FABELO TERESA CHERENEK COVIIIGTON GRANT VIRDEA t1AYES VACANT LORNE-TTE JACK EUGENIO GOIIZALEZ EVES FIQUERE SLOTS BUDGET/ FILLED/ VACANT 1 1 4 4 I3 1 1 4 3 l2_ 1 1 Il' Ili 1 111111111111111111111111 ill SALARY $ 14,196.00 $ 9,187.08 $ 7,556.33 $ 7,556.33 $ 7,566.33 $ 7,566.33 $ 5,909.44 $ 5,909.44 $ 5,909.44 $ 7,862.00 $ 8,259.00 $ 9,116.00 $ 5,382.00 $104,457.39 APPENDIX C SALARY SAVINNG $7,562.00 $7,862.00 DAY CARE ,PROGRAM: BUDGET REVIEW EXHIBIT MOORE DAY CARE CENTER ; STAFFING APPENDIX D SLOTS SALARY NAME FILLED/ FILLED/ VACANT SALARY SAVINGS fACHER-SUPERVISOR BEATRICE HUDNELL 1 1 - $ 12,880.00 'LACHER ASSISTANT CARMEN EVANS 2 1 1 $ 9,187.00 I:ACHER ASSISTANT VACANT $ 9,187.00 $ 9,187.00 flSTRUCTOR .JULIA BEITER 4 3 1. $ 7,556.33 IISTRUCTOR 'GLADYS GARCiA $ 7,556.33 USTRUCTOR GL0RIA -GREEN $ 7,556.33 IISTRUCTO;R VACANT $ 7,556.33 $ 7,556.33 ID GLADYS 1IOLINA 4 2 2 $ 5,909.44 IDE BEVERLY AWYNN $ 5,909.44 1DE VACANT $ 5,909.44 $ 5,909.44 IDE VACANT $ 5,909.44 $ 5,909.44 IY`PIST CLE9t1( I IVONUE TEARE 1 1 - $ 7,874.00 'ISTODIAt1S JEFFREY •ICDOHALD 1 1 - $ 9,116.00 'ITERIJS PAT CHAVIS 1 1 - $ 5,382.00 14 10 4 $109,441.SO $25,562.29 i 111i1lli 11111' 11 r r 1111 hill DAY CARE PROGRAM: BUDGET REVIEW EXHIBITS 11111111111111111 APPENDIX E bill 9/%TJUUAYi VAT LAnnL" k—Eu i i_,. , 5 I AII1-- SALARY iLE MMA1E BUDGET/ FILLED/ VACANT SALARY SAVIt1C _kt I .ACHER-SUPERVISOR BEATRICE HUDNELL 1 1 - $12,880.00 - [ACHER ASSISTANT VACANT 1 - 1 $ 9,187.08 $ 9,187.08 USTRUCTORS CIFIDY AYDELOTTE 4 4 - $ 7,556.33 - IISTRUCTOR CYIITHIA BLACKWELL $ 7,556.33 - !ISTRUCTOR MERCE:DES t1ENESLS $ 7,556.33 - IISTRUCTOR t1ARIA OTERO $ 7,556.33 - IDE JUANITA BRADLEY 3 1 2 $ 5,909.44 - ,LD VACANT $ 7,862.00 - IDE VACANT $ 7,862.00 - 1PIST CLtRK I BARBARA HOWELL 1 1 - $ 8,259.00 - USTODIAIl SANFORD HALL 1 1 - $ 9,116.00 - UI ERNS HILDA RODRIGUEZ 1 1 - $ 5,382.00 - 12 9 3 $96,682.84 $24,911.05 griytia3�t.: i IJI IIdBiII IhillfllY��IWiiIVi�IllliiBilllililillllillllliilllilililllVlufilYl�iVtliIllVhiliVitVY�i W�IgVIiBili�ulV NAME OF SPONSORING AGENCY CITY CT MIAMI PAST I1 - AGREEMENT ^ order to effectuate t'ic ur: ieS cf tt,e iatioral *_etch Lurch age tt.e Uti1d'iud, •^.dn acts AS a-tr:fd, the Finrt Ca..etartrent of :d4catiOr Ih(rri•.after referred tC at the '.Ctc'•t:'rnt': art t-i 5:ensor ..reso rare 3rd 311,eSS aPCear en rage 1 of t'.'S RIt"licettpr, tore'-r•tt ind rC1• Stat -ent therviiraftee re'e, red to aS the ••S:Crscr41. ait tn, C•. tfi.a if Ct eat' school chill re •^stt2ution, `am11v :3y ::ere ^rc gar.. areior ... listel.cr ;cstd.2L t. e'•dr �t•f .t il0 N ecoverer; and agree to 1:l10..s �r 111111111111111 MAILING At;DRESS 0. I;ox 33070g, MMIAMI, FLORIDA 33133 A. The 2zpart•-cnt, actin; trr"•a:h Food are h.;trft:c'r 1,ahagencet. ttrets :vat. tC t:r,E+tent of 4..nes a.aiiatle. it shall .nt'1LurSE the'r_ronsdr 1n accc•Carcc .'•th ar e ica:::e ireuirr- ne"ts are regulaticrs cf :he National School Lurch Fro'ra-. School Srrasfast rrtg-r-, dial rtla Frorra". Child Care Feed 2renran, and any amrrd-erts therein. Fet fartic'tart' it the r_"i:d Care Food Program tre ancurt of reinturseeent d..rirg ar, octet yea- shalt net e.Ceee the lesser of 11 the coal Gpera'1rg CC-t Ci the fcOG Se. rvite Its; cas.i tn- G :C Ire foe/ se -rote er'c'ete, Or (2' a^ zrount e;i.al to the ciair.,•rg Ter:r-ttge ed. . ,m the r-.ee Of "Ica iS., ty tyre. served tC ChlieICr. -.U: t1.:lte_ _) t'• yetis a15".1'C% 'e ::artre't The 1,s't111:tier me: elect -tc c air 'far 1es• thdr the Iota' ":riatiip cos:! :fire food Ser)loc rogram: e.g., tort of trod only. Cut'.; ere : c:?crting prc;r3r CJStS "for the C•:r:teS Cf Cle.rin3 ret-t,.rseTert rid .' lieu Ci rair:a'ri,g C_ - ele:e -'CJ'" Servire .retorss. S:cnscring :rgar•:atlons, for 1'a^':• :d. :ire iron .-! .n- der the'r ]ur,te1Ct'Cr C-1h. .i:1 to reimcur.ed acccrei-g to cur -Cot tore cost 'acir. rates. _ace net-'.Urse-Rot -ay rot.. however, eroded ire assignee reimturSe-.'rt rates es• ta:::'s-e1 'Cr 'Vie iritftut1 v ty the tlecartre-.t. The ..e.^artr,ert coy cha"2r rate' Cf rElr- turSe-ert 'or institutions as necessary.. to reflect Cterg.-s in the enrclirr': at the pro- gra- level. 3. The S:^-sir. teir; the auth,rity for sucerv'S`Cr are crr,trC1 ter the ertgrae, .arr3nt5 that it acc etS final firar:fal and a.ri'iistrat've respor''tt'lty for the PrCtlf;.n and that it will I Ole -ate a non:*/fit foot ehd/or .roil+ service prc:ra^ for tre tereeit :f thi'eren. ,sing all 1f .°e 'rctre doer • tc tre gran Sclela :r •rr trio-it•yr C- 1^�:. re,errnt _ SCCr a erOgr3- and C-1r'Cr 'those '`Cott Service *elated carthi:es ter-itte' 'y Ste' 3r1 fe:erdi Ou1CS and pe',ciatiehs: provide/, * G eoid*, that SJCh tccrc shall net •.e -;e: to :.:*:rate lane. or tc acocire or Constrott tuild/roc;, Cr to rake aitera_' rs of er- ist:rg LuildtrgS. 2. made -re eisee,,mat'/- demist any child tera.se of Me inacilit to :ay •'., ta11 :rice of the -eats e-^-for n.:'h a erSurC that there .:11 ter0 -.ert lde-lifir:'•:r of any chile ty use 'f any S^ectdl turens ar b y ets Ct :y any nth*" -ear_ ttd..e CI r,S 'n- at,l,ty to ray /he `,:. ,rice. 3. If there is a SCGara'.e C^arye for me61s anC,or er, S.ry •.rat '•••'; ant+: :'. am Served 'free Ur at a reduced :rice t1 ill child:.* rce•.1 r0 ;roe etig'h:it t• : .feria fcr tree or reduced on cc -eels andtor 'rJe4. 15turr t _ Jepi.rt"ert that it is ie cneeliaree ti°ir art oil'; torts} .1th a'1 re,:uire- th. Civil i^.•-tS tot cf :3'5 are •',e nord;,,..' 1' ratiC' re-•5 t CuSCo �y or t r a - Bier rr2't 7rF: ;art t°'. tc the end ropy dL C^; 7f the :-tar 'e ..`d: rriw Cr • P-fi d•" 0- the ^.*turd r taro, c:'c .se• or national teat u terser in :re - ''a'": 5 • - • oeibli, he a Chided f Cart1Ctcat'On�n, te denied tee terelits u'. ci , a..;c:•e• to Ciscriniratfcn under the.Creora.. er activity of the :Lens,' tc . rh a'; :'.ante is Oro.vldee ty the _eeart_en't. 'he !Jd-S-r ir':rr'ar•:S .•het ih.•S ern 7•S•..1-.. ,i itr. rrC .r1t1Cn :_Tiles to ad-is;':Irs and reeruirrtnt policies. federal t'ra•L:ah ass stance n ^rtseh'e',1r ^a'do -r•r eS under this :pgrr.erlr •it 1S *.ten duel in .ni,; rued Cr t e re_ '� non"iStTtr •rda :n. 'ni5 r:n dlttrtninat•Cn ast_ronte Sr a'' cililete the !:"M ^.r i1 Ices es atsi1'.ance 'S ^eTrier* ;r tt rctdf'S iCS:FSSiC" C. a-r iSti5:J`:t n.15N rrov'c.C'ty •. e - art-eet. Should the 1:^ •• OnSC' fail t- n•Crpl• ,•" ",S the ;; u�a•'.2. he ',;nited .tite5't :r "e_ :eear:'tert Shall nd•,tee r•snr '.Gieh. 1:5 Pri T•-f r. ^5) 1U- -diciai or any other -wins Z.. thor1Ltd t.v la.. ln the Cat O. -rivete ;churls 3^1 in5•i- 14t:OnS, admission policies are understood and agreed by t'.e 5fonscr to de a reit of suet. prOgra^s and aCt`v'tfES. L. "maintain a financial r3ralerv'r.t system' prescribed t'y the tet:artr.e^t. b. 'maintain full and : '_•rate •rec'Td; of all o-o?ra' (pi:retirr: .r _•.r t,'t 3;re•"enf. 1tor •recu55t. rare a:1 news CS oertalfOrg to these rre5rl-s is ailati? to t•e r.r3r•r•^- lC- audit er? .revte.ot -•'v' reaser'ole time are el4,e. c •r. rn'srli :hall -e retaitel "for a r.•r'Cd of ...' a :oars after the e-d tf 're fiscal y'3" •t•, .rt-s r t31.. 'e,c4:t that. 'f dud:'t';nos have not Seenroselved. t''t rece,1• sRai1 tt '^••tam"•d Le- yOrC the three-year veiled at long as reduir^d'far t7r ',solution ^t the t.t.es rase' ty tt•e audit. iELEF;,ONE T.:MEER ( 305 ) 579-69 12 7. Purctase :ltrtltcl feet; det'orated by the :ec rtrtrt. if and when a+a•:e:'e fi. metr•atn nrce55ary ftrilit'r5 ft, tre Stl•ra9c. :tic; -,*dyer are erri[t •..:t trd:nr milt a•d ens,. •'c 1.44t r. the st:rase. ;res.rat:Cn _ serv'Cc c' 'c:C ar. : ^•:a :,;ter Sanitatf Oc art reelt' Sti^lards are it forfcr-r.-ce iith all a:plfeat:e State 5,1 Intel taws ir': •"t �_ 5'.1G•.; 3. FrStot that surf food: es ray Cc offtrrd is a do-atitr ty tf.c L.C: art a :tc and e ffictt-fly utilized In the reed Service rr:gran. 10 1f acclica.'e. to er.urt that era's ser.c" in all tchocli.s: or frstit,t'er't the'1 eett the `•niS lr 'utrftiural ?co:Are-Pets Stecif'Cd ty the Federdi Pe!:iat'''S a C State 3ca-d of fOucatfcn :.its durir; a ;price ee5:gnated is the ett•r_ence ot•r:c1. 11. Frice Teals as a unit. if Citscd setarately. !hf and CC''; 1:. l;t m't rfa+er,_ for re'nlurserert in aCeo r_a•Ce ..tt• dr:ceC.res ettat''s':•' :v Tent. 12. Oat-- reirter.r•:tit Orly •_r those "'eels tr ftuid -11E y•Jrcnaste •e- s!rs're t1 Chi:orE' aeetieg FE L'a.11 Peg.laI :-S at the ri•e iss'-y-e: by the :Evart-ert u•'.• Sc rvy:. tt a:.lts, as refired. shaft te 1:. t t it t: the :eee•rert, ce a ftrr eresieee tf tee Cera mrot. clays re'-.`.'te- meet in acccrda-ce .1th irstr.:tt^-rs smelled ty the :'t:art'ert,re''- tore-ert rot file. within 31 dad! ante- :-e cl:5e of .-E .as incurred shall :e ei5ailo.ed e.ce:t -'ere a c'a'- for reimburse -eft '35 r• file: late tecause of circurstarce1 eeteraired :y the :etartTeri to to beyort :he Coetell cr the sct•ocl. irititutton Cr care.} 15. if partictCetirg to the sat'cral School lurch erlIcr Freisfast ; r•;rr' to: a. Limit tie operating, taiarce to a level t:rsi5tcr: 1th :he food service :rcara- need and Federal=Eda'atiors cr to ar.a"Curt e::.al to .c mertrs of rce-at "rot tf Cr. Provide each steer t urter the !Censor's fortstictior a Teal ;eri:C s:-e:. - -eet the st_dent's meets ":.r'r, the ta, c. 1111a. rt sales cf fcccs. tevera:es :r sea:•s cc -retitle- .tth tee school f:-: progra- erer: as [rooted :y the F'^ride :fate 2:art of Ed :at*Cr °GIes. Chi;ter -. 63.G:(2).lt) I. 2. 3.4 _id F. `3r --'4C SChh., :'str Cts :r'y. d. mairlain a:e:.zte '_r d srtsre:e r :iris 'e r '-retTGursa0le a 's Carte tfr'+ice. if :rc.J.._:c it n"Cer _ a r._tr.t.rra1 ev±'..atitn of ,;e • .^C'•eS sr. diet. - fasts and a firanc•3' eve..doer :f cost. ar -ore. C. :, .e:o: and a ar ;c: lies estattts,frg the :a- 1 � fcllc.ed her rrr: asi•: face_. sur:iits s'C eauierert :_ te ccntiStest .4th_current State la.. f, Maintain dC ount'.ry- prC:CCurrs wh ene,er Crdct1:a1 that .11: sre. the sod -!or': C'y- tritJtttnS to tie ortgra- sc:arately frre.. Federal, State are Local Sources C:rtrol. iri••ttr SJ:Erv' ant Tterate all the fold service . Crr 'e Srr.!or's :.rasa :t,or, .re S::rscr -a. .1_h ant?er art -over S:._ -r a toad manaeerrnt cc -der) to crevice torn see 'ce in ere er *ore r S _ e. _' that ire LOrLr3Lt i5 ffr•Mt r.r'+C:: the .^:a*'S ^mot nt�•E.er. .he ;t '.•rs;el! er ra n resrcrsltlt fcr the iced serviC'C.°re:•.r, alzfnist'3ter. S.:e-s'sirr are control to Ccv-G.Iarte .itr tl'E Lrc;r3- 't ert are 7e:era: ?ey latt:r5. Si, .ill estiraie. as of October 1 and March 1 cf ea{• year, the r.ree. of Feiss •r to all •crce ' er nst'tut''r3 .he are e•'y'It a for free a-C reduce! :rt:e neatr•'.n e scrc.dl S Cr ir.t•t.tl:n ; apt-csel criteria for such eu s 'he Ca:: ..:et to -a•E t'•rSP tst''mates snaiinte rain :atred as :art of tee re::tits '. :e reta'eee ty tt. St::errr. It. If partici ettng tr, t'e S:e.tal Mil: Crdyra^ tc. a. deceit rt%oces!^_'lily ter :rov'eiry^ tre:ra" benefits to eligible cttildree In the schr:it5). '^stit.ti:r;s). or ear:isl under its Jura s,iCtien. b. Coe -ate a rrr rnf't -i1. service eakir- -ils av3ila,le et least once dour - eve ea, cf r:traf•Cr to reedy :hi:drrr in: 3 ir' rC ,:5crttir3tien a;itrst are ^et..! cnild ttta-;E of nit reh•litr t::ay f r .he +its. :eceres of trccre ire:eiatO zed er•rr1'••;,e• Shaft te maintaire, In such ea -ter as t0 reflect tee Stag: rf t'.e .-1 :t service APPENDIX F 6 6 lIlilIliliF ilh1i1 e. Estatllsh a procedure to aceaunt for the me ter of half pints claimed and to claim refeburste,ent only in tc,nnectitn velth pasteurized fluid types of unflavored or fla- vored whole milk. lowtat n.ilk, skim milk or cultured buttelmtlk which meet State and local standards for Such milk. A. 'tfate maximum use of the reletursement payee:its to reduce the price of milk served to children as a r.eans ct encouraging decreased milk consunptiun. 17. 1d participating an the Child Care Food Prbgrant to: a. 'Accept final financial and administrative responstttllty fur each family and group day care Acne and child care center under Its jurisdiction. b. •keep lull and acta.rate •returds respecting its toad service to serve as a basis for the claim for reirburserent and for audit and tevlrw purpose-,. Those service in- stttutions approved for participation in the child Core Food Decigram rust maintain separate records for .each program. The records to he kept include the following: (1) deals (a) Daily nueher of heals served to children. by type of meal (trealfast• lcneh. supper., or supplerent). (t.) fatty.r.urber of meals served to adults. Ly type of meal (breakfast. lunch. sueper. or supplement). Prc-yrant Income (Receipts) (a) from children's payr..cnt (b) from federal reirhurserient. (e) frcm adult's :payments. IC) from all cthet sources, including loons to the program. Pr ogram etperditureS la) for Service Institutions claming only food costs: 1. Ter food. 2. for direct costs in proceSsfng,,distrlt.uting• trantperting, storing. or handling focd. For Service Institutions clainirg operatiors costs: 1. for food. 2. For Tahoe. 3. for administrative expenses. 4. For purchased sersiteS. 5 For rental of euull.tent. C. fur depreciative of equipment identified specifically as cf.ild care food service noncupendable pervert). In institctton claiming operating costs ray elect to elaia for some of the catinpries; however• full and accurate retolds must be maintained for any category claimed. tomoistretion :((a' licersing status. (t:� fatly -size anccre data on fannies cf enrolled children (c) Loeurentatien of periodic visit: to child care cc•nte.s or fanny day tare ones to r.orntor cur:,pliar.ce. This requirevent females only to institu- tions adrinlstering Wore than one child care center or t., ily dry care hcrat. c. Submit annually GO iorr :ESE 104 inforeatiun necessary to determine claimtrg percent- a5es accordirg to LIR Fart 22C.6(11. 1h._ tern: at this-greer•'nt dni the detailed information tontenned ut Sr1t.•,i•.lt. A. aid/or B. i.hich stall "Le ton.iCrred a. Part of thi: Anreer.ent, shall Si' mudltied Cr changed in any ..a/ :ther than by the COn,ent In writing of t.oth part ley hereto. This A.:reo..ent ray t.•. 1er•...cd annually ry the Department and the Sponsor by r,utual ag;een.wnt In .t'-1tl. •;. 4,, 1., d! .,ill Le contingent On the Spun:or reef lr.g .program reiulrenent; in this Fgreer'ent and those 'outlined in p:drt: Aft. 215.. 2e'O. 2:6 and 245 of the (.u•7r of federal Ne'qu- ldtlte,; and other LCliinent itstruLttOns 'from the (k'partrelit nr the United States li,•parte,•nt of Agriculture and Shall pertain to pr ugraai5 under '.pon.0r'S 1ur15dlr lion lief have sub tilltcd denial e)4.11,ettous and Said a3GlitatlonS have been given 1.1.4,1n.eht JpI.inval. ihis i.gr'em.nt ea, Le It:,i li tea upon fifteen 1.15) dais wrllt,n nunte en 1'e part 0f either party hereunto., a red the .;coed Trent n,ay terminate this Agtte•....lit 1.1n. dlalely otter 1rtelpl dt evidence that the terns and each tiuns of this A,;ree.•rnt and of the reloiat lees ,u4en.tu.1 the proyrdnleave alit teen fully compiled with by the StonSur. Any te.nnration at Ih1S A,,re`+'••ne by the L..partrent shall be in accord with applicable 1d.% and regulations. tin tens lnalrpn or e.ptratlon of th1S i•)reenent, however. stall effect the oblieallun of Itr Sponsor to raln- (2) (3) (A) (t') liiiiiliI11IIilhgI OM 111 taln and retain records and t0 mate Such records eva11a01e for au^.tt. Teri;hatlon of to s Agreement for non-compliance with Title 1! of the Civil Rights Act of 1564 snail Ge in a.- cordance with applicable lows and regulaticns. F. The Department nay tale such action. including prosecution for fraud order applitable State and federal StatuteS or Initiate a reclaim. If any pert of the more/ received by the :persor, through improper or ne,legert action, Is dtmintshed, lost, misapplied. or diverted from teed program. This Mobility on the part of the Sponsor snail remain in effect for the deplirerle periods of Itmitattons as called for by la. after the effective date of termination of tr.is Agree...tint . G. It is understuud and agreed by and between tee Cepartrent cf Education and tee scrcol, insti— tution. ca...p. or Child tare Food program Sporscrtng Organization. ..Cotner t.,r)t. cr private. that the regulations of the United Stites Department cf Agriculture relating to ire Fucd ar•J Nutrition Services, Pequlations his. 210. 215, 220. 226 and 245. are made a part of this Ayreer:ent ar.d that the Cepartr.ent and the schools. institutions or ewes are to aLide by all Of the conditions and terns set forth in tre regulations. PART ill: POLILY STAIU(,L,)T inc Sponsor, in acfition tc tt.e previous ae;ree'str.ts• further assures ere Ceeart.-ert that It will cnllo/rely inol'., nt the tollo.tng policies to erten...re c::lld,en's elt;ttility fur free or re- duCed price meals deed;Cr free rill and the :pwtoor's re5o:nS1..tlltiet urler pr';r v's. For . purposes of this policy statement, all references to free or reduced price -alsJsnail te syr.or- ynuu5 with Cc low Econa-ically Leedy and Ecrnu:.ically !reedy reals to CCFF In fulful1tr•g its respcnslhtlitles the Spenser pill ctccse and indicate in Fart I7 Ile type Of policy State•ent developed by the Oi artrtrt that applies to Its s r.col(s), instituitcn(s). or c3Ts(s) concerning free or reduced price ',cols and/cr free milk. The ten types of policies are as follc.s. A. A Sponsor ciich Mitres sepratell for reels and/cr milk (FPII(If.0 Fa rF:. ) .111 sere free or reduced trite reals ane;ler tree milk to any child errolle11 at the tcncel(s), instttc- tier(s). or carp(s) listed on Schedule A wen Is cl1.itle for free nr reduce! ;rice deals and/or free nit; it accordance (to the State's tardy si:e and $rctee star -dares era assures the Florida Ceparticrt of CJucatien that ire `-persor a;ree5 to in;le-•ent ire fc11c._tri policy in deterninir, the eligttility of children fcr free cr reduced ;rite nevi'. re• - •rte milk 1. Send to eaLt1 child's parent or 5uardtrr, a letter Ircludirg the inc:.r• •an acp'.i- Calion fora for free or reduced price reels ar.:ler tree milk at tee .- ,^cf •:i:h school year and rnenercr ttere Is a Charge 1n elipitllity trtterld. '1e-'t: .02 .e- requested to complete the applicaticn and return it to tee :por.:Or's ceternlrire ,;ttto1dl- for review. Sven tirplicatior.s .ill te ralntatred tea tile to three years after tee end 0f the )ear in Olen they firth'. atcltLdticrs nay te file: at try tre year. Any parent enrolling a child lr a school for tee f1.st tire. it any fire c.. lag tre year, v:111 to Supplied with tucr JuoL.ents. If a crild transfers Roan ore st`i.el tr ar0teer under the ;u risdicticn of the sane sot.coi fccd Jutr0riry. ri5 •tllg;Lb)ity ter a free cr re'luced price meal and/Cr free milk .111 he transferred to art ice .red ty t`e receiving schcul. All children tr.i a fondly .Ail receive ire sane theft t. Atria fourteen calendar days Of tee receipt of applicatlrrs. parents cr yuar1l.arS .111 Le ertitle: tr.- divteLall, c1 the aLcC1tence nr denial of their avelicaticrs. Chil.lrrr .411 te served rivals and milk lried1Jtely ueen the estatltsnrent cf trelr eligitility. :.her, an applica- tion is rejected parents cr ,uardiars will to infCr,e1 cf Inc reasrn f,r deelid• t'e availahtlity of a hearing prccedure and the rase and address of the ecstrrate•1 rewire, official. 2. Ceslgnate the ad•rini•tretive position restcnsible for revie.irq .a'licattrns eyed rl.ing determinations of ellnitility. This official .111 use the criteria r.ttlin.'d to this pal. icy to deterr.iee which individual ch.tidren are eli;irle tc receive tree or related prier meals avd:ou tyre milk, t.a:.e• and title ur Uncial to Revies. R,1:)1catICiS toe the Ftrst tl:ri and "a'.' .eteenlna- ticrS of Eligibility: 3. Mate awailaele on an arr,ual bases to the int-Creation media, 1ceal ur•.;I:.•-e•nt cfft,rs and r..,llbr er t.td)erS canto plat ini; large layrf tS Server._: the area s:.r'..iitl, irstet.ti ui(5), 0r cd.4(S), a (6:•11c C1t'SS rel04Se Ccntalntr.; the Sara tnrsreatrur t.tl ie. d 1r the! .ar- ent letter. The public ennuunce.ent ':use also state that reals ard't 'rl. are 3.111- ablt• to all children in atter.'mece .tthout regard tc rate, coder. see. or natleral origin A. Assures that there will br no phystral sc1,e•;iticn of. her any otter :.r1-,ratbOl a•;airst ary child Pccair.c of his inat111ty to pay fcr -call ardor nil:. and re d1:Lrl-- inattcai a;auISt ary child on the ha; IS of race, celur. se.. cr naticral cri,lin. ire flares of the children eligrtle to receive free or reduced price meals and/or tree rill. .111 rtt be pub1i.led, vested. or ann0urcrd in any nirner and there will to no evert ldectlfltat;cn Of any such children by use of Special t:itn•, Or tttleti or any Ctrer rriet (r 1 VaiNWC4iifi YYiFa31 u iG S4llllg'A7,ibia( 4016 7J:idimw.irnnpa'M;.+r.-r 1 +Establish a hearing procedure for parent appeals of school decisions cr irollcattons and ffor sehoV. official's thalienges to the correctness of information contained in en ap- plfcation or to the continued eligibility of any child for free or pelted price meals .+and/e: 'free milk. During the appeal and hearing the child will continue to receive free all theirddispositionseals willabe,w. reta nedAilk. A record for three years.. Prioruch to initiating thepeals and allenoes hearing and procedure. the parent or local school official rill be permitted to request a conference to;provlde an opportunity for the parent end school official to discuss the situation. ;pr-sent information. and obtain an explanation of data subalttcd to the application and decisions enderd.n any way antnish therrightoto asfair ahearing. The hearing iprocedure wililprovide lowed to prejudice uch conference ll not forthefollowing: a• *simple. publicly -announced method to make en oral or written request for a hearing. b. An opportunity to be assisted or represented by an attorney or other person. t. An opportunity to examine. prior to and during the hearing. any documents and records presented to support the decision under appeal. nd onvenien d. That adequate notice9willlbeeheld given astto the timeeand placesofathe hearingCe' and that e. An opportunity to present oral or documentary evidence and arguments supporting a po- sitlon without undue interference. f. An opportunity to question or refute any testimony or other evidence and to confront and cross examine any adverse witnesses. htthe ,econducted and ecllerr rrOal odid not eerticipaeinmakingthe disionbeingappeadoin anyprvtously held conference. l be ed on the al h That the decision ofiv.evidence presented at thehhearing andcrede al part ofsthe hearing rrecord douMentary 9• PART iV - CERTIFICATION AND APPROVAL Indicate `Program(s) in*Mulch Sponsor.will PDrticipate if Application is Approved: lCheck (X) as ap riate) National School lunch Program School 'Breakfast 'Program Special 1411k Program (t tra) Special 11113/4 Program Child tare 'Food Program RECON EH IIP ED FOR APPROVAL BY: \/ rotor, roo3 anl(TT-uiFTlTo^-nag.,on Ar,REE"ENT: From ! ~t 1. That the parties concerned and any designated representative will ne notified to writing of the decision of the hearing official. That a written record will be prepared with respect to each hearing. which shall in- a clude the challenge or the decision order aoj:eal, ary docurentary evlderce and e st.-irery of any oral testimony presented at the hearing, the decision of the nearing"' official. including the reasons thereof. and a cony of the notification to the par- ties concerned of the decision of the hearing official. and f three k• andtwill bewritten avai1ablerecord forfexaminationhearing bywill the partiespreserved c ncernedaorperiod theirore;resentrs aa tives at any reasonable time and place durlrg that period. 6. For Special Milk Program Only and Chiid Care Food Program to collect milk pay-ers, out- side of the heal cerind, to a manner that will prevent overt idertiftcatlon of children receiving free or reduced price meals and/or free milk. To protect the anonymity of el- igible children receiving free or reduced price meats and/or free milk, one of four methods will to used for collection: 1) daily collection et a desigrated tire and place. 2) weekly collection at a designated time and place, 3) monthly collection at a desig- nated time and place, end 4) billing statement to parents. (For each school. Institu- tion. or carp listed on Schedule A and/or Schedule B, check the collection method to be used in the appropriate blank(s).) B. A Sponsor which does not charge separately for weals and/or milk (l N-PPICI'lG P(C O J4) as- sur^s the Department that a)tncugn there is no separately Identified cher;• establisred for meals and/or milk. all children in atterdence at sites listed on Schedule A and/or Senelute B are offered the sane Teal and/or quantity of milk at no se-arate charge re;ar"_less of rae.t inctheccoursesof.the food service because of race. there raccolor, osex. tnational Oorigin. sort schildny olor. or national origin, and ability to pay. SFONSORING AGENCY i• NAME OF SPONSOR City of `•)iarli Day Care Proc) rai ccuNTY Dade 1 CERTIFY THAT THE INFORMATION CONTAINED ON THiS FORM iS TP.UE AND CORRECT TO THE ?EST OF MY Kt1Ca.LEDGE AND THAT REir.BUPSEMENT HILL BE CLAIMED ONLY FOR MEALS AND/OR MiLK SERVED TO CHILLR.EN AND THAT THE SCHOOL(S). INSTiTU- T1ON(S) OR CAVP(S) NAMED ON SCHEDULES A AND/OR SCHEDULE B DO NOT DISCRIMINATE CN THE BASIS OF PACE. COLOR. SEX, OR NATIONAL ORIGIN. 1 FURTHER CERTIFY TO ABIDE BY ME AGREEMENTS PERTAINING TO THE PARTICULAR PROGRAM(S) AS INDICATED AND THE POLICY STATEMENT. AS DESCRIBED iN PART 111. FOR: (CHECK (X) ONE) [ptlnetl^n •rc.raw rrogra.(s, having se:erate ro;ra'(s) hrvirg no separate j ct.1iatt'n rc runS narge for acAls and; a milk charge for corals and/or milk I ( AND NC•htnICIN, P?retaAM) (PRICING PPfPAM) (NONPPICING PPfU:Am) sIGNNrieF Alta X-ITI-E fir AUTHORIZED REPRESENTATIVE: (� r / • gnaue • x -; 4l tness FLURIDA DEPARTMENT OF EDUCATION Cet /7? rate— To To Jr "fir /f 7F ApP1to 'ED BY: �L•12 ccm1ss�isi City -'•: 4 n a ci e r ` -7 ---TTIle ( _ altness -•r „.21 „,,,, r7 .7.— 7 e aF FSor oa e• !rat t c L1 rsss / r • is 'JUL LU•?i'LL t AGRLEMLNT NUMBER �li�iY�YYiiYYlib PART I: APPLICATION FOR PARTICIPATION ALL APPLICANTS' COMPLETE ITEMS 1-6. I. County/District Name 11111111'r ILURIUA LLi'AR1Y!.N1 Ui ELJLATIU'I FOOD 8 NUTRITION Y;A((AGLME'IT CHILD NUTRITION PROGRAM APPLICATION, AGREEMENT 8 POLICY STATEMENT 11 1ili 11111liii .r _..t 000.0...0..v .•..,._ INSTRUCTIONS ON PE'1EPSE, 2. Name and Address of Sponsor Phone ( ) 4. Type of Sponsor (cnec>< tiic) One ) Pubitc School District Private Nen-Profit'Schpzl r1Public Residential Institution Private bon -Profit Residential Institution 71Private Non -Profit Child Care Institution Q Child Care Food Program Sponsoring Organization n Camp -Sumer Q Carp -Year Round n other (Specify) 3. Name, Address 6 Pnone r%umber of Contact Person Phone ( ) -1u"Jrer of 3crls/ Institutions/Camps Under Sponsoring Organization 6. Indicate total n'rber of Scteols/1rStrtuticnS7;.e-ts ap- plying for participation in each• category listed telow. A. National School Lurch (.SL) e. School Breakfast (Se) c. Special Milk Program (S°P) (Extra) D. Special Milk Prograr (sup) Irrly) E. Child Care Fend Prc'1ram (VCFp) OAPPLICANTS FOR SCHOOL LUNCH, BREAKFAST Alp SPECIAL MILK (EXTRA) COMPLETE ITEMS 7-16 EXCEPT THAT PUBLIC SCHOOL DISTRICTS AND PUBLIC RESICENTIAL INSTITUTIONS OMIT ITEM 11(9) AND ITEMS 12-16 (THEN GO TO SCHEDULE A). APPLICANTS FOR SPECIAL MILK (ONLY) COMPLETE ITEMS 10-14 (THEN GO TO SCHEDULE A), APPLICANTS FOR CHILD CARE FOOD PROGRAM OMIT ITEMS 7-11 - COMPLETE ITEMS 12-16 (THE' GO TO SCHEDULE B). — �*tcatsi"ilk for Students Are: iCneck (x) Ore) A. (] sold as a unit (pricing) B. Q included in tuition/fees (non -pricing) C. it included in total care of student/res- ident (non -pricing) C. Q combination (pricing and non-pricir,) 6. rood rrcraratic-: (Give nurber of each as appropriate) On Site-Yitehen Private Food Service management Corpany (attach contract) Base Kitchen (Prepares meals for serving within the facility in nnich located, or for delivery and serving.) Central Kitchen (prepares meals for delivery and serving at re- ceiving irstituticn. No facilities for serving meals.) Satellite/Receiving Schnol/Institution 9. Feeding Program Operation Dates: From To 10. Men-tership: Total ,ir.riershep Economically needy Mtrrtershi p Adults Innly `,MP) 11. FEEDING PROGRAMS A. Breafast Full Sale Price CNILDPC11 w �tr tt,•,.a,.n :.. C•v ••a r! lit 10110 4,7 ADULT indicate Otner Food Sery iSC. lnror' Amount(s) Source(s) tap 47' it rr• w ;educed Sale Price Free/Paid B. lunch Full Sale Price Reduced Sale Price rree.na.d C. Supper Fu11 Sale Price O. Special Milk Program (Extra) full Sale Price Free E. Special "ilk Program (Only) -Pricing Program Yon Pricing Program Combination Program Total ESE 1190 [-fr. 1,7,1777 ,af'RIVAiE SCHOOLS/1NSTITU IO'1S/Cr1''FS & CCFP SPO;t3ORIrG 'ORGANIZATIONS ONLY COMPLETE ITEMS 12-16. 17. Is this a pri'.ate sch E /tnsTlfuticnjprg,.tri;aticr'C YpT (riot applicable to farily s grcLp dry care homes.) �j Yes El NO If Yes... .•tr a:rt•ra••a at Kann • r - • tot tr• • taS krrrt' ter^•.. t S•at':S tip 1 a^ n art, tf st•a •"- tax e� tt+a. ce. 'pet uar tf ceretc.+at'c• tr a-^t' • a.:,, . , nQryrtft stalls.- ;Chorea s. ^''•S • •• a-e ct••,t•6•as ar .~tr ,•ft• VI,t of a c^L•c.'s c:eritiy Cc' •ct rred a 1•ttn• Oa a.r•re+-a't`^ 13. Is sponsor in compliance r.itn Title '.1 of Civil Riynts Act of 1964? cj YeS 0 do If r•s, r.. ^••;nee ar:l'ca, is a•a tune .'c yntr tta M net ru.e cry en Wt. prig:• a c :a rr 4tt.r r•t.r ,ir♦ r.r p,tt ;•ta tr •..art,: 14. Gees scrool/instit.tien receive cr e.;e:t other state and/or feceral funds ftr ^card an.l;cr food service? (Omit if Iters 11(6) & (7) are completed` C1 Yes 'T No If Yes. Indicate pregraoh source and a•cunt: 1 ... - iat . ... .:e....... -.... tra, lr ....r:v..... ..0 ........1.--.-I.+..nr 1 !f' U. L AST 8 SPst:IAL "ILK ,,� t�'(1I , /'l, $BLit 15. (CCFP 0)SPEGAo..) Is irstituticn itcersed ty kcal, state. or federal authorities at a child caring fac- ility? =Ives LJ pro If Yes. attach a cozy of itc•rc., or cyrft r Mier letter, 16. t1tlL CI'tt. r;, J .. Nu -ter of enrolled children, elic'y)r in each reed cat- egcry ('•>L, NSB. s SMP (extra s cn'.y) disregard): A. Beirw EN B. EN C. Pee EN C. Total A•r•C FUf i 3NLY CHILD CARL FOOD fRLlGIAM Sl'ONSOR1:;:i LO''i'L[IL 11:L ila IN& 1Nit!!JSr.:!IA : ovesi 0111111101111 it L'.,; ;1. ;ice's .• ! % ,'_U••L (:!.1 WIT MIS PAGE. AIIALH AUU1I1UNAL SHLLI(S) fl ;rLLLSJAhl 17. Sponsoring Organisation food Service Personnel: . tiur3'er Jirsiray Title of rosition of (Spent on Per' Isenrcl•Food Sery Waves per Pour T Specific Program Duties • t IS. Nurnber of Institutions with Food Service Operatiers Under Your Administration: [I Cnild Care Centers Farily and S,C,:• ..r•, ;are "ones Other 1L ii. Total ':erber of Food Service Persornel' (Include All 1rstltut'e^s; i_ ^ •`.Estimated 1 rorttl) AdriniStratU'e Costs .which ;ill be Claimed b, ,r iy !'0•-h1y Costs .which .111 Se Clai-edl A. Administrative labor ), ;,rector's Time Spent in food Service ___. 2. Supervisor's Time (at center) in Foot Service -_—�--- cpCnSrnrg crnani2ajiCn: :rCtJa ' T i1. Estira2 d 'trthliBBC^at for FCt S•r.ice :rera"e5s a:il trstit.tiCrS...-.Ter ! Your Ad-i ristration. (1rC1_de frlj Costs witch will Fe Claimed - .c rot :rcluce i Admiriitrat-.e Costs listed in Ito^ ::): S A. Food Costs • Transportaticr (food on1)? f- _ _rdtP X rate : : tests e B. Lat•or;tltrtr Ffrsr^rel r 3. Clerical/Secretarial time X lit rate = c 1. Labor Costs for Food Service e B. Office Cost (paper. postage. etc.) Transportation (pfrsonrel only) C.X = S Z. Other Labor Cetts c " f)•) raft e S 3. Other Crsts (Set 5 S C. Otter Costs (audit. training. etc.) (specify) ' $ 1 1^TAL = S i TOTAL (: • B) S -- 23. ___ Describe our plan for rcriterirg focd Service creratic^s at irstitutier. :d-1 de the number of Petiole w"o will monitor t'e irstitutier a-d a schedule for visitirsthe irs- tituticn. (Attach a eery of tie monitor review fermi that you plan LC use to review each institution.) — :Z. )FE ( Describe :ne 1Jpervisery assistance td to provider. including the col to Provide such assistance. frequency of visits to centers prOvdnC or the requirements and operation tf the food service. . r,urt, r and types cf tersc^-t! and hones are training to he I I i j -- - --- 2h. _ Gutiine your procedure 'for collecting fror, each institutior •.f Gaily nu'Ler cf CFilnren served 'the different real types: (2; vice costs: )) the frequency of information collection; (A) collect informatior from the - :,i;tution and (5) the place where tion '.ill Le r+aintained. _ _ mdtio' 0n (li the 11 all Claimed food ser- the method •vsed t0 I renuired inf0rma- - I 1 25. .Present a plan for reirfLrst,ent fcr )our inStitut'cn detailirg t^e criteria used tc determine the rate of reirbursernrt. Tne plan Sho,.ld assure that cay"ents reflect the relative percentage of children in each of the three reed cote^.cries (Eels. !co - comically Needy. Economically %efdy'.:teve Ecore-icaily Nee.1.) a^d should net e.ceel the documented eprrating testa of food service fcr each institution. (Attach a [cry of your allccatier Oar to be used for ec:.itably. disbursing fi.rds to child case cen- tcrs/far,ity day care her.es/recreational centers.; ..... `J ri ri ritlt v tt (4) GENERAL INSTRUCTIONS 0 1. A)arts 1. 11 and Schedules A and 8 are printed on self -carbon paper. Please use typewriter or ball point pen when completing these sections. Parts Ili and IV are not. printed on self -carbon paper because original signatures must appear on all copies of these sections. 2. The top three self -carbon copies of Parts 1, 1I ard Schedules A and 8 (as appropriate) as well as two signed original copies of Parts III and IV must be submitted to: Florida Department of Education Food and Nutrition' Management 319 Knott Building Tallahassee, Florida 32304 3 preadingsmilldigive paticuar ttetin thendicaterthativariousnsecctionsicandbeeomitted byt tparticular applicants. NOTE: PUBLIC cSCHOOLiDISTRICTSuOMIT PART t1 eITEMsnCare- lull irctions onhe face of each section regarding 11(9)ANDITE'IS 12-16; SCHEDULE A. COLUMNS I-V; AND SCHEDULE B. 4. shaded boxes should have no entries. 5. All appropriate items must be completed before program participation will be approved. 6. For the purposes of this application, agreement and policy statement. the tollowing definitions will be used: ADULTS - Tnose persons not included under the definition of children. (See definition of children beloe.) CHILD CARE INSTITUTION - Any licensed nonschool, public or private nonprofit organization providing day care services where children are not maintained in permanent residence, including but not limited to day care centers, settlen.:ent houses, after school recreation centers, neighborhood centers, Head Start centers and organizations providing day care services for handicapped children. CHILDREN - lhose persons undo 19 cnrenclooical years of age in camps or child-care institutions; or persons under 21 chronological years of age attending schools ;or residential institutions. COMBINATION PROGRAM - Combination of Pricing and Ionpricing programs. (See definitions of Nonpricing Program and P riciog Program below.) ECONOMICALLY' NEEDY MEMBERSHIP - Those enrolled children eligible for free or reduced price meals and/or free milk as determined by the official income scale of the Child Nutrition Programs. FAMILY 6 GROUP DAY CARE HOME - A licensed organized day care program for children in a private home under the auspices of a public or nonprofit private sponsoring organization. UONPRIC1NG PROGRAM - Meals/Milk are not sold to children at a separate price, but are provided them along with other services in a school, institution or camp. financed by a tuition. boarding, camping or other fee, or from tax sources or by private donations or endowments. NONPROFIT `MILK SERVICE - 'Milk service maintained by or on the behalf of the school, institution or camp for the benefit of the children, all of the intone from • which is solely for the operation or improvement of such milk service. PRICING PROGRAM - ?teals/Milk are sold to children at a separate price which is either paid daily when meals/milk are served, or an a weekly or other pal rent basis. status der ofltheEintternallRevenueL` de5ofT1954INTIUTIONorRis�moving towardlcompliance with dtherrequirementsnfor tax-exenpt status; oror camp which has eistcurrently Section cae operating a feeerally funded program requiring nonprofit status. RESIDENTIAL CHILD CAPE INSTITUTION - Includes but is not limited to: homes for the nentally retarded, the emotionally disturbed, the physically handicappe:, and unmarried mothers and their infants; group homes; halfway nooses; orphanages; temporary shelters for abused children and for runaway children; long term care facilities for chronically ill children; and juvenile detention centers. (see definition of Schools below.) SCHOOL - (1) An educational unit of high school grade or under, including classes of preprimary grade when they are conducted in a school having classes of primary or higher grade er when they are recognized as a part of the state educational system regardless of whether such preprimary grade classes are conducted in a school having classes of primary or higher grade, operating under public or nonprofit private ownership in a single building or complex of buildings; (2) Any public or nonprofit private child care institution which: (a) maintains children in residence, (b) operates principally for the care of children, and (c) if private, is licensed to provide residential child care services under the appropriate licensing code by the state or a sucor- dinete level cf government, with the er.ceptiUn cf res:dcnlial surer carps which parti.ipate in the Sower Food Service Program for Children and private foster homes, or any distinct part of e public or nonprofit private institution. SPONSORING ORGANIZATION - Any public cr private nenprofit organization which is an independent entity responsible for the management of the food/milk pro- gram in rr eor Wore schools, child care centers, family and group day care or camps. TOTAL MEd .SHIP - Tut al nunl,er of children enrolled in all sehenl:, in.ti, .On; Or can.lA (with Or without food service programs), under a t ono r O. 7 I1I,iI Vf bl, I I i I i t 1 9 I I I I I rl Idyl IIII I I !IIII �I I Illll�lrll !IIII Illill� II d ill lll�ll illlldlil IY�i IIIVlllltlll�� iil�ll{�IIIIII�IIiIIIIII�UIV'tlllllil III1 III 11111 IIiV V IIIIIII6111VIIiIII�Ii III 111 III Il I� �f iul)1d6�1 ftl ItlIV IVYV�Iillll li III II IVV II1'11 IIII �I I�i l�l ill IV IIIIVIIi I�! lillb III +I. YlIilil!!�l Illl +II VI, Ili IIrI�°Ili IIII ill�l ill rY 111 Illii Ilse I .lil iI� I � V,;LY CHILL CAeRL IUUi) f'RJGIJI"1 S('UNAf:l';,; URi,rtNIZAIiJ'; I.U''i'LE1L 111.E iitl'_UaIGu i', '_'', "1!:'i:oNi �l u' L , ttL : i:: .! � '�+' .i • ��j A;(1Jli(J IJ,11 Ir11; i'r\i, L •• �J me rmn HUUI I IUtHL J;1LCI tai Iv .ILLLJJru.i 17. Sponsoring Organi:atinn Food Service r'ersonnel: . Number hrs.1I'ay Title of Position of !Spent on IPer•svnrcl .food Sery Wa Ses 1--- per Specific Program Duties Hour ) - 1 1B. Aumber of Institutions -with food Service Ooeratiors Under Your ndmrnistration: ►I 1i. Total t:umber of Food Service rersorrel• (1ncl.de All Irstit:tic^s; ra-ily and are... :r.r r00rr: Other I� child Care Centers .are —�—__ ------ T '_^1.• IC. Estimated'untrly :drinistratia•e Costs which will Be Claimed by Sbenserir^y Crean,zallen: (:rcluleA crly Porthly COSts ,.hide: will Be C'r.i-edl F. Administrative labor :1• Estimated `'truly B:d;ot for reed Service Ccerattcns at al IrSt1LtiC•S i Your AC-•i ristratio. (Ircl.de NI) Costs wni ch will re Claire': - :c ^ct :rc'.ce Admiristrattve Costs listed in Iter .;): - A. Food Costs ` Cirector'S Time Spent in Fccd Service r rase S_—_!_____ Transportaticr (food only) 2. SJperviscr's Tire (at center) in fcod B. Laher;atccr Costs r B. Service x rate r 3. Clerical/Secretarial time > _rate r S 1. Labor Costs for Fcod Service r€•sceret B. Office Cost (pacer. postage. etc.) - C_ 2. Other Labor Certs 3other rests (stc•`(y) C. TransPOrtatf Cn (personnel only) x lac rate S . S Other Costs (audit, training, etc.) (specify) ' 5 r C. I , TOTAL (A . B. ) c 1r.1:1. _ S ' ere _ .:. Describe the sirerviscry assistance to be providcc, including the nur1er and types c` lersee-¶ rel to -provide such assistance., frequency of visits to teeters and htunes are' trashing td he li ' pruv'dee en the rec.,irements anc operation cf the food service. 1 i 1 :3• Describe )Cur plan fcr reritprirg fccd smite rrerat'crs at irstit;,tier. :acluee n,.-Ler of pectic w'o will mcritor t^e' institution a^d a Schedule for 1 istti,.7 tee irs- tituticr. (Attach a copy of ttr monitor review form that you plan to use to review each Institution.) _ 2c. Gdtline your procedure fr.r collecting frpm each inStitut+nr • r.,rrattur on ;]t the 11 daily r,urber of children served the different real tyres: (2; all claimed food ser- vice costs; (:) the frequency of info matron collection: (4) the method eyed to collect inforratior fro, the institution and (5) the place where required inform- • tinn,will be maintained. ; 11 2S. Prevr•+t a plan Icr reirhLrst"'ert fcr )cur ¶rSt'tut' I Citailiry t^ e criter.a used to deterriee the rate of rrirburserent. The clan Sao.ld assure that Carents reflect the relative percentage of children in each of the three reed cate^.cries (Feih. Fc^- ronically Reedy. Fce^omically Needy. A!•eve Ecoec-icaily %ee:rl and src.?2 not e.c•e: the documented eperating costs of food service for race irstitutien, (Attach a coo) of your allccatit•r Clan to be used for equitably disbursing fixes to chiid cJre cen- tcrs;farily day care Ceres/recreational certers.', j nnnrrint'.r r iji iVVIIIIiYIYIV1igiiBilIIIWIIIIIIIiiiIIIIViditlliII@IIIiIIIIViIVdIiiIVMtlIiYlftlilliliililINiiiiila i r 'Ili O'ONLl LH1LD LARL FOOD PROUAM SIYNAP,1 ;J Ln•LF1L 1HL iQI•_UAIG6 ATTACH ADDITIONAL SHEE1(S) IF :JLCESSAi•,1' J17. Sponsoring Organi:anon Food Service Personnel: rrr i t d Li.• toi'Li�;iiS I TiS P;;,E. �1 Title of Fositlon . plumber RrS.Jl'ay, of (Spent on pers'nrcl•food Sery oasis T' per Pour 1 Specific Program Duties 10, Number of lnstitutions:with food Service lreraticrs Leder Xour admiristration: Child Care Centers Fa^''ly ar•d i?. '_are Other Total ';umber of Food Service Cersornel: (Include 411 Irstitur ors: 2C. Lsttrated'tortrly Administrative Costs which ;ill be Claimed by rperscrirg ;rgan,za.icr: (:rcJu•;• c'ly f••onthly Costs .hich :ill Be Claimed) 4. Jtda•inistrati.ve labor 1. a rector's Time Spent in Food Service r rate r 5 2. Supervisor's Tine (at center) in Food Service _ X 3. Clerical/Secretarial time E. C. C. office Lost (paver, postage. etc.) Transportation (ycrsonnel only) Other Costs (audit. training, etc.) (specify) rate r S 1:t rate : =S Tn.T:•, : 5 71. LStirated 'L t"ly Budget fee rend Ser.ice rperat'cns at Arl Irstrt.trtrs ` your Abmiristrattoe (Ircl-de Orly Costs which hill Pe Clarrwd - :C rot :rc'ure Adriristrat,.e Costs listed in Item :3): A. Food Costs • c Transportaticr (food only) 11. Latorl+.'trer Cost. 1. Labor Costs for pope Service reeseerel 2. C'ther Labor Copts 3. other rests (scNiry) e TOTAL (:. • g ) S 22. .wscr,be the sJ.^erviscn assisterce t;, be provioec. inlu0inc the rurt.ir and types cf prrsmr-'J eel to provide such assistance.. frequency of visits to centers and hones arrr tratring to he II PrOe0.' en t`e rccui•rements ane operation cf the food service. 23. Describe yCLr pith for rcritprrrg food see -te Crerat'c"s at irstit.t,Cr. :^• '.de t"e number of teerle a o will rr.ritor t"e iestttut:cr and a schedule for vrsitirSCt'e irs- tituticn. (Attach a copy of tie monitor review form that you plan to use to review each Institution.) Outline your, procedure i,,r crllerting from earn institutior • '.n^at7p' On `11 the daily nu-Ler of children served the different real tyres; (2; all ctair.ed feed ser- vice Costs; (?) the frequency Of inferratior collection; (4) the method vr.ed to collect inforr,atior team the institution and (5) the place where required Informs- . ti0ri .111 1e maintained. 1 25. Present a pion for re,r•.,,,rse••'enl ter your irst'tut'Cn Cetailirg t"e criteria used tc deterri"e the rate of rrirt•urserrnt. The plan Shc..ld assure that Payments reflect the relative percentage of children in each. 0' tnc three reed Categceiet (Bete. !cn- rooically Needy. ICC.CrriCally '.eedy. A:'Ce CCpho-ically ' ee:.) and s"C.:,t riot emcee^ the documented operating costs of food service for racr irstitution. (Attacr a my of your allccaticr clan to be used for rquita-hly disbursing lures to child care cen- tcrs:fae•11) day care teres/recreational certers.; nnprIT')ry (' Sponsors check 40/1 here: 1. If desire not to collect family -site'—' income information (Sponsors who do not collect this inforr,atiori will receive Above Economically Needy Category Reimbursement Rates): 4 FLORIDA DEPARTYE'1T OF EDUCATION FOOD AND NUTRITION MANAGEMENT CHILD CARE FOOD PROGRAM ECONOMICALLY NEEDY CATEGORY REPORT Stare or Florida wpartm..nr or Educat.on Ta,!ahas►o. Ftmda Ratoh 0 Turhn.fl,n Com ustmner !n pooh noomtuAdv iinwnvir Agreement Number Instructions: ESE 104 is used only for assidnrieht of reimbursement :rates. Important: A11 sponsors are required to return ESE 104. Conolete the blanks below for ail applicable items. Record in each applicable blank the total number of BEN. EN or AEN meals served for the Month of October for renewal programs; or the first rrohth's participation for new programs. This information is obtained from the Economically Needy Service Institution Attendance Sheet. This report must be re- turned by November 10, for renewal programs and by the 10th of the following month's participation for new programs to: Food and Nutrition '401agement, Department of Education, Knott Building, Tallahassee, Florida 32304. Sponsor should retain third copy. The first and second copies must be submitted to Food and Nutrition Management. . Name and Address of Sponsor and Zip Code Period covered by this report: Month Year . Number of operating days: BREAKFASTS SERVED fcr 4 - T VtL i'1S i ; •U i iUA 4, Total Number Below Economically Needy Breakfasts 5. Total 'lumber Economically Needy Breakfasts 6. Total Number Above Economically Needy Breakfasts 7. Total !lumber All Breakfasts Served to Children (including Items 4, 5, and 6) LoNCHES SERER for ALL ,17.V10E rr�r.,, P:7(SZ O. Total g. Total 10. Total NJ" ber below Economically '.eedy LJno':es dumber Economically 'reedy Lunches 'lumber Above Economically 'reedy Lunches 11. Total 'lumber A11 Lunches Served to Children Including Items 8, 3 and 10) :UPPERS SER;ED to . LL SE'4V'CE T`IST7777.:. (41 12. Total !lumber Below Economically Needy Suppers 13. Total 'lumber Economically Needy Suppers 14. Total 'lumber Above Economically 'reedy Suppers 15. Total 'lumber All Supoers Served to Children (Including Items 12, 13 and 14) AM SUPPLE''E•'iTS SERVED tor ALL SE?'71i.<".ISTrrTI:'1(3l 16. Total 'lumber Below Economically Needy AM Supplements 17. Total 'lumber Economically Needy AM Supplements 18. Total Number Above Economically 'reedy AM Supplements 19. Total Number All AM Supplements Served to Children (Including :tems 16, 17 and 18) P'l SUPPLUENTS SERVE.) for ALL SERVICE I'1STITUTION(S) 20. Total `lumber Below Economically Needy PM Supplements 21. Total 'lumber Economically Needy PM Supplements 22. Total Number Above Economically Needy PM Supplements 23. Total Number All PM Supplements Served to Children (Including Items 20. 21 and 22) I hereby certify that all of the above information is true and correct. I understand that this information is being given in connection with the receipt of Federal funds; that Sponsor/Institutions officials may for cause, verify this information; and that deliberate misrepresentation may subject me to prosecution under applicable State and Federal criminal statutes, T:T.LE —77r;AT1 _r nr c-rgcnoj - -rcr;T»Try: (tne one wno signed the Agreement Part IV - ESE 490 ESE 1C4 E(P. 4/30/73 APPENDIX H if this 9 a corrected voucher, chnrk this bolt: fI FLORIDA DEPARTMENT OF EDUCATICN FOOD AND 'IUTRITION MANAGEMENT MONTHLY REIMBIURSEMENT VOUCHER CHILD CARE FOOD PROGRAM e ..•11 TIlrJuCTIrNS: Submit original and one copy to Food and Nutrition Management) Department of Education) Tallahassee, 323:.?i, ':m :.ATER Tt'A't THE 10TP of the month following the month COVei'Pd by the voucher. If Tore than one Pent.•- is operated under an anorov'd sponsor) consolidate all data from the center, on one roiihur'tanent.voucher. A ropy must hn kept by the sponsor. Refer to detailed instructions. I. lane and Adlr.,s of ,nonsor (Institution) 2. Agreement Number:------- 3. Period Covered !l. Total :umber of By This Rinnrt: Operating Days Month ;Par This Month: {. -I 1r.�1-�r.l --_ Address Chancre (check): C. Total Number 'enters ':aerated i 7XPearAN'": All monetary tirures must be rounded to the nearest dollar. Dp not show cents, Aecord all en.trzes to the right in all -rout, of Loxes, Example: Indicate 1150.75 as zollows• / / /1/54f A. inCC^!^ From lhildren'9 "eal Payments 7. :ncoma From Adult Meat i ayments Othar 'neon'. ( L 1'. 11. 12. 13. 111. r r `3 io^l ;, r.'ice i.ahor and Fringe ; .,1 l e-rrt . t•1. . sou i rment, ec. ) A1min:atrat,^n Total :1541 '.x:.end4 t'ra9 M'Y^ .,.tit,,, , mach Tres 113DA Penefits Flei.T,Furs,-ment and Child and Adult Meal Payments 1 I , 1 I ( 1 j I , J :,-n") ,.:.y- . ';• 'irT4D4--.N Foe r'r='h:: - lr. Ta`a? lu'tor of Freakfasts ierved 1'. Total ';umer of A.M.:,-irnlements Served 17. Total lu-F.'r of Lunches Served 1'1. Total :umber of P.M. Supplements Served 1 i. Tot,a1 'lumber of Sunpers Served 1 1 ', ) ; .,"r:.. r" „ '':.'3 r'+ rt:: r 20. ':u:r)er of Preakfasts , 21. '+uml.ar of Lunches I 2?. sumh.'r of Suppers I r ?i. :,:m,or of Fotwenn Meal Cunrlements "r. 1 cert.ifv teat to t'Se i'•'st of my knowl' 1rr. and belief, this voucher fa true and correct in all rr.spects, that recort.l are available to :r1r.port this vo:rher; that it is in accordance with the terms of existing Agroement(s); that r.v-'. nt has not t-••Pn reealv.d; that exnendituree reported herein are made only from income derived from rr3rram reimbursement and chil'tren's and adult's meal rayments; and that distribution of funds from sponsor to eontars will be made nn the same halls th.tt .t is earned. •i.a t.! J;' i'rerar9 •.iCn Title 1Sivaature of Sponsor xr. '1/3'/7"/ All tern) ts, irivn,ces and e•ner evidence of v'.trchase must be retained and available for future audit fnr •rP Iertod of 3 years after the end of the fiscal year to which they pertain. APPENDIX IIIIk MEMER IONE IllEk FLORIDA DEPARTMENT OF EDUCATtC;1 Of FOOD AND NJTRITtCYI MA;IAr,EMEIT finstructions„Fpf .Canpleting the .Reiebursement Voucher FSE-367 Si.FCIAL VO't t A corrected 'voucher coripletely voids all previous vouchers for th!! allied Months theteforeyou should indlude ALL of your reporting data for the entire monthtfl operation+ ,-te edl Perort late fee one calendar Month only* If pore than one center is operated under an approved aponeor, consolidate all data from the centers on one 3eiebursement Voucner. The aMount of reimbursement will be coiiiputed by Food and ':utriticn Manar'erient based on the dlaiminrt cercentares assigned, rates assirtied and cost of producing Mealt, YOUR .L'.L" •:TL, rFv31 CCR:tTGTIC'i if not properly completed. BE SURE TO SIr, THIS VOUCHER tEFORE MATLIl14 TO AVOID y. LAYi'tr C')R RFIleg133=M ENT CHECK* :ten 1 =rater the name and mailine address of the sronsor or individual institution, as found in your Application, ;.er••e'•:ent tr Policy Statement (EJE pen). If the railing address is changed, place a /in the box noted. 2 leer arreeement number tar be found on your copy of the agreement with the Department of Education.. It is a l=iirit number from 500 to 50. :heck to Hake sure it is correct. 3 `'n•-•r the nuehrr of th^_ month end year this voucher covers, Examples May 1977 e - 0//77T7 November 1977 - - 1717 n777 a :;tar total numrer of days food service was provided during the month. `i•.•'r th•' total nu.ntet of canters operated during the month. A11 centers operated must have the Food and lu'.r1tion t'.anaEerent approval as si:'wn on Schedule A of the Aereemrnt. Da not enter apple in :tens e - Le. All amounts must to rounded to the nearest dollar. For examrlce, $91.C,0 to 1.il.49 .nuet to shown as .391; 4.'91.50 to $42.J0 must be snown as t Ceerete •otal fr-m the weoie dollar voucher entries. :ater •_I1 raya^nts received from children or their families for :Heals .eeo or renerIl tuition l:i-lines that refer to food service fees. served to children. include food service C :star ravment; rec'iv•ed for :Heals . rcn adults in homes or centers who have performed program labor -rued :.1.Znninr, peevi^.: , and c':i ld seeer:•is1on. =rater all federal, ste,.o .ini localmonies, exeent US^,A program reimbursement, that have teen used to pay for 1-ro,ram Cc>it3. such as Enter all cash expenditures for food including milk. Such expenditures may include, in addition to the purchase rri^.e, the cost of rroce3sinr, •iistributine, transporting, storing or handling of any purchased or donated food. Do not, include the value of donated foal. 1') .nter all cash expenditure3 fee. v:.res, salaries and fringe benefits paid for the child care food program labor •:nl•:. :•;clede cean r.i.7.ents 2d- d:rini the c nth for rrenu planning, preparing, serving, sanitation, on -site .. e k••er:nr and s•;:ervinice of .ni ldren •rir:ng meal periods. Do not include administrative labor. 1 '-'peer all canh ••zrx,ditures far toad nervice supplies, deterrents and other non-food items used in connection wi•i: the foc.1 aervice operation only. 17 ...Ver. all other c'rph rayments for fa_zi service expenses that are not covered in Items 9 thru 11 above. This :+gold include exc•nees for equipment, utilities, cleaning contracts, maintenance or equipment, etc. 13 Fnt•er all cash exeen•iituree for :r3nin:atrative expenses. This includes cash spent for operating costs related to nlaenirr, ort'aniein,; and suCervistne the program. 1!i 15 17 1P 19 20-23 :h !rater the enter the Enter the 'nt"r the Fn•er the total total total total total •oral of all nunter neher numh.e r eumt:er number prorram cash t.xpenditures.for the month. Sum of Items 9 * 10 • 11 • 12 • 13. of breakfasts served during the month to eligible children. of nid-morning (A.M.) supplements served during the month to eligible children. of lunches served during the month to eligible children. of afternoon (P.M.) supplements served during the month to eligible children. ::nt.er ,he of reapers served during the month to eligible children. Enter only •ho:,r, reai3 served to prc'ra:n adults. !'•!•view '.oar entries. Fe vure all numerical data are neatly inserted in the proper totes. When you are satisfied 'h.• entries :.re tree and correct to the test of your knowledge, sirn the report and enter your t.itl.e ar.i date the voucher wee prepared. TO: FROM: Joseph R. Grassie City Manager Howard V. Gary, Director; Management and Budget •' cii-Y of MIAMI. FLoRIDA iNTER.OMCt MtMORANDUM bATE. March 22, 1978 subJEct: Child Day Care Audit REFtRENCE9: ENCLCSURtS: BILE On February 2, 1978, a memorandum was submitted to Robert Parkins, Director of Citizens Services from Luisa Calderin, Coordinator of Social Services Delivery for the Department of Citizens Services. This memorandum outlined a number of allegations made by various individuals associated with the program. The allegations as stated in the memorandum, are as follows: \. The Parent —Teacher —Community private account where monies have been utilized to throw a January 10, 1978 party. 2. Mrs. Chandler's practice of charging requisitions as if more children were served than actually did by the U.S.D.A. Food Program • CPContinued pressure placed upon employees, particularly at the time when they were ready to be audited. There have been cases of actual blackmail, according to Vicky Hamilton. 4-g- Employees working out of job classification. S,- Improper, implementation of the Art Therapy Grant. The terminatin of Randi Waldstein and Lourdes Garcia. 7. Falsification of attendance records. X. Supply and equipment's budget used for unauthorized items. With regard to the first allegation, our audit reveals that each center has a private checking account. These accounts are funded, maintained and controlled by the Day Care parents for any use they deem appropriate. When the auditors requested to review the checking accounts, they were informed that the checking accounts were private and that the City of Miami had no jurisdiction over them. A further check with the Law Department substantiated their claim. APPEND IX J MWe MUM EEO EUW MEW Mak M Hence, if the Day Cafe patents decided to have a party Lth their private, honv-City funds, then that would not be itttproper from, the City's point of View. the second allegation that the bay Cate program was overstating the number :. of children served meals in its reports to the United States Department of Agriculture (USDA) was verified by our audit to be accurate. The audit reveals that for the period covering October 1976 to December, 1977, the number of meals served was overstated by 3,235. This resulted in the City of Miami receiving approximately $1,600 more than it should have received in USDA reimbursements. Allegation II3 above was made by a Day Care Supervisor who alleged that she was forced to include falsified food service reimbursement requisitions in her U.S.D.A. files. These falsified records requested food service reimbursement from the granter source for more children than were actually served meals. The memorandum also alleges that Day Care emplyees are "working out of job qualification." This allegation has been referred to the Department of Human Resources to evaluate the qualifications of all Day Care employees to ensure compliance with job specifications. Their findings will be submitted to you in the very near future. Pursuant to allegation P5, this accusation stems from a Day Care Supervisor's allegation that there is no trained Art Therapist as required by the Art Therapy Grant, to instruct trainees in this program. Instead, classes are being conducted at the Miami Dade downtown campus within an Art Instruction Expression class with no qualified art therapist. This allegation is currently under review by the Internal Audit Division. With respect to the termination of Randi Waldstein, Ms. Waldstein was terminated prior to the transfer of the Day Care Program to the Department of Citizen Services. The reason for termination apparently related to her failure to follow her supervisor's instructions related to the field trip where Ms. Waldstein took her personal car instead of a City -provided bus. According to a statement of the former secretaryu to the Day Care Administrator, back -dated letters and memoranda were applied to her file. As for Lourdes Garcia, she was terminated for several reasons. The reasons stated were: (1) unusual punishment enacted upon the childre; (2) failure to follow proper procedures regarding parent conferences; (3) failure to accept responsibilities to work with staff; and (4) insubordination to her supervisor. Ms. Garcia requested and received a hearing by Affirmative Action and Labor relatins. Her termination was determined to have been with cause and was sustained by both offices. With regard to the falsificaton of attendance records, our audit reveals that in some cases the records revealed that employees were paid for hours they did not work. Furthermore, daily and hourly time attendance reports did not agree with the payroll reports, and some part-time employees were granted paid vacation for which they are not entitled to receive. Allegation #8 was made by a Day Care secretary, who stated that an office refrigerator was purchased for the personal use of a Day Care ADministrator's staff. The secretary further stated, that empoyees were instructed to tell the department Director that the refrigerator was for the use of the Day Centers, should he ask about the usage. Since the refrigerator is being used by the Day CAre Program and it is very difficult to determine whethet all DAy Care personnel can use it, this allegation is somewhat tenuous. TO; Joseph R. Grassie City Manager rRoM: T4oward V. Gary, Director Management and Budget C Y O0 MIAMI. FLORIDA tNTt R•OPPIGE MEMORANDUM DATE. 4 March 22, 1978 SUBJEcr: child Day Care Program Audit REFEUENcEs. ENCLOSURCS: PILE. Pursuant to your request, I am enclosing herewith the audit of the Child Day Care Program for fiscal year 1977 and the period covering October 1, 1977 to December 31, 1977. In summary, the findings of the audit are as follows: 1. Time and attendance reports are not properly maintained. 2. Fees for day care services are not properly charged. 3. Participant files are incomplete and poorly maintained. 4. Financial and budgetary information are poorly maintained and, in some cases., non-existent. 5. Reimbursement reports are erroneously prepared. 6. The Day Care Program was poorly managed and supervised. 7. Top management in the Department of Citizen Services has inadequate knowledge of budgetary, fiscal and other reporting requirements. 8. There are no periodic reviews or evaluations of the Day Care Program. 9. Day Care revenues are not properly appropriated and accounted for. 10. Financial and programmatic reports are not completed and sub- mitted to the granter source on a timely basis. 11. Reimbursement for granter sources are not received on a timely basis. Three other issues regarding Day Care are still outstanding. Those issues are the qualifications of Day Care personnel, the use of CETA funds in the Day Care Program, and the audit of the entire Department of Citizen Services. APPENDIX J The issue regarding the qualifications of bay Cate personnel has been teferted to the bepartment of Human (tesourceS for evaluation because this is a separate audit in itself and requites the expettise of trained personnel technicians. once completed, this evaluation will determine if the qualifications of Day Care personnel ate in Coitnpliance with related job specifications. The use of CETA in the bay Care Program is mainly limited to one program (i.e., the Art Therapy Grant) and CETA positions which augment the staff of the program. A separate audit is required and Underway for this aspect of the Day Care Program. Once completed, the findings will be submitted to you. The last issue of auditing the entire Department of Citizen Services requires a policy decision. The accounting firm of Peat, Marwick and Mitchell, Inc., was asked if they could audit the Department of Citizen Services. Their response was yes, but they felt that the City's cost would be astronomical. If the City's Division of Internal Audit performed the audit, it would take at least 10 months, depending upon the scope of the audit and the condition of the records. It should be noted, also, that if the Division of Internal Audit performs the audit, other audits that generate revenues to the City would have to be postponed. Finally, some broad issues were raised regarding our budgetary and accounting system. These issues relate specifically to the Day Care Pro- gram and generally, to all federal and state grant-in-aid programs. Firstly, our financial accounting and management system does not provide a mechanism whereby charts of accounts can be maintained for each grant on a fund/grant or program basis. The classification of accounts now in use does not fully comply with governmental accounting, auditing and financial reporting guidelines, nor with the new State of Florida require- ments. The work to remedy this problem has been underway for the last several months and should require about two (2) weeks to complete. It should be understood, however, that the new chart of accounts will not become effective until October 1, 1978. The reason for this date is that cur- rent accounting operations within the City would be put into turmoil if there was not a planned conversion. The logical point occurs at the close of the fiscal year, September 30, 1976. Inherent within this process will be the assurance that the City can meet the need to provide the grant accounting which has been sorely remiss in the past. Secondly, our past system of budgeting did not properly appropriate grant- in-aid funds. As a result, budgets were not properly authorized, com- puterized or monitored, and grant-in-aid staffs were unable to obtain budget status reports necessary to manage their programs. To remedy this problem, the Department of Management and Budget will have to do three things. The first is to legally authorize all grant-in-aid programs by the passage of appropriate legislation. This process was completed October 1977. The next step requires the development of detail line -item budgets for all grant-in-aid programs. This process has been underway since December EF MEE mmm EWE MEE MMM INF KUM 4 1977. Once completed, it will interface with the new charts of accounts and Will permit grant -inlaid programs to obtain budget and fiscal reports Which ate necessary for good management and control. Inherent in this process will be the assurance that new or existing per.. sonnet are added to the Department of Management and Budget to perform this massive responsibility. Under this new system of accounting, the departments with grants will receive a classification of accounts expressed in terms of each grant's reporting and accounting requirements. It will be the responsibility of each department to code daily transactions in order to input the informa- tion into the system. The monthly trial balances and reports will be produced from that input. As a result, reporting and accounting respon- sibilities will be transferred to the Finance Department's Grants Section' in the General Accounting Division. Meanwhile, the Management and Budget beaprtment will prepare budget ordinances and input this information directly into the computer after obtaining City Manager, City Commission and agency clearances. The time frame for this action is scheduled for operations October 1, 1978. TO: FROM: city or MIAMI, rLORIDA INTER,Orriet Mi=MC3RANbUM Howard V. Gary, Director Department of Management and Budget Sujan Sinijh Chba• Assistant Director Departmen6-oantig164A and Budget for Internal LAudit Division DAtt SUBJtct. REFERENCE4: • March 21, 1978 RILE. 78,-202 Child Day Care Program Audit Period October 1, 1976 through September 30, 1977 and October 1, 1977 through December 31, 1977 ENCLCSURtS: I. SCOPE OF AUDIT A. GENERAL INFORMATION 1. At the request of J.R. Grassie, City Manager, we have audited the Child Day Care Program, administered by the City of Miami, for the fiscal year 1976-77 and the period October 1, 1977, to December 31, 1977. 2. All revenues available for use by the Child Day Care Program have been identified. Each revenue source has been reviewed to determine if the appropriate legislation was passed by the City Commission providing for the use of said revenue by the Department responsible for administering the Child Day Care Program. 3. The purpose of this audit was to examine the revenue and the expenditure of funds associated with the Child Day Care Program. Our review of anticipated revenue and expenditure covers the fiscal years 1976-77 and 1977-78. Examination of the revenue and the actual expenditures is limited to the fiscal year 1976-77 and the period October 1, 1977, through December 31, 1977. 4. The funds for the Child Day Care Program are provided by the Federal Revenue Sharing Fund, Florida State Community Affairs, United States Department of Agriculture Food Reimbursement (U.S.D.A.) and Day Care fees. However, only the following funds were appropriated by the City Commission: Source of Funds Federal Revenue Sharing Fund SI el SO F1. State Comm. Affairs Grant Ordinance or Fiscal Year Resolution No. 1976-77 1977-78 to 12-31-77 Res. 76-945 $300,000.00 Ord. 8713 Ord. 8722 Res. 77-971 Res. 78-36 Res. 76-1138 $ 45,000.00 345,000.00 Fiscal Year Period 10-1-77 $ 17,750.00 17,750.00 17,750.00 159,750.00 $17,750.00 17,750.00 17,750.00 213,000.00 53,250.00 JJ City of Miami Department of Management and Budget Division of Internal Audit Howard V. Gaty SCOPE Or AUDIT (Oofit!d) March 205 1978 5, The 1976.77 Adopted Budget and the 1977-78 Budget Estimate imply that the revenues mentioned in item 1/ 4 above were to be used for the operation of the Child Day Care Program. Under this program, day care is provided between the hours of 7:00 a.m. and 6:00 p.m. for pre-school age children of working parents residing within the City of Miami. Day Cate services are provided at the following facilities: Eaton Park Moore Park Shenandoah Park B. PAYROLL 1. Day Care centers maintain employee attendance sheets and send carbon copies to the Day Care Administrator. Based on these records and its own records the Administrator's Office prepares a consolidated time sheet and forwards it to Joe Owsiak, Assistant Director, of the Citizen Services Department for inclusion in the payroll of the whole Department. C. DAY CARE FEES 1. The City Code Section 39-16.1 provides for fees based on yearly gross family income, to be charged for the use of Child Day Care facilities. The current fee schedule was authorized by Ordinance No. 8682 which was passed on July 28, 1977, and became effective from August 1, 1977. The fees charged upto July 31, 1977, ranged from a minimum of $2.00 to a maximum of $35.00 per child per week. From August 1, 1977, the scale of fees was revised to a minimum of $7.50 and a maximum of $35.00 per child per week. The fee for the second child shall be half the fee for the first child. For the third child and all additional children, the fees shall be half the fee for the second child. The old and the revised scales of day care fees are shown on the attached exhibit A. 2. The fees are collected weekly on the first working day of the week. If fees remain unpaid for two weeks, a written reminder requesting prompt payment is sent to the parents of the child concerned. A final reminder is sent after the fourth week if payment is still delinquent. A copy of this final reminder is sent to the Accounts Receivable Division of the Finance Department. Thereafter, the child is not permitted to return to the center until all outstanding fees are paid. D. U.S.D.A. FOOD REIMBURSEMENT PROGRAM 1. The cost of food consumed by the children at the Child Day Care Centers is partially reimbursed by the Florida Department of Education under its Food and Nutrition Management Program. The reimbursement rates per meal applicable to the period under review are as follows: Breakfast Lunch P.M. Supplement Total Oct. 1976 Dec. 1976 $ .2877 Jan. to June 1977 $ .2952 .6843 .6990 .1611 .1667 $ 1.1331 $ 1.1609 July to Sept. 1977 $ .3092 .7311 .1743 $ 1.2146 Oct. to Dec. 1977 $ .3370 .7882 .1923 $ 1.3175 -3- SCOPE OF AUDIT (Cont' b. U.S.b.A. FOOD REIMBURSEMENT PROGRAM COT'D 2. ¶the contracts for the supply of (meals to the three Centers for the periods June 1, 1976 to May 31, 1977, and June 1, 1917 to May 30, 1978, were awarded to the Marriott Corporation and Dietcraft Ines in accordance with Resolutions #76-582 and 77 449 adopted on June 94 1976 and May 19, 1977 respectively, as follows: Marriott Corps bietcraft Inc) June 1, 1976 -_ May. 31, 1977 June. 1,_,_1977 - May_ 30, 1978 Breakfast $ .33 S .25 Lunch .60 .75 P.M. Supplement .19 .19 Total $1.12 $1.19 3. To claim reimbursement for disbursed food, the City is required to maintain, in addition to other records, the following records: a. An attendance record of children enrolled daily. b. The number of meals actually served to children by type of meal. c. The daily number of meals served to adults by type of meal. 4. Each month Child Day Care Centers are required to request reimbursement for meals served to children. This is accomplished by completing form ESE 185 which includes the number of meals served and the cost of these meals. These forms are submitted to the Day Care Administrator who in turn prepares a consolidated claim on the monthly reimbursement voucher (form ESE 367). These forms must be received by the funding source no later than the tenth of each month. The maximum number of meals approved for reimbursement at the three centers is as follows: Breakfast Lunch P.M. Supplement All three centers FY 76-77 135 135 135 FY 77-78 80 135 135 E. FLORIDA STATE CO`LM►JNITY AFFAIRS GRANT 1. For FY's 77 and 78 the City was awarded Florida State Community Affairs Grant of $45,000 in each year to operate the Child Day Care Program. The amounts of $45,000 to be received in each fiscal year were scheduled to be received in twelve (12) equal installments. 2. Clause No. 6 of the Grant Agreement requires the submission of the following reports to the Florida State Community Affairs. a. A monthly financial statement within ten days of the end of the month. b. A quarterly program status report within fifteen days of the end of the quarter. c. An annual audit report covering contract funds, program compliance and administrative capability within 120 days of termination of the agreement. 3. The City is required to match this program with funds from its annual Federal Revenue Sharing allocation. F. FEDERAL REVENUE SHARING FUND 1. A major portion of the funds needed to operate the Day Care Program are appropriated from Federal Revenue Sharing Fund. J City of Miaiti Department of Managetent and Budget Division of Intetnai Audit •, 4 Howard V. Gary March 20j 1978 11.. AUDIT PROCEDURES A: GEN0AL 1. Pertinent records of the following Departments have been examined. a. Citizen Services (formerly Office of Comunity Affairs) b. Finance c. Management and Budget 2. The following personnel were contacted for information: Name Department R. W. Parkins Citizen Services J. Owsiak Citizen Services W. Black Citizen Services R. Chandler Citizen Services J. A. Ellis Citizen Services V. Hamilton Citizen Services D. Johnson Citizen Services C. Garcia Finance M. Merritt Finance J. Baldwin Management and Budget 3. A test for compliance was administered relative to the usage of the annual S45,000 State of Florida Community Affairs Grant Award and the U.S.D.A. Food Reimbursement of $32,864.81 and the budgeted $27,000 for fiscal years 1976-77 and 1977-78 respectively. 4. A comparison was made between: a. Budgeted appropriations and expenditures for fiscal year 1976-77. b. Budgeted appropriation and expenditures covering the period of October 1 through December 31, 1977. 5. The Budget was evaluated in terms of the cost per child. B. PAYROLL 1. Attendance records of the Child Day Care Centers were examined. 2. Time worked, by the various employees was traced to the Payroll Register and Detailed Earnings Reports of the Finance Department. 3. Detailed Earnings Reports were verified to the computer expenditure reports. 4. We verified whether part-time employees enjoyed benefits such as paid vacations. MN- City of Miami Department of Manageme,.it and Budget -Division of Internal Audit Howard V. Gary In AUDIT PROCEDURES CONT'D C. DAY CARE FEES 1. The auditors verified whether: March 205 1978 a. Fees charged were correct based on the gross family incomes as provided in the City Code Section 39-16.1. Revised fees were charged from August 1, 1977, to the present. b. Procedures for the recovery of past due fees were fully and properly implemented. c Total amount of fees collected for the period October 1, 1976, through December 31, 1977, was deposited in the City Treasury. 2. Fees collected were reconciled with the records of the Finance Department. D. U.S.D.A. FOOD REIMBURSEMENT PROGRAM 1. Monthly reimbursement requisitions were examined to determine whether the completed requisitions, prepared by each center agreed with the number of meals actually served to the children. 2. The records of the Child Day Care Centers were examined to determine the following: a. The number and names of children enrolled. b. The daily number of meals actually served to children by type of meal. c. The daily number of meals served to adults by type of meal. 3. The auditors verified the extent to which: a. The Day Care Administrator's Consolidated Report (Form ESE 367) agreed with the reports (Form ESE 185) received from the Centers. b. The number of meals claimed was correct and within the approved limits. c. The reports were filed on time. E. FLORIDA STATE COMMUNITY AFFAIRS GRANT 1. The auditors verified whether: a. Monthly Financial Statements, quarterly Program Status Reports and annual Audit Reports were filed on a timely basis. b. The City matched this grant with an equal amount from Federal Revenue Sharing Fund. E wiffm a r WMF wree seam MP mw Howard V. Gary -6- • March 20, 1978 it„._AUDttRROCEDURES CONT' D F. FEDERAL REVENUE SHARING FUND 1. Resolution number 76-945 for fiscal year 1976-77 and Otdinande numbers 8713, 8722 and Resolutions Nos. 77-971 and 78-36 for fiscal year 1977-78 were examined to verify the appropriation of Fedetal Revenue Sharing Funds to the Child Day Care Program. I I I AUDIT FINDINGS A. PAYROLL 1. The employee attendance sheets were not always properly and fully completed and the following discrepancies were discovered! a. The times "in" and "out" for some employees were not entered on the sheets. The employees were, however, paid for normal attendance. This obviously defeats the purpose of maintaining the time sheets. (See Recommendation f1 A 1) b. In some cases the records revealed that employees were paid for more hours than they actually worked. (See Recommendation f1 A 1) c. The part-time employees are not entitled to paid benefits such as vacations; however, records showed that part-time employees at Shenandoah Day Care Center were paid for vacations. (See Recommendation # A 2) B. DAY CARE FEES 1. The revised fees for Day Care became effective August 1, 1977. For those children enrolled on or after August 1, 1977, the revised fees were applied. In the cases of those enrolled prior to August 1, 1977, fees were not always adjusted to reflect the new rates. (See Recommendation f1 B 1) 2. The fees charged for Day Care service are based on gross family income. However, in a significant number of cases, fees charged were lower than the fees which were correctly due. It is possible that the fees in these cases were assessed when the gross family incomes were low on account of illness or lay-offs. Whenever errors were found, the higher, correct fees were charged from a current date without retroactive adjustments. (See Recommendation B 2) 3. The Auditors found several cases in which fees charged were based on the amounts of gross family incomes supplied by the parents without corroborative verification. (See Recommendation B 4) 4. When verifying fee collections against Revenue Report No. 8 (Code 017434) the auditors found some cases where the refunds were shown more than once on the report. This resulted in erroneous totals, although refunds were made correctly. The correct fee collections for the fiscal year 1976-77 and the quarter ended December 31, 1977, should be $52,607.66 and $14,842.86 instead of the Report number 8 totals of $52,640.00 and $9,241.00 respectively. This results in over -statement of Day Care Fees by $ 32.34 for Fiscal Year 1976-77. The Day Care fee difference of $5,601.86 received in December 1977 appears on Reprot 8 for the month of January 78. (See Recommendation', E 6•and Exhibits E and F). iMMMI M City of Miami Department of Managemefit and Budget Division of Internal Audit Howard V, Gary III. AUDIT FINDINGS CONT°D E1 DAY CARE PEES CONT'D March 20, 1918 5. According to the Adopted Budget for FY 1976-77, the Day Cate Fee amount of $15,000 was appropriated as revenue available to the General Fund, However, Day Care Fee collections for FY 76-77 amounted to $52,607.66, The difference of $37,607,66 between this amount and the original appropriation was not properly appropriated for Day Care or any other purpose (See Recommendation (1 E 2, E 7) 6, Carlos Garcia, Assistant Director of Finance, informed the auditors that the total amount of Day Care Fees received for the FY 1976-77 was reclassified and made available to the Child Day Care Program, via the Federal Revenue Sharing Fund. While this reclassification did serve the purpose for which the fee amount should have been made available, it contradicted the Budget Document and the City Charter which states that all funds must be appropriated by Ordinance (Section 34). (See Recommendation 1P E 7 A) 7. The auditors found that the parents of some Day Care participants live outside of the City limits (See Recommendations # B 6). C. U.S.D.A. FOOD REIMBURSEMENT GRANT 1. For the month of August 1977, the Food Reimbursement voucher was prepared only for meals provided at the Eaton Child Day Care Center instead of all three centers. This resulted in an under -reimbursement in the amount of $1,910.81 as follows: No. of meals Meals Provided at all Rate Amount Three Centers Breakfast 1,380 $ .3092 $ 426.70 Lunches 2,581 .7311 1,886.97 P.M. Supplement 2,485 .1743 433.14 Total Reimbursement Due $2,746.81 Less reimbursement received based on meals provided at Eaton only 836.00 Amount of Reimbursement not received $1,910.81 (See Recommend tion 11 C 1) 2. For the months of August and September 1977 the City was entitled to $5,713.81. However, only $3,803 was actually claimed and received as of December 22, 1977. Furthermore, the $3,803 was miscoded to the wrong account which could not be verified. The amount of $3,803 was received late by the Finance Department and was not accrued on a timely basis. As a result, the assets and revenues were understated (See Recommendation # E 5). (See Exhibit F for $5,713.81) Correct Amount Amount Received Difference Due August, 1977 $ 2,746.81 $ 836.00 $ 1,910.81 September, 1977 2,967.00 2,967.00 -0- Total $ 5,713.81 $ 3,803.00 $1,910.81 Howard i . Gar}! =8= March 20, 1978 ' tn. AUbIT FINDINGS (COW()) C, U.S.b A. FOOD REt4BURSEMENT GRANT (CONTD) 3. Ah amount of $9,205.03 represehting food reimbursement claims for the of October, November and December, 1977 had hot been received as of March 7, 1978. (See Recommendation #E-1) (See Exhibit K). 4. The anticipated food reimbursement amounts of $27,307 and $27,000 for FY 1976-77 and FY 1977-78 have been treated as revenue available to the General Fund as per Budget Documents (See Recommendation #E2). 5. Carlos Garcia, Assistant Director of the Finance Department, informed us that the U.S.D.A. Reimbursement Grant of $27,307 (shown as Miscellaneous Revenue Matching Grant Fund, for the FY 1976-77) was reclassified and made available to the Child Day Care Program via the Federal Revenue Sharing Fund. Although this reclassification did serve the purpose for which this amount was inten- ded, it contradicted the Budget.Document. (See Recommendation #E7A). 6, There were discrepancies between the number of children actually present and served with meals as reported by the Centers to the Child Day Care Adminis- trator's office and the numbers for which the Administrator's office claimed reimbursement. (See Recommendation #C2). (See Exhibits-N, 0, and P). 7. In most cases the reimbursement claims were based on higher numbers of children than were actually present and served with meals as shown by the enclosed Exhibits N, 0 and P. (See Recommendation #C2). 8. The cost of food served at the Day Care Centers was $38,954.77 and $10,247.55 for FY 1976-77 and the period October 1, 1977, through December 31, 1977 respectively as shown on exhibits L-1 and L-2. 9. The cost of lunches eaten by Day Care employees is borne by the City. Exhibit M shows the number of lunches served to Day Care employees which totals 10,204. The Auditors were unable to determine whether Day Care employees are entitled to free lunches. If one assumes that an average lunch cost 68 then the cost to the City for these lunches equals $6,800.00. D. FLORIDA STATE COMMUNITY AFFAIRS GRANT 1. The Annual Audit Report for the year ending September 30, 1976, was filed in May, 1977 and the Annual Audit Report for the year ending September 30, 1977, had not been filed as of March 9, 1978. (See Recommendation #D1). 2. On March 9, 1978, Mr. Earl Billings, an employee of the State of Florida, stated that he had not received the following reports: (a) The monthly financial reports after the month of June, 1977. (b) The quarterly program status report for the quarter ended September 1977. ., (c) The Annual Audit Report for fiscal year 1976-77. (See Recommendation #D1). City of Miami Department of Management and Budget Did>isioh of Internal Audit Howard V. Gary =9= March 20, 1978 III. AUDIT FINDI4GS (CONTD) D. FLORIDA STATE COMMUNITY AFFAIRS GRANT (contd) 3. According to Mr. Billings, failure to file these reports has placed this grant award in jeopardy of being terminated. The grant award amount of $18,750.00 covering the months of October 1976 to February 1977, was received on February 14, 1977, and was wrongly coded to the State.of Florida Handicapped Program. (See Recommendations 4 D1, D2, E3, Exhibit F). 4. The grant amount of $11,250.00 covering the period October 1, 1977, to December 31, 1977, had not been received as of March 9, 1978. (See Recommendation D1), 5. Cases were found in which one check for the payment of two or more monthly installments was received instead of a separate check for each month as stipulated in the grant agreement. There seems to be no follow- up action to insure prompt receipt of grant installments (See Recommen- dation 4E3). 6. The Florida State Community Affairs grant of $45,000 for FY 76-77 was used for the Child Day Care Program, but was not properly appropriated. E. FEDERAL REVENUE SHARING 1. For FY 76-77, $300,000 of Federal Revenue Sharing Funds were allocated to Day Care; however, no detail line item budget by object of expen- ditures was prepared. The amount allocated to the Child Day Care Pro- gram for the FY 1976-77 was transferred to the Program from the Federal Revenue Sharing Fund at the end of the fiscal year instead of at the beginning of the year. F. GENERAL FINDINGS 1. Generally, the Department of Citizen Services was not able to provide financial information in auditable form and the information required by the Division of Internal Audit was not readily available. Financial reports were mixed with program details of non -financial nature. Financial records were in such poor condition that they had to be con- structed before the audit could begin. The Department of_Citen.Services employees were not_even aware of the_existence of documents.like_budgetarv_. deta_i1u of the various programs. The condition of the records was so poor that the management could not use them for the purpose that they were intended i.e., decision making and control. 5 ItE MEE Emu Eng MEE MEW City of Miami Department of Management and budget Division of Internal Audit Howard VG Gat Match 20, 1978 E. dtNERAL F'If3DINGS (CONTD) 2. Schedules have been prepared to show the excess of revenues over expendi- tures and the average cost per child associated with the bay Care Program for the period October 10 1976 through December 31, 1977, as follows: TY 77 10-1-77-12-31-77 (a) Excess of Revenue over Expenditure $62,728,47 Exhibit I $745.49 (b) Average Daily Cost per Child 12.47 11.87 (c) Average Annual Cost Per Child 3,067,62 (See Exhibit I and 3) 3. A general reconciliation of budgeted revenues for the period October 1, 1976, through December 31, 1977, is shown on exhibits C and D. RECOi .`+iEUDATIONS A. PAYROLL 1. The employees' time records should be properly completed. Upon receipt of the time records in the Administrator's office, they should be carefully examined for accuracy. (See Audit Findings #A1(a) & (b)). 2. Part-time employees should not be granted paid vacations for which they are not entitled. (See Audit Finding Al (c)). B. DAY CARE FEES 1. The Citizen Services Department should ensure that the revised Day Care fees, as approved by the City Commission, are charged to all children. (See Audit Finding #B1). 2. The Citizen Services Department should seek advice from Law Department regarding legal propriety of collecting, with retroactive effect, the difference between the revised fees that should have been charged and the fees actually charged. (See Audit Finding B1). 3. In view of the large number of discrepancies found in tthe amounts of fees correctly due and those actually charged, the fee recommended by the Social Service Worker should be carefully examined in the Day Care Administrator's office. (See Audit Finding 82). 4. The children's files should provide a complete record of enrollment, gross family income, rates of fees, payment of fees, past due payment and absences from the Center. Mrti MOM MIN MIENNEI MINIM MOMM mommw m City of Miami Department of Management and Budget Division of Internal Audit Howard V. Gary 11 March 20, 1978 t •., , 1ttCOMMENDATIONS,_ PNI°_b B. DAY CA12E FEES CONT' D Before a child is accepted at a center, the parents should be required to produce corroborative evidence of their gross family income, such. as an employerts certificate or an income.tax return. (See Audit Finding SIB 3). 6. Parents should be required to file a report of the gross family income and corroborative evidence on or before October 1, of each year. The fees should then be reviewed by the' Day Care Administrator for verification of gross family income (See Audit Finding 1d B 3.) 7. The Day Care facilities provided by the City are primarily for the use of residents of the City of Miami. The records of all children using the City of Miami facilities at present should be examined and the parents of non -City children should be advised to make alternative arrangements for their children. The vacancies resulting from this action should be alloted to City of Miami children on the waiting lists. (See Audit Finding ,l B 7). 8. It is recommemnded that the day care fees for fiscal year 1977-78 should be removed from the General Fund revenue and placed in a Trust and Agency Fund for Day Care. C. U.S.D.A FOOD REIMBURSEMENT PROGRAM 1. An amended Food Reimbursement voucher in the amount of $ 1,910.81 should be submitted for the month of August 1977. (See Audit Finding # C 1) 2. Claims for food reimbursements should be based strictly on the actual number of children served meals at the centers. (see Audit Finding C6, C7 ) D. FLORIDA STATE COMfUNITY AFFAIRS GRANT 1. The Director of Citizen Services should ensure that all monthly, quarterly, semi-annual or annual reports required by the Federal, and State agencies, are filed on a timely basis in accordance with the terms of the related agreements. (See Audit Findings 1t D1, D2, D3, D4) 2. The Finance Department should reclassify the amount of $18,750. to the Child Day Care Program. (Finding 11 D 3) E. GENERAL RECOMMENDATIONS 1. If payment is not received within a reasonable period of time after submission of the appropriate documents, the Directors of Citizen Services and Finance should follow-up to ensure prompt payment.(See Audit Finding # C3). 2. The following revenues, which should have been appropriated to the Child Day Care Program were actually appropriated in the General Fund for General Fund purposes: 5 City of Miami Hepatttent of Management and Budget Hivision of lntetnal Audit Howard V. Gary 4 12 Match 20, 1978 Iv RECOMMENDATIONS CON?' b E. GENERAL RECOMMENDATIONS CONT'b (a) For FY 1976-77 (i) Day Care Fees $ 15,000.00 (ii) U.S.D.A. Reimbursement Grant 27,307.00 Total $42,307.00 (b) For FY 1977-78 (i) Day Care Fees $ 86,250.00 (ii) U.S.D.A. Reimbursement Grant 27,000.00 Total $113,250.00 However, equal amounts have been made available to the Child Day Care Program from Federal Revenue Sharing Funds. To completely satisfy the purpose and intent of the Day Care Fees, U.S.D.A., reimbursements and Florida State Community Affairs Grant, these revenues should be appropriated and expended for the Child Day Care Program. The City should change its practice of utilizing dedicated funds for specific purposes as revenue available to the General Fund. Dedicated funds should only be used for the purpose which they are intended. (See Audit Finding # B 5, C 4, E 1) 3. The Finance Department should give serious consideration to the establishment of accounts on a fund/grant or program basis. These steps will help accurate and efficient management of the grants/programs and timely completion of all allied reports, which will help improve the City's cash flow. (See Audit Finding D3, D5) 4. The Finance Department should revise their method of recording revenue receipts and refunds on the computer reports to avoid duplications and coding errors. 5. The Finance Department should accrue as of September 30, 1977, a reimbursement due the City from U.S.D.A. in the amount of $ 5,713.81. (See Audit Finding I1 C 2) 6. The Finance Department should make the appropriate adjustment for the $ 32.34 over statement of Day Care revenues. (See Audit Finding 11 84) 7. If and when actual revenue receipts exceed the anticipated revenues, the department head (s) concerned should notify the Department of Management and Budget so that the appropriate actions can be taken. (See Audit Finding I#B 5) 7—A Any corrections necessary to the budget document should be done by Ordinance. (See Finding B 6, C 5) City of Miami Department of Management and Budget Division of Internal Audit Howard v, Cary March 201 19/8 cif • _ RECOMMENDATIONS COW D E. GENERAL RECO tENbATIONS C04t PD 8. It is recommended that the Department of Human Resources evaluate the qualifications of all Day Cate employees to insure compliance with job specification. 9. A Grant Management Unit in the Department of Management and Budget should be established for the following purposes: a) To insure that funds are expended In accordance with grant regulations. b) To insure that grants are expended in accordance with City policies and procedures. c) To insure that funds are properly appropriated. d) To insure that periodic reviews are made to minimize the nis-usage of grant funds and to insure that programs achieve their goals. e) To insure the centralization of budget management responsibilities. 10. A grant accounting section should be established in the Finance Department. A11 grant accounting should be performed in this unit in accordance with federal and generally accepted accounting procedures. All accounting, regardless of funding source, should be performed by the Finance Department and not by grant programs. The responsibility for requesting, receiving and disbursing grant funds shoud be handled by this new grant accounting section of the Finance Department. 11. To staff the Grant Accounting and Grant Management Units in the Department of Finance and Management and Budget, it is recomended that existing grant resources in all Departments dedicated to budget and finance functions should be transferred to the Department of Management and Budget and Finance. Furthermore, it is recommended that provisions be made in all grant applications and budgets for periodic audits as deemed necessary by the Internal Auditor of the City of Miami. These resources will either be used to augment the staff of the Internal Auditor or to obtain outside audit expertise. cc: J.R. Grassie R.W. Parkins G. Knox J.E. Gunderson Audit File Reader File Z NIV i if !ht., i•. •�,rr•'^t'••1 �. v,ntnh,,rr, r• 0.0t1( thi+t , hok: ► ���' (.'f)' r;t t(• 1 f)ATIUh 1. i`P1,tA ihr,: ' ,)!:.`iT 0: Elir"1.i•li.it 11 F' )i) AND tl• MI fit' MiNA1IFNe.:iT MO:IT'iL? P'r' 1t!)'ltr:;EMEit r 7.1tI1;11E,R rntLn rm •i; FOOD f itiY.titAM iV;ti!ttrj'f(*tit :'il'-t1 •'!'tIli 't:r1 anti non cot;; ►.o reel nrltl '!ut•riticn taannymmnnt, Uni•arfm+`nt of blond tiro tA1lnitaneon, UM' LAri•r! '('I A': tar, [rV 4I of thn t,lant.h I'nildalnt th•t nt nth r.ovorrid by thn vn•,r!li', if :horn thnn nr,r , , ,,,,t 1't cl'' t .tt••r1 ttntlrt' :in ttprl roV+ni n1•.1nhnr, rnttanl ltintA :,11 d.1t,n ffnta tl:Ft..nnt0 en on On© tal.,' 1t•�••"rhl :n,;;•hn1', A Far, n.liat hn kn10 b, 1.ln i4 ,iin4, ftnfnr t,n dt'tAlind Ina'.Sorttinna. 16 Inmr one Arid tnrt•t of St,on at(tn.•tt,itut•I•),t) 2. ,knee •in+!nt Nuntb#lr t City of 1iauti•I)ny Care) 1'roctr,'\(n 11.45 N.W. 11 tit StrOt+i. Miami.) Florida 33133 3. A,G1rr••tn !:halt'• (chr'r.;r): C. tntA1 'Itt'il•nr Cent.ors 01>•,tntnd •,•+:+ ... +++++• El Pr+Ylrnt Coln)totr1 N.y Th15 ltennrt.t tt•,.tth 'lair Li.L EL 4. Tot n 1 Number of' Op'r atinF Days Thii M, tht IMPCRTAVt: All nmrlar'; llrnren .moat ►,n t,r:; ,n,l tc th•+ hnarnnt. dn1l.1r. Iinnot. hh•,w r'nt.a, t+word ail entries to rtpht. 11 A1l prr.uth of 1.oxr • E1'4n;,+t Intl itnt.n •i,1';O.i5 na lilia FP( 1 P'.!•1 0..1 :,t 1',1a"F•:. 6, Ince►ftn F'ror, !;h!ldrris Mon Pny,tnnts I I —Li (i 7. fnenrt.' FrTop-motsn Adult Mon Top -mots L1�� IS I I ' p, Othnr Inc Mtn .. _ I I f tF, r; ,tu i:,1'tF •ft'l''irlf r! :. ;t3 J 9. Food 1'). Fond .:nrvlrn lAhnr and Frinl;n P,tnn1'its 11 . .inn-F nnr1 17. C•thnr (Fnrtlrtnont, ntr..) 13. A'l+,iniat.ritt.lnn , UF. Tot a1 .:ash=vpf'•t,1tt•,rne `^xrn•t'Ittl,rn't mntio frrr. II3DA fin 1mhuraern'tt,t. and Child and Achill. Mont rnymnnts Fr)ihrl , .f:,rl,. f') 1'l'!Lt1`{':'f fly :Ill..: lr. Total ':u:nt'rr of Prnakfaata Snrvnd 15. Total +,nat•rr of A.M. 5'lt•nlem„nt.a 5nrvnct 17. Tot.a 1 (.t'rt .sr of l.nnrhrn :inrvrit 1M. Tot1 'turd.•r of P.M. :iupp1r•mnnti 'inrvnd 1', Total Yumt•+'r of ;orpnra ynr•vnd !I •'•. 1'it .1f•'t1,'; tit It: F.: E L i L f t L1 1—1 fj_ LJL1 1 i 20. Yuat.nr of Prenkf nsts 2). 'dumber nl' 1. ':chrs 72. Nurrtt or of St,twn rn ?I. 'lu^her Mon 1 .3Unpin;,nnt,9 :1t. ► nor, 1 f: 'that, to t l,.. 1 e.qt. .,r r: v 1•011.f, this vo•.hnt• 1s t rut RIP and correct lrt n 1 1 rrsrorta, that, rr•r•nt'!•, rt1•r nv11114hln to n:,f Port this vo'trt•,rr; thnt 1t [f+ to accor Inncr+ with •th- tars of nAtotinr A,;rn'r' n' ;. ); that ray -vat t,aq n•'t tnnn ri.,•0 Ivr.,l; that nttrnrollt.:iron re port n'1 herein nrn aArt•e '111Iy fror Inman dor!v..11 frc..n rr'+','r.'n tr,.d • rnr:•:,nl, q;r.i h11.1r''n'a Arr,( ,••lull', ,•rnl 4:%0,:3u,tt.n; and thatt dist rlti,tl'3rr of funfrun •.,'onaor to rent rr•t .:111 ••n :,n.t.. or) 1r,., ndr9n tail! '!t.tt 11. 11 watatr'd. / [latch; r.f ftrt'•,rntl..n -t/:'I t/7)i 3•, Ft 1 1n ':Irnn+.,,rn t,!'i:Roritor 1)&...'/tc1, • t+;'.+�rt;n''t t: �/ ,'�r:.;- / - ` APPENDIX K 1 r.r t / i I 1• t1 I ;',4 i Vic(. «'/, .J / l (. A 11 r+•''nl;•+a, 1 tv •t,,,t n•1.( ••:her "vidrnt:n of ;,•ttc:t;+fn r.,.ttt trt rnantrnd Artd Avalintile ter future • n'1,'111 (•'r fin :, r'nl .1• 7 .,, 'i :,7 ..r !7•.+ r•t'. I f 1',., ft •A1 ' .q,. t .1,1, .h .,,.• 1, rr 'hi•; it a rnrr..rtr.:l •rnoht'r, '''.+rk this 1'kw, r1P1 i'il r' .r ;;,•:.i :n1It;; 1.t,(1i) AND ifr .0 T it'`i ;it:it i.u.h1T MulTqLY P'.•.'r !iti'.;t:vF::;•I' t`t'v;uFR r(rr;N/.M r• :a' lig 1 t;roto.i t;;.;'.: .1111--0t . •yi' ,uaI nr,I r.71• rah;: to Foci and ':ttt.r;l.iotl t'nn;11•alnnnt, Jnt+nrtmortt of :.ciurrll.tont TAltahe:lbt•n, "' 7. 1:1'1; 'i;'1' lAri.it NIACI 1•!t1•; ir1f11 or thn nrnt.h fc'llt,s+trtr t.h^ mr+'1t.h r`.n„'rni by thri vn.,^hFt•1 tf -etthnn ,n,., r,.,t.,t. t•t ,.t,,'•;tt••1I v'rlrr 0.1 nrprtwnd .sronnnr, Ctntinlldntn all data frnti thn,centete en one roi .I „ ;•••u•ttt •abort A • -.t' n;nni, hn l 'tit. tv! t.hn 'Ipnrl4r!r, lrrinr to dotallt'•1 Inatt'uttti•;n94 1, :'a:nr awl .1;1ter...^ nr Inonu„r (tu•ttitut.ion) f i I V t1I •11 7;t1I 1' ;1 1 I'' c t:-; 'i';(1 ,'( 11; Pli;lini. FlOricl;t 3313'3 A•Irtr•..•;•t ::h:,nr.+ trl`r'r). I�_ I r17() ?. AKr iurnhi±r: nerlit th,_ 1, r•n; 1 t} 1 l.:rl t''r tart It i 'iota 1 .i'lnhir Of ity Th13 Pnnr'rt.: l.'r•yrat.tng Uayt Ifni It ;nit Tl, it •:`•:-1nt.h1 l_ll l.- ( ` I f- .. 1. ' ri r—_, Total •ominr Contort; Ct,rttrt............4.................... .....♦.......... .... 4...,...,,,:,..4 tL.�[rnl h + +ir, Itirtlt11AN'r: All monrtar• fitur•+:t nu;f 1n r',ui1.u1 t.n the n.,nt•^at rir,illt'. yn not .t`i,v 'Pit I, .n•• :,r,l a:l Gntr'ie.: to t1.n rirht. in all trout; ofboten. F.xar;;lrt indicate 11t;(',T5 a� loil•r«v' ,./ % i ti�a1 . rr;• , , .••i CA ;n r y,•c•. .. A, 1nr.r-no From li 1•irr'l' , '•'oa1 I'aVnmlt.s I. I 1t l F r.vl 1.rl,l 1 t. t`,'a 1 1 .1'::to ' . i. lncamn n • j j —' t) R. ('!.h„r lnt:,-:nr' t L_] ?. F"orl E1JiJ:LE 11. Food ;nrvlee Int,nr :tad 1.rini..e h•,n••fit.a r r LI • •'. 1 -'1 t 11. in.1-1-nnl [1....._. I^.- Lid 17. Uth'er (1:rr,lrr,t, .etc.) 11... T1 L.._ILi lt, i'Ini',ist.r:+!.;^n L___]____J:. I I 1 1t1 1!1. T^e.,11 Call; •. r, , !i l.vrns ''•`•r^oditarnt Iron '1•t.. 1rrt}A iu.i'•'hursoneut. and Child nod Adult Mont rn}•maht.s l f ( d•i —1�j -1 t DJ r t, u' , • lo. f t:1: ;•:`r:n l r. n.. •1 jr: 1•,; L.:. P:. Total 'tun;l'•r of !'rn'lafa:ct.s ';nrvrrd __LLL iI ll II La.J 15. ':ot,. 1 ';.tr41•nr or ; , .. J'trl'lc ."nts :;r,r•:ed rrt 1 L Ln,1 1?. T.,,i, 'l,,,,,, r of L,tnch•'n .ier: I :' J •, 1 0. Total. :lumber of P.", Surnln"Innt.a :;rrvr,d I L ' ! 11 1 r 17. Total 'lnmlnr ^1' :;+tr1nrs .;•'rv^ri 1 1 1 L( if ;1u'r,l•nr of Preakl;,ato E.J4( i -]?o. 71. 'iu'nt or of l:,nctv's i id -.I ??. t;umt,nr of 5vrrr.7rs _l it E 1 i 23. 'I�tmt•nr of 1'nt.t:n„n Moai _111..rinm,.nt.1 I—L t t=_111 ?11. 1 eoriif•: tti'. t•, i•'n 1•,;t ur ;i, 1,1.,al..11•.. a,1•I'urIi^f, thla voucher li tr.:A nod cnr•r"ct is al r''•;1•ort5, t hat. rrrnrl•t ar•' iva% lal,ln to l•Ir;`nrt this; .,,Ir!u,r; t hit, it 19 tti nCQnr•tntice wit.11 t.h^ tnr.^'a 7f ..X t'tlM' A, r nnrnnt(7) i "'It. t-vm°tl+. !ta•t r.„t. I•,rn r'.•••.'IVn•i; thi'. •'7(;,.'r,d1t.'+r•'9 rnrc'rt,(1 hnr^1n am ,nrlo ',ply ;root int•r,ne '10rit•'rt ft',':n l'nli• ram r••trrnr•1.•-;.•'lt. -inn rttil,tr,.•,'•t not 1.ia0t..'•1 men' 1•r;r..t'1t•s; end that it 1...I rl.toitrori of funds from s1•onaor tm r•",! ut i 1 1• r^,,in -,1 t'••• •tv••.•• tali.; th.lt it la .'•Arun.-l. Iial , r,r f'rnrnr•+t. 1,r1 .J:ttitt:il'�' I I, I'ti11 1 • rl' In 11'an t,i [•a 'j/1 ?,rf$7",i1 ielr,•r•ietr', (1t 1 ii•i• 1 -�1 .;r , _,,, y�-f_, APPENDIX L .1, t %, l I r• • n:l't';, 1 :V. t an i . •'i^r •Vi'i,,nrc of 1.•rrrr: t 1P n;itt. t' retair.,e 1 :ma u,�i lahio 1 or '1 f aure ►-, /t)/;ti n-t111 fry.„ t^r;;•l.,^r ) vnari at',r'h•v rnd of l!,n f1"ral }'nor to vht'•h ,t t) runt.Ipjt;tc) a MEMORANDUM S 1A1 t OIi 1' Lo 1uDA OP EDUCATION tALLAHAtSEE 32304 September 6, 1977 TO: Directors of Child Care Centers, Area V FROM: Ruth G. Waskey, Area Program Management Specialist SUBJECT: Child Care Cenr:rr Triinirg Meeting - Administration J I�UVLVI s vn1 tv Care .. cnfE v r t r Ilttt r.► , ►n run , t•,r, tit,,t I•uut t, It, 0,• 1r1HAT: Training Meetings are scheduled to assist all Directors with completion of new child care applications, agree}1'ent and other necessc'ry information for participation 1n the Child rare Foo Prcr,r,-►v; for Fici l ?car 197'2 fr)rtnh,,r• 1 1977 to September 30, 1978), We will be Available after the meetings to answer additional questions. WHO: Directors (Sponsors) required, and Bookkeepers if desired. WHERE and WHEN: Meetings will be held at the following places on the dates listed below. Please choose only one meeting t:a attend: 1. Miami - Wednr;sday, September 21 at 9:00 - 12:00 AM -or- 12:30 - 3:30 PM , Salvation Army Building 905 W. Flagler St. , (305) 545-8336 Contt'ct- Captain Carlton or Mrs. Pearl° Cousins at (579-4437) RG11: c:r 2. Ft. Lauderdale - Thursday, September 22 at 9:00 - 12:00 AM Early Childhood Development Office 617 Scuth"as t Fourth Avenue (305) 467-1720 -or- 467-17?3 Contact- Mrs. Waskey (305) 739-7210 3. West Palm Beach - Friday, September 23 at 9:CO - 12:00 AM Palm Beach Health Department • 826 Fvernia St. Contact- Mrs. Harriette R. Brenner (305) S44-1386 Ara r•.p,.J n$ I ('tunny nmlJnV of APPENDIX M RALPN h rlmnllNGTON CONk4rggioNce Str,11l`n O1 I LOttI A wAwTNII, 1i- tO1i i 1 ttm-t CA NON ?ALLAHASSEE 325O4 cli)wu.rY,.1.7:,. 1978 MEM0RANDUM CAREY E. FERRELL JR. oinrctcn OtV,5ioi* t riBU6 SCNOOL TO: ALL CHILD CARE FOOD PROGRAM CENTER DIRECTORS, AND COOKS FROM: Ruth G. Waskey, Area Program Management Specialist Food and Nutrition Management Department of Education 2880 West Oakland Park Boulevard Ft. Lauderdale, Florida 33311 305/739-7210 SUBJECT: REQUIRED Meeting for Child Care Food Program Participants TIME FOR EACH MEETING: 1:00 - 4:30 P.M. Please choose only one meeting PLACES: (For Dade County) Tuesday, February 28, 1978 Joseph Caleb Center Roots 112 5400 Northwest 22nd Avenue Miami, Florida 305/638-4070 (Mrs. Lydia tleasman (For Broward County) Thursday, March 2, 1978 United Way Conference Room 1300 South Andrews Avenue Ft. Lauderdale, Florida 305/467-2756 (Ms. Sylvia Evans) (For Palm Beach, Martin, St. Lucie, Indian River Counties) Wednesday, March 8, 1970 Port Road Building 1440 !lest Eighth Street Riviera Beach, Florida 305/844-1386 (Mrs. Harriette Brenner) Take I-95 to Blue Ik.ron Boulevard - go East one block, turn South onto Garden to end of Garden - turn left onto Eighth Street, going East to Port Road Building (Community Action Agency) An equal opportunity employer APPENJDIX II ALL CHILD CARE FOOD PROGRAM CENTER DIRECTORS & COOKS Page two • February 17, 1978 PROPOSED AGENDA TO INCLUDE, 1, Review and discussion of financial audit findings+ 2. Need to meet nutritional and menu requirements. 3. Proper record keeping accountability. 4. Applications for Expanded, Improved Service rates and Non -Food Assistance, Please fill out the bottom portion and return as soon as possible. RGW:jg TEAR OFF THIS PORTION, FILL OUT AND MAIL TO THE FOLLOWING ADDRESS: TO: Mrs. Ruth G. Waskey Area Program Management Specialist Department of Education 2880 West Oakland Park Boulevard Ft. Lauderdale, Florida 33311 FROM: COUNTY Name of Center Address City Phone Number Zip Code Total number planning to attend: DATE Director's Signature N Address: 1 (:RUNT APPLICATION Prlae l of 1 (Type attci Complete All rtem4) Appiicatien for :Late ASSistattee Thtnurih the CoMMU tTY i :RVtctS Tht1ST FUND bEhARTMFN`t' OP e6MM('NtIY A PAthS btVt tON tar COMMUNity sFR'!t('ES 2511 P.Xt:CttTtVt CENTER CtPCLF, EAST TALLAHAfiSEE, FLORIbA 32301 sUP.Mt' 1`OttR (4) Cf1PtCS of THIS A.PPLICATIo;J.._. Due Date: 5t't7temhrt i, 1 f 7 7 1. Local Governmental Unit Applying for Grant: Name: CITY OF MIAMI Telephone: .(_.305)_ 579-6912 (name of town, city or county) 3500 PAN AMERICAN DRIVE, MIAMI, FLORIDA 33133 County: bat 2. ` Date Submitted: 29 August 1977 3. Official with over-all responsibility of grant: (Our Department will contact this person should questions arise in the application process): Name: ROBBIE B. CHANDLER Tele?hone: (305) 579-6Q12 Address: 3500 PAN AMERICAN DRIVE, MIAMI, FLORIDA 33133 Sinnature: GtJ fr 4. Due to new leaislative requirements, all services must he certified by the Department of Health and Rehahilitative Services (HRS) District Administrator as not heina duplicative. In order to accomplish this requirement, all applicants must contact the District Administrator prior to development of program proposals. Therefore, complete the following: HRS person contacted: MAX ROTHMAN (District Administrator) Telephone: (305) G62-7900 Date: Contacted hy: Robbie B. Chandler Telephone: (305) 574-6012 5. Following the completion of the arant application, formal approval of the prtaram proposal must he given by the HRS District Administrator. Anolications will not be accepted unless the following statement is completed hy the HRS District Administrator: t4AX ROTHMAN for District facti: t signat eri') tstenature) -- is Lyntcicurel , the District )IRS Administrator , hereby certify one of the following statements of The particular services to he offered in the listed programs are not duplicative of MRS proctrams. Althnuah similar services may he available from HMS. we cannot provide these particular services to thee clients without the use of this money. 2, IIRi has made maximum use of federal funds for the ahove listed program areas: 3. Funds for this program are available from Hu:, and the applicant will he eligible for funding during the current grant period. The applicant should con- tact Mr./Ms. for further ►etormatit)n.. P.t.t,. 1-e APPE DIX 0 t- - • -- DAANt APPiAthMtON Pala 1 Of r Lodi doverM tt€al Unit Appiyingt._. CITY OF.MtAM4f In,,me of town► city, county.etc.) Answer_ these questions for each pt;rict am, (Attach .additional sheets if j............. necessary.) 6. Explain why this program is needed. The City of Miami has made progressive stride toward helping young children under six. Approximately 33,250 children under six reside within the City. The cost of living within Miami is causing many mothers to seek employment, er training programs. . TheDay Care Centers serves as a source of help for tbo family who must leave their Children for over six (6) hours per day. In 1977 the centers served over 200 children, we ancitipate increasing the amount, as one of the centers will be expanded to serve additional children. 7. Describe the financial statue of persons to be served by this program. How many persons will be served? Duplicated? Unduplicated? 250 The City of Miami's policy is to serve children regardless of the financial status of the parents. A sliding fee scale is used, and approximately 757. of the families are economically needy according to SES guidelines. There will be an estimated 250 different children served. 8. How will this program be integrated with other programs serving the same type of persons? What other social service agencies will be contacted? Dade County Department of Human Resources and United Way Information and Referral System will be coordinating the efforts with the City, so that duplication of services to the same children does not exist. The Child Day Care Program will offer counseling to parents on a limited basis; if indepth services are required, parents will be referred to United Way Counseling agencies. (sea attached abeet) 9. r:kpinin how recipients of public assistance will benefit from thin program. Public Assistance recipients will benefit as they will receive low cost quality child care while they are in a training program; seeking employment, or in an existing job. The centers are conveniently located in low-income communities. (Applications will not be processed unless All questions are answered in detail) APPENDIX MEV • Pakit 2 of 7 Attacbement 8. The Child Day Care Program consist of $299,000 in salaries. All expenditures for operating the three (3) Child Day Care Centers is estimated to be approxi- mately $498,000.00 for the period October 1. 1977 through September 30, 1978. The assistance requested from the State gill help the City cover its budget needs for social services personnel salaries and program supplies. 1!I 111111101101011(1'1114111''ri ua 11 I. Program Title: Local CHILD DAY CARE PROGRAM GRANT APPLICATION Page 3 of 7 Governmental Unit Applying: CITY OF HIAMI (Town, County, or 10. A.DRK PROGRAM -plan of Operation (Use one sheet for each Program) 2. Program Objectivies I. To provide quality child care services for 1 a) 250 children. II. To provide an opportunity for parents to work while their children are in a safe, educa- tionally developed environment. II. To provide a nutritional Program for over 250 children. Sponsored by the Department of Edu- cation with a grant fram United Stated Depart- ment of Agriculture. 0 111 IIIII,l III'1III,IJII1 IIIII� II V I,;III,I III II II b) c) II. II Person Responsible: 3. Major Activities and Substeps City) ROBBIE B. CHANDLER. ( 305?C579=6712 All of the child care services will be undef I. a) the direct supervision of trained staff mem- bers experienced in. child growth and deve- lopment. Each center is equipped with games, mate- rials, books for creative expressions ac- cording to the age level of each child. The daily activities are designed to detect children with learning problems, and refer them to the proper agencies for corrective measure. All parents will be encouraged to partici- pate in the group sessions for parents and become actively involved in the activities of the centers. The City currently has one regular parent -teacher meeting a month plus workshops on an ad -hoc basis. The percen- tages refer to parents who attends the par- ent -teacher meetings. All 250 children will be provided with thre (3) teals each day; breakfast, lunch and snacks. 111 11 3_C II. III (telephone) 4.. Planned Results Through Through. Through 12/31/7 T 3/31/78. 6/30/73 1007. b)' 807.. c) Not Quantifiable 657 100T. IOOT. 60T. 707. Through: 9/ 30 / 73 757- OPANT APPLtCATtnft 1'3rin. 4 of N. Parr op1 i rnhtt $:i cA1 r)tttc^g ht±shonSihie for r4Y3hIt F)ar•te: ROBBtE Be CHA`rt)LEA 11rlc1tetftt 3040 PAN AMERICAN DRIVE. 1'elehhohryt 305-519=b912 1.FV1")NF: i l , TOTAL hilhrFT (Uhciucle fioutes from n11 programs operated) 14 stun grant 2. Cash 'latch _(nn redetal_(1.1nr1 ,_P ettargyenue:;s1atittLial ow.c4 i - 3. 'Tn=Kin'a Match 4. Tn"'A1, ur.'f^t)t1F: 5. A. 7. R. rh7. rrt' rr'T!TTSTDATTVI' r'xT'rNSt' Salaries pr'ntal Fj�acr. Tr.avr) S 11n-) ir5 9. 7t'Trtr (.,•nri(v on nttnrhmr_nt) ln. Total (1Lnra 5 throuoh 4) nrr,rCATr. ATy T')TgTrIATTvr: rxrrn5r $ 45,000 45,000 90,000 $ 15,638 $ 15,638 11. Salaries 12. )tont:11 gnacc' 13. Travel- ` 14. Suun i ins 15. Othr^r (' 'c'ci?y on attac•hrientT 16. Tnt.nl (linen ]r throunh 16) 17. TT_A1_ T)�-T'il_^I',1't'7 i:('�_t: TS_ (Ianr 10 and Line TfT CRANT':r rn•,r:1'.11M 1'xl'I:'1.':I' 18. !:nl:rrtr••: _ _ $ 65,000 19. Pental .nr+arrr 20. 'rrnvnl ` 21 . I:nu i r•,nn t 22. Cthrr T ;rnci ry on .'itt nr•hmrnt3 1y,362 23. i'nt•al 1 R throunh 12) $ 74,362 Tlr'1.r'r:AT1' err .'A•' pvrT.,rv1. 74. !'rtl.11 ir••; 2 A, 'rr:,vr•l 211. nt hoe (':Lnri fvnn ati Aohmnnt / 21. Total Ulnas 24 i h roirtli 7nr 31. Tn^•A1, rrnr•nn!' r•!1'r'ulr!1 (Line 23 and line 29) 31. TO"'A1, r'xr"•rnl'ronr•. (nine 17 and line 3n) 4nTr.: Tr1TAI, 1:1'vr'JI'r. MU!:T rOUAL TOTAT, CXI'CNDIT11RrS •".IV Irnt nxr r'r•rl 35'. of 2 tines the statr grant St at r ('rant Ciodl ►r;,t.ch Tn-"inrl M.ltoh 9•nTAT. Trl'vr91111 $ 74,362 $ 7s; 36s_ 90 Deo. !'axir'„r, ;•l,'lnl':I(•,1 ivr. ('r,•:I•. '+ 159 nr 2 x S1n,Onn (!;t., t•t! Brant) 2n,nnn n3,1)nn D..... 01_r. 0 EINEM Page 4 of 7 Attachment 22, The centers have not bought any additional supplies far the last two (2) years. The monies will help with the following items: Desk - Office Tables - Children Chairs - Children Art Supplies Beds- Children Listening Centers Record Player Puzzles Pattyground Equipment Ip gp1i11111 ti. .ru i)ap.111i111irii1111111i 1 p l 11111 .1111 11 !!, li GRANT APPLICATION Page 5 of 7 Local Governmental Unit Applying: CI.'. OF '4IANI I. Cash Match Source 1. e c¢/ o.„., avenue ,)hr,r1y 2. ((i� U 3. 4. (Town, Clur. _ or City) 12. Castt and In -Kind Matcn (Continue On Separate Sheet if Necessary) II. In -Kind Match II A. Salaries and Benefits Position Title and Name of Person 1. 2. 3. 4. Amount 1. 2. 3. a. $ 45,000 Total Cash Match, $- 65,000 r *This figure must equal the figure specified on line 2, page 4. Number of Hours. Hourly Rate To Be Worked. Amount (Hourly rate (h) n..rr er of hours to be :corked) 1. 1. 1. 2. 2. 2. 3. 3. 3. 4. 4. 4. (Continue On Separate Sheet if Necessary) B. Other In -Kind Unit Costs Nur.ber of Units (or cost per (or number of Description Source square feet square feet) Amount (Unit cost (KY nur.ber cf ..I• lillll 1. 2. 3. 4. 5. 6. 7. 11 11111l III, ligl i!IIPII 11II 1111 II1II 1 it II III i111111l II 1. 2. 3. 4. 5. 6. 7. 111111 1. 2. 3. 4. 5. 6. 7. 1. 1. 2. 2. 3. 3' .. 4. 4. 5. 5. 6. 6_ 7. 7_. TOTAL MATCH PROVIDED $ 45,000 III!IIIIUII'l 111111,111II,Iw1111IINIiIII111AI !!!111,11,1iii Pa(3e 5-C Total In -hind Match *This figure must equal th,- spy t f ied on 1 i nr 1, (.,,:s 4. GRANT APPLICATION Pack) I of 7 i Weal Gdvei ntnehta l Unit Aiplyi by : CITY OF MIAMI 14, THE APPLICANT CERTtrtES THAT THE DATA IN THIS APPLICATION AND t't'S VARIOUS SECTIONS INCLUDING RUDr,ET DATA, APE TRUE AND CORRECT TO THE BEST OF HIS OR HER KNOWLEDGE AND THAT THE FILING OF THIS APPLICATION HAS BEEN DULY AUTHORIZED AND UNDER- STANDS THAT tT WILL BECOME PART OF THE CONTRACT BETWEEN THE DEPARTMENT AND THE APPLICANT. THE BOARD OF COUNTY COMMIS- SIONERS (OR THE CITY COUNCIL) WILL PASS A RESOLUTION WHICHI AUTHORIZES THE EXPENDITURE OF FUNDS FOR THE SPECIFIED PROGRAMS. IF FEES OR CONTRIBUTIONS ARE TO BE UTILIZED AS MATCHING FOR ' THIS GRANT, OR IF A DELEGATE AGENCY IS TO PROVIDE THE MATCHING SHARE, AND THESE FUNDS ARE NOT FORTHCOMING, THIS RESOLUTION ALSO SPECIFIES THAT THE CITY OR COUNTY WILL PROVIDE TIIE, NECES- SARY MATCH. TIIE APPLICANT FURTHER CERTII'IES, DUE TO NEW LEGISLATIVE INTENT NOT TO DUPLICATE SERVICES AND THAT THESE PARTICULAR SERVICES ARE NOT BEING PROVIDED NOR ARE TIII'Y AVAILABLE FROM ANY OTHER STATE AGENCY. ALTHOUGH SIMILAR SEPVIC'I,4 MAY BE AVAILABLE, TIIE APPLICANT CERTIFIES THAT NO OTHER RESOURCE EXISTS '1'O PROVIDE THESE PARTICULAR SERVICES TO THESE CLIENTS WITHOUT THE USE OF THIS MONEY. JOSE•PH R. GRASSIE Nome (typed) CITY MANAGER . Signature/ Title (Mayor or Chairman of Board of County Commissioners) 3500 PAN AMERICAN DRIVE, MIAMI, FLORIDA 33133 Address (305) 579-6912 Telephone ATTESTED BY: R. C. ONCIE Name (typed) Page 7-C f• Sig r g. 0 t»ANT APPt,it'ATIoN PAur h of 7 t.ot'.tt (:overnheht,il Itnit Ahhlvind: t3.C(it'4tWieTttAt. rtliNI0mAtJ0M = Complete ronrrAl Name of he lrtt;itr Anent" t Adttt.0 : town. county) nr CttV) nnt, for each h01c'tt,ttc Aiit'nc'y N/A Contact Person: Telephone: ( 1 '1'.tx I:srmltt Number:* *It none, att.trh ,t copy of the certificate of tneorper,ttir Ent DEi.FrATr ArrNC'Y t111Drt'T ron TNTS PR(1(;RAM AomINI`t'i'I'AT1VR pxITN':rn I. tl.tt t, 1 .ttt .t 1 '40.l.'r I. Travel 4. _nlInTiest C. tither (:: 'ci fy nn 1t tdchment ) h. +;70°)IAT T1 t nrs 1 tcirounh 57 hltnr•I)Am 1'yt'rNst't: 7. Salaries 8. rent nl_%%lace 9. Ttnvol lo. f',ntt1r,'nt 11. rtlirr i+:l?nciTv_ nn ' ttachmrntT r 1. ToTAE T t i ne , 7 t Tirttuaih 1T) 13. Ttrrgl, I:xI'! Isr5 (line h and line 12) +1,A.1V not exceed 151, of line 13. '1'llI' 011.I'(t'ft' At:I''I('v Iit'I+I'Iiv AI'I'Itttvl'): '1'1111: At'I'1.tt'ATIfN AND WILL t'ttMt'I.1' W l'I'll AI.I. DItLI ':, "Ft:I'LAT t(tN;: AND c't1NTIIA('TS RELATING THERETO: Anent -WED nv: A^.'T':F'rt'11 rtv: (TI t 1P) (5ianat.ure) ('fit lt') (:+ienaturel I'ayc'. f,-C 0 MEW COMMUNtV: T:?';ST rtl+iD CC TPACD THIS AGREEMENT; i.00inni:ti i:;t day of October; 1977, between the State of Florida i,epartmer.t "o...niunity Affairs (heteinafter referred to as "Department , an ,i+j�ncy of the State of Florida, with headquattet5 in the City of Tallahassee, and CITY OF MIAMI. FLORIDA (hereinafter referred to as the "Community"), THIS AGREEMENT (CONTRACT) IS ENTERED INTO BASED ON THE FOLLOWING FACTS: The Department, in furtherance of its duties under Sections 409.501 through 409.506, Florida Statutes (Chapter 74-166, Laws of Florida) and Sections 20.05(1) and 20.18(1) and (5), Florida Statutes, has determined that the Community has applied and qualifies for a grant under the Florida Financial Assistance for Community Services Act. The Community, in furtherance of its power and authority to conduct community service programs, has enacted an appropriate resolution or ordinance necessary to appropriate the funds required under this grant and to enter into any contract necessary to fulfill the provisions of the program. A copy of said resolution or ordinance is attached hereto and by this reference is made a part of this agreement. NOW, THEREFORE, THE PARTIES HERETO DO MUTUALLY AGREE AS FOLLOWS: 1. Grant Offer to the Community The Department hereby makes a grant offer to, the Community under the terms and conditions of Sections 401.501-506, Florida Statutes, this agreement and Chapter 9C-2, Florida Administrative Code (rules and regulations governing these grant funds). 2. Area Covered Except as may be expressly provided elsewhere in this agreement, the Community shall perform all of the necessary services provided under this Agreement in connection with and respecting the geographic area(s) specified in the application for grant' funds. Attached hereto and by this reference made a part hereof. tr r+;ti w vL. 1 • APPENDIX P 3. Scone of Setvices (a) The Communit/ agrees, under the tetMS and conditions of this Agreement and applicable rules and regulations of the Department of Division of Co'rimunity Services, to uhdettake, perfotm, and complete certain community service programs, ?ore particularly described in the attached work program(s) and by this reference made a part heteof. (b) The Cotninunity agrees that the sum of the prografn services covered by this Agreement shall hot be subcontracted or delegated except as provided for in this Agreement or amended without prior written approval of the Department. 4. Time of Performance The Community agrees to execute this agreement within thirty (30) days of receipt and to commence services within fifteen (15) days after execution by the Department unless otherwise specified in the work program. All services to be offered shall be undertaken and completed in such sequence as to assure their expeditious completion in the light of the 'purpose of this Contract, but in any event all the services required hereunder shall be completed no later than September 30, 197g. 5. Compensation (a) The Department agrees to pay the Community the total sum of $45,000 for the community service program(s) described herein, the balance of funds required will be -provided by the Community as provided in the attached budget state- ment. The budget statement is by this reference made a part of this Agreement. (b) The Department shall forward to the Community an equal monthly amount of $3,750 for the twelve month period beginning October 1, 1977. (c) Payment of these committed state funds pursuant to this Contract are subject to the total release of authorized appropriations from the Trust Fund; otherwise, a pro rata distribution of available funds will be made. • APPENDIX P 6. 4tebort.5 and 2uc ds c�-• ter. 04a) The Department may withhold (payment if required fepoets, (i.e., a monthly financial utatcmeht and a quarterly program status report) have not been timely submitted and adequately completed, kosss(b) to the event that all required reports are not received, in adequate and correct form, within thirty (30) days of the clue date, the Community will be informed that further grant payments will he withheld until all reports ate received in correct form. If all reports are not subsequently received in satisfactory form and condition, the contract will be terminated. e4c) The Community agrees to maintain adequate financial procedures, including adequate supporting documents, to account for the use of money asp provided in the application, which includes the budget statement. The Community shall also monitor and review its delegates' financial records and reports to assure proper compliance with this Agreement. to,,e(d) The Community shall also provide the Department with any necessary records, reports or financial statements, etc., requested for purpose of auditing and monitoring said grant funds awarded under this Agreement. (e) The Community shall provide the Department with an audit of the contract funds, program compliance and administrative capability of the responsible agency(ies) including delegate agencies. Such audit shall be in compliance with requirements set forth by the Department for such audit, and shall be forwarded to the Department not later than one hundred -twenty (120) days after the termination date of this Agreement unless extended by the Department: f//]. Termination of Contract for Cause (a) If, through any cause, the Community shall fail to fulfill in a timely and proper manner its obligations under this Agreement, or if the Community shall violate any of the covenants, agreements, or stipulations of this Agreement, the Department shall thereupon have the right without liability to terminate this Agreement by giving written notice to the Community of such termination. The Department may also require a repayment plus penalty for funds paid to a Community »;•�'�as a result of any breach of this Agreement. 3 ••• (b) tJotwithstandinl the above, the Community shall hot be relieved of liability to the Department. for damages sustained by the bepartment by virtue of .ui•; breach of A,Irvyment by the Cotfnunity and the Department may withhold and payments to Lhu Community fat the purpose set-off until such time as they exact amount of damages due the Department from the Community is determined. 8. Community itespofisibilities and Obligations The Department':; financial obligation to the Con-.riunity shall be limited solely to the amount and terms of this Agreement. The Community agrees to hold harmless and if necessary defend, indemnify the Department from all claims, liabilities, suits of any nature whatsoever arising out of, because of, or due to the breach of . this Agreement by th`e Community, its delegates, agents or employees, or due to any act occurrence of omission or commission of the Community. 9. Changes The Department or Community may, from time to time, request changes in the scope of the services of the Community to be performed hereunder. Such changes, which are mutually agreed upon by and between the Department and the Community, shall be incorporated as written amendments to the Contract. 10. Interest of Members of Department and Others No officer, member or employee of the Department and no member of its governing body, and no other public official of the governing body of ,any locality in which the Program is situatrd or being carried out who exercises any functions or responsibilities in the review or approval of the undertaking or carrying out of this Program, shall participate in any decision relating to thin Contract which affects his personal interest or the interest of any corporation, partnership, or association in which he is, directly or indirectly, interested; nor shall any member of or public such officer, member or employee of the Department or any its governing body, or public official of the governing body,' official of the govrrninq body of any locality in which the Program is situated or being carried out, have any .interest, direct, or indirect:, in Il.i: n.lr.•ruicnt or the ptuceed,; thc•icof. 4 11, hssi.1nabiLitt The Cothfunity ;hall rot .:ny interest to this Agreement and shall not transfer .Any interest. in the same (whether by assignment or novation), without tho con:;cnt of the Department thereto; provided. howovcr., that clams for Money due or to become due the Community from the Department under this Agreement may be assigned to a bank, ttust company, or other financial institutioh without such approval. Notice of any such assignment or transfer shall, be furnished promptly to the Department. 12. Delegate Activities and Responsibilities The Community shall be responsible for the performance of its delegates and agrees to continually review their activities to assure that they are carrying out their responsibilities. In the event the - del.egate does not comply with the requirements of the work programs, the Community shall take the necessary action to obtain compliance 13. Matching Restrictions No federal funds other than federal revenue sharing, shall be used by the Community as the matching funds for this grant. IN WITNESS WHEREOF, the Department and the Community have executed this Agreement as of the date first above written. ATTEST: BY: �G�� J9 (signature) RALPH G. ONG(E City Clerk (type name and title) rgnature) Joseph R. Grassie. Gity1Ma-iar Mayor or Chairman of Commission (Type name and title) • DATE f/A6 / • STATE OF FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS ATTEST: BY: ___4:1!4? (signature) (signature) C William H. Ravenell, Secretary DATE /61/7 /77 P 1j w. STATE OF FLORIDA COUNTY OF DADS I hereby certify that on this dav, before file, a Notary Public duly authorized i.n the state and county named above to take acknowledgements, personally appeared ,IOSEPH R. GRASSIE to me known to be the person described as CITY MANAGER of THE CITY OF MIAMI in and who executed the foregoing (City or County) ihstrument, and he•acknowlegded before Me that he executed it in the name of and for THE CITY OF MIAMI , affixing its (City or County) seal, and that he was duly authorized by that governing body of the CITY OF MIAMI to do so. (City or County) WITNESS my hand and official seal in the county and state named above this " t day of t 19'7. Notary Public My Commission Expires: 6 Notary Pubtie. Steto et Florida of Large Mr Comoiuion Ezpitos Nov. 22, 197E Sanded by Amman ftto & Cato°Ity Co. RFC/rb 10/12/76 RESOLUTION No.76-919__ A RESOLUTION AUTHORIZING THE C1TY MANAGER TO sW3MIT APPLICATIONS FOR FEDERAL AND STATE GRANTS, WHICH ARE TO BE RECOMMENDED BY HIM TO THE CITY COMMISSION, WITHOUT FIRST BEING EXPRESSLY AUTHORIZED BY THE COMMISSION TO SUBMIT ANY INDIVIDUAL GRANT APPLICATION; FURTHER REQUIRING COMMISSION APPROVAL BY RESOLUTION PRIOR TO EXECUTION OF ANY AGREE- MENTS IN THE IMPLEMENTATION OF ANY GRANT. WHEREAS, the City Charter requires that the City Manager recommend to the City Commission for adoption such measures as the Manager deems necessary or expedient; and WHEREAS, Florida state government and the federal government have on -going and continuing programs for the better- ment of local communities ihvolving grants or awards of state and federal monies: and WHEREAS, the aforesaid federal and state programs require timely submission of applications by local governmental units, which applications in and of themselves do not commit the City or local governmental unit to any expenditure of funds or oblige the City to carry out the program; and WHEREAS, the City Manager has requested authorization to submit grant applications prior to obtaining express authoriz- ation from the City Commission at its regularly -scheduled meetings for such submission; and WHEREAS, the City Commission would still have to expressly authorize execution of any required contracts or agreements by means of resolutions in order for the City to accept any grant award or to implement any grant program; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The City Manager is hereby authorized to submit applications for federal and state grants, which are to P C11-Y COMMISSHDN MEETING OF DCT I�4 19767(� pao nON 110.f. • /� ithoa t ..... ...... z_. be recommended by him to the City Cornmissione without first being expressly authorized by the Commissioh to submit any individual grant application. Section 2. No execution of agreements to implement any grant is authorized hereunder unless such measure shall have first been recommended to the Commission and approved in the form of a resolution. PASSED AND ADOPTED this 14 _ day of OCTO FR 1976. MAURICE A. FERRE PREPARED AND APPROVED BY: ROHERT F. CLARK Assistant City Attorney APPROVED AS TO FORM AND CORRECTNESS: RANK H. WESTON Acting City Attorney -2- MAYOR P 6. RESOLUTION OR ORDINANCE t70. A t t SOLUTIfN OF 'Gilt: tamtlL OF tit (CITY/ COtMItY) , l:'LORtI)A, AUTIIORIZING AND Dlld;CTING THE (MAY01 /CItAtRMAN Or T1iL HOARD) TO SIGN AN AGREEMENT WITII THE STATE: 0E' rLontbt DEPARTMENT OF COMMUNITY A}TAtnS UNDER TILE FLORIDA FINANCIAL MiSISTANCC Pon COMMUNITY SERVICES ACT, IT I5 t1EREDY RESOi.Vr.D ©Y TIIE CITY/COUNTY OF CITY OF t•1IAMT ,OF . DADE COUNTY, 1LOR7bA AS FOLLOWS: Section I. That the City Manager is hereby author- ized and direct'ed to sign in the name and on behalf of the City Commission or the Uoard of County Commissioners an Agreement between the Florida Department of Community Affairs and the THE CITY OF MIA1' I under the Florida Financial Assistance name of city or county) for Community Services Act, as per copy attached hereto and made part hereof. Section II. That all funds necessary to meet the contract obligations of the city, or county and its delegate agencies (if applicable) with the Department have been appropriated and said funds are unexpended and unencumbered and are available for pay- ment as prescribed in the contract. The city or county shall be responsible for the funds for the local share notwithstanding the fact that all or part of the local share is to•he met or contri- buted by otter source, i.e., contributions, other agencies or organization funds. PASSED AND ADOPTED TIIIS APPROVED: DAY OF ,19,___ Mayor or Chairman of County �0;• Commissions • �+ wfy4i , ATTEST; :.era •.:tr y., • TDi /ROM s G1tY OP MIAM1. PLOUIDA 't INTER.OF' 'ICE MEMORANDUM hobble D. ChanJlcr bey,Cate AUminlJt.atur Social Dulivury tit Servlc s impartment It. farklo , ' Diruccur Ci tl::J 1 Servicua Dudarcmunt DALE: tUYJECT: ;lurch 2 , 19i0 REFERENCEI: ENCLOSURt'V: eerk py • �. FILE: Prup.i. Hoapunaus and Submissions fot ReimbUraeaent 1' am of the understanding that your U. S. D.A. Report for October 1977,. needs to be corrected prior to us receiving any reimbursement. Would you p1 ase review this and determine what needs to be done, and follow through on it. I will appreciate a response from you within ten (10) days after receipt of this memorandum as to the results of your corrected report. The State of Florida Department of Community Affairs advises that you have failed to submit audit information in accord with their re- quirements. Since you are responsible for the proper oonduct of that grant, please insure that all reports and audits required have been provided. I have notified Hr. Sujan Chhabra of the nerd for this audit, but would expect that you follow through in accord with the responsibility of your position. I would expect a response, also within ten (10) days of the date of this memorandum, advising that this situation has been resolved. RWP:cdj • APPENDIX 0 MIESEDW N I CITIZEN SERVICES bEPARTMENT OLE Titg , At COPY 1! 1` 1r i .2 . t:i• . .• al at April 10, 1978 Mr. Earl Billings Florida Department of Community Affairs 2571 Executive Circle East Tallahassee, Florida 32301 P 0 BOX 330708 MIAMI. FLORIDA 33133 Re: Community Trust Fund Audit Report Dear Mr. Billings: Attached for your file is a copy of the Community Services Trust Fund Audit Report prepared by the City of Miami Internal Audit Department March 17, 1978. Please contact me at (305) 579-6912 if you have any questions concerning this report. Sincerely, Robbie B. Chandler Day Care Administrator Social Service Delivery RBC/yt cc: Joseph R. Grassie City Manager Howard Gary, Director Management and Budget Robert W. Parkins, Director Citizen Services APPENDIX Q --—•11111111aN 711111111! .11IMi• :—.44141111111BIENINE - - --4**Ismea•IIMM 1 v • ocomomitTytmo.qtrs:otorIT rlH'fl AUDIT,ltrp(ilerie eh 6 PtiAllun Line i State doMarN.received tine 2 Local cash match provided Line 3 Local in -kind match prbVided, tine 4 Total graht revenue Whet 1-1--1-3)4 : P:PM,rTunns Administration Expenditures Line 5 Salaries Line 6 Other (supplies, travel, etc) Program Expenditures 4, Line 7 Salaries Line 8 Other (supplies, travel, etc.) fine 9 Total grant expenditures , (lines 5+64-7+8) • • • • • 6 •• ! MOUNT tOtC1Vitb tN iXTUAL 'tiONITACT WONT 0.non.00 . 45,000.QO 44s;000:004s,000.00 _o_ 90,000.00 90..000.00 '13,500,00 13,500.00 i6;soo:cm —90000100% • •••••••••••••••••••••••V • .76,000:00 , 0 6 :90,000.00 4 Ef line 4 exceeds line 9, one-half of this excess must be returned to the ;tate of Florida, Departffient of Community Affairs. • ine 10 Amount to be returned to State 'he individual Who conducts the audit, must be one orthe following: 1) independent auditor, (2) city auditor, (3) county auditor or (4) tate auditor, and must certify the following:. CIRCLE a) All contractural requirements were satisfied. ' es no b) All activities pertaining to this grant were in accordance yes no with the Rules and Regulations as specified in Chapter 9C. A c) All expenditures were incurred in order to meet the program no objectives as stated in the contract. d) Administrative costs (line 5 + 6) do not exceed 1St of the no total grant revenue (line 4). f) Adequate documentation exists to ensure that all expenditures no are valid and were incurred in order Lo meet program objcctivas. • non-compliance was found in any of ttic above items, a detailed explana- ion is requested. If any expenditures were determined to be outside the :alm of the grant, or if the administration expenses exceed 15t of total ?ant revenue, the dollar amounts associated with those expenditures must !deducted from total grant expenditures (line 9) prior to the calcula- ons used to dotermiTne the amount to be returned to the State (line .10)., • hereby certify that the above information is true and correct to the ,s1 of my,know]edgc and that generally accepted accounting principles re used in my review. If an internal anditor has performed this review, /she hereby certifies hip/her independence. • SCr!'11111l pail Sujan SingChh1Dra 3/17/78. (477(7) • .9 1 : Zid 62 uvw BL: Assistant Director for Internal Audit . 'APPENDIX C4ty of Miami Ti (Lolv)thunv, • .494 E Flagler Street Miami, Florida 33132 7{. -M1111111 MEW sue: ;O: 1cILt Olt? OP MiAMI. FLOitIDA INTEfl c" t itt Mi Mb1ANbUNi Dios•: B. Chandler re Administrator Parkins, Director tizen Services Department bAtt April 21, 1!7 sunitct Delinquent Reports tNCLOSUhtS: Mr. Earl Billings of the State of Florida Department of Community Affairs advises that the following reports are delinquent. 1.) The Monthly Financial Report for the month of February. 2,) The Monthly Financial Report for the month of March. 3.) The Quarterly Report for the month of March. A response as soon as possible is essential as to the reason for this delay and an assurance that these reports will be submitted. RWP/EH/db cc: Luisa Calderin Earl Billings APPENDIX WINNIONA MINEMUR ENIEW MMW MiE MED ---------------- - - ENE MMW MOM MW I % Department of Community Affairs Division of Community Services 2571 Executive Circle East Tallahaacee, Florida 32301 Attention: :sir. Earl Billunsa April 12, 1978 Re: Monthly Financial Reports Enclosed are monthly reports from October 1977 through January 1978. In order to show you that we have been spending funds which relates to this grant, I have enclosed expenditure control rsheota with this report. The above mentioned report has boen forwarded to you on 2 accessions in the pant, however, if you have any other questions regarding this matter ploaao contact rye at (305) 579-6912. , Sincex+e o B. Chandler Day Care Administrator RBC/yt cc: Robert W. Parkins, Director L Citizen Services John Baldwin Gzannta Coordinator • APPENDIX S lib Mara 6 • /2111/?? i'h • let ir i 4 Ia t 0 • • 4 E DI 0 i 1 IJ 01 t S + * OUTSfiA:N01k, Pti1NPt.3 riVqf CORN Yi.T...0 L. 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