HomeMy WebLinkAbout2021 Agreement Reach Counseling Services AGREEMENT
THIS AGREEMENT is between the City of Oshkosh, a Wisconsin municipal corporation, herein referred to
as "CITY"; and Reach Counseling Services, 414 Doctors Court, Oshkosh, WI 54901, a Wisconsin non-profit
corporation, herein referred to as "SUBRECIPIENT".
I. GENERAL DESCRIPTION
A. The City has received funding from the U.S. Department of Housing and Urban
Development (HUD) under the Title I Community Development Block Grant (CDBG)
Program, to undertake projects and activities as indicated in the City's Final Statement of
Community Development Objectives and Projected Use of Funds. The activity set forth in
this Agreement's Scope of Services is one of the said activities and it is the responsibility of
the subrecipient to carry out the activities in compliance with this Agreement and other
applicable regulations referred to herein.
B. The City has allocated a portion of its 2020 CDBG to a public service funding consortium
whose purpose is to evaluate public service grant applications and allocate funds contributed
to the funding consortium.
C. The City will review public service organizations funded through the consortium with 2020
CDBG funds in order to evaluate subrecipient performance to ensure that the scope of
services a subrecipient stated that it would perform in its application for funding to the
consortium was being carried out in accordance with applicable laws and regulations and to
provide technical assistance.
D. The City will make quarterly payments on a reimbursement basis to the subrecipient after
written requests for payment has been made with attached documentation supporting such
requests.
E. Funding under this Agreement shall be paid with 2020 CDBG funds. Should the City not
receive said funds, this Agreement shall be null and void. If a portion of the CDBG funds are
rescinded by Congress, the contract amount in Article V (A) of this Agreement shall be
reduced by the same percentage that is rescinded from the City's 2020 CDBG Program by
Congress or HUD, or as determined by the City per applicable HUD regulations.
II. SCOPE OF SERVICES
A. The subrecipient shall:
(1) Provide therapeutic services to victims of trauma and abuse.
(2) Provide said services in accordance with the objectives outlined in the subrecipient's
proposal to the consortium (see "Appendix A", which is attached and fully
incorporated into this Agreement) for City of Oshkosh residents only.
(3) The provision of services are dependent upon funding. In the event funding received
by the City is less than anticipated, the parties shall negotiate in good faith to
determine the reduced scope of services to be provided through this Agreement.
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B. Said services shall commence on or about May 1, 2020 and shall be completed by April 30,
2021.
C. The subrecipient certifies that the activities carried out with the funds provided under this
Agreement will meet one or more of the CDBG program's National Objectives: 1) benefit to
low and moderate income (LMI) persons; 2) aid in the prevention or elimination of slums or
blight; and 3) meet a need having a particular urgency (as defined in 24 CFR Part 570.208).
III. REPORTING REQUIREMENTS/RECORDS
A. The subrecipient shall provide quarterly reports to the City by August 31, 2020, November
30, 2020, February 28, 2021, and May 31, 2021. Additionally, the final report shall include
both the last quarter, as well as a yearly summary of activities along with accomplishments.
A template for the reporting will be provided to the subrecipient and shall include, at a
minimum, the following information:
( 1 ) Amount of CDBG funds expended per budget and additional funds leveraged
for program
( 2 ) Type and amount of services provided
( 3 ) Number of total clients
( 4) Number of clients and percent of clients from Oshkosh
( 5 ) Number of low/moderate income persons assisted
( 6 ) Number of very low income persons assisted
( 7 ) Number of extremely low income persons
( 8 ) Number of persons assisted based on one of the following race categories: White,
Black/African American, Asian, American Indian/Alaskan Native, Native
Hawaiian/Other Pacific Islander, American Indian/Alaskan Native & White, Asian &
White, Black/African American & White, American Indian/Alaskan Native &
Black/African American, or Other
( 9 ) Number of Hispanic persons assisted per each of the above race categories
(10) Number of female headed households assisted
(11) Progress towards program goals (outcome statement)
Records necessary to substantiate these reports shall be kept on file at the subrecipient’s
office and shall include all documents, computer records and reports associated with this
agreement.
B. Maintain a separate financial account for CDBG funds which shows all receipts, including
program income, and disbursements. All disbursements shall have documentation that
substantiates that costs incurred and paid from the CDBG account are reasonable, allowable,
and allocable per applicable Federal cost principals. Program income, as defined at 24 CFR
570.500 (a), shall be reported to the City quarterly. The subrecipient may use program
income for activities specified in this agreement, but shall reduce subsequent requests for
funds under this agreement by the amount of the program income received. Any program
unused program income shall be returned to the City at the end of the agreement period.
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C. Provide the City with a copy of an agency audit, conducted in accordance with 2 CFR Part
200, as applicable, for any fiscal year CDBG funds were received under this Agreement.
D. All records required under this Agreement shall be retained for seven (7) years after
completion of the project, or after all pending matters relative to this Agreement are closed.
Alternatively, the SUBRECIPIENT may provide the CITY with complete and accurate
copies of all records related to this Agreement, along with an Affidavit signed under oath
verifying that all records have been transferred to the CITY.
E. The subrecipient agrees to provide access to the City, HUD, the Comptroller General of the
United States, or any of their duly authorized representatives to any books, documents,
papers and records which are directly pertinent to this Agreement for the purposes of making
audit, examination, excerpts and transcriptions.
F. The City as a governmental body is subject to applicable open records statutes. Public
records laws may apply in some circumstances to certain records created and retained by the
City’s consultants and contractors. The sub recipient agrees to fully cooperate with the City
related to open records requests related to this Agreement.
IV. STANDARD PROVISIONS
A. The subrecipient agrees in all hiring or employment made possible by or resulting from this
Agreement, there (1) will not be any discrimination against any employee or applicant for
employment because of race, color, sex orientation, religion, sex or national origin or gender
identity; and (2) affirmative action will be taken to ensure that applicants are employed and
that employees are treated during employment without regard to their race, color, religion,
sex orientation, sex or national origin or gender identity.
This requirement shall apply to, but not be limited to the following: employment, upgrading,
demotion or transfer, recruitment or recruitment advertising, lay-off or termination, rates of
pay or other forms of compensation, and selection for training, including apprenticeship.
There shall be posted, in conspicuous places available to employees and applicants for
employment, notices required or to be provided by Federal or State agencies involved setting
forth the provisions of the clause. All solicitations or advertisements for employees shall
state that all qualified applicants will receive consideration for employment without regard to
race, color, religion, sex orientation, sex or national origin or gender identity.
B. The subrecipient will make a good faith effort to use minority and women-owned businesses
in procurement of supplies, and upon request of the City, must provide satisfactory evidence
of such effort. Additionally, the subrecipient agrees to provide the City with the name(s) and
contract amount(s) of all minority and women-owned businesses awarded contracts on the
project.
C. If the proceeds used under this Agreement result in book or other copyrightable materials, the
author is free to copyright the work, but the appropriate Federal agency involved reserves a
royalty-free non-exclusive and irrevocable license to reproduce, publish or otherwise use, and
to authorize others to use all copyrighted material and all materials which can be copyrighted.
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D. Any discovery or invention arising out of or developed in the course of work aided by this
Agreement shall be promptly and fully reported to the appropriate Federal agency involved
for determination by it as to whether patent protection on such invention or discovery shall
be sought and how the rights in the invention or discovery, including rights under any patent
issued thereupon, shall be disposed of and administered, in order to protect the public
interest.
E. The subrecipient agrees to comply with all applicable standards, orders, or requirements
issued under:
Clean Air Act, 42 U.S.C., 7401 et seq.
Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251, et seq., as
amended, 1318 relating to inspection, monitoring, entry, reports, and information,
as well as other requirements specified in said Section 14 and Section 308, and
all regulations and guidelines issued there under.
Environmental Protection Agency (EPA) regulations pursuant to 40 CFR, Part
50, as amended.
F. The subrecipient agrees to comply with mandatory standards and policies relating to energy
efficiency, which are contained in the State Energy Conservation Plan.
G. No officer, employee or agent of the City who exercises any functions or responsibilities in
the review or approval, or the carrying out of responsibilities, to which this Agreement
pertains, shall have any personal interest, direct or indirect, in this Agreement.
H. Incorporated by reference herein are OMB Circulars A-21, A-122 and A-133, as applicable,
and 2 CFR Part 200.
V. PAYMENT FOR SERVICES
A. Contract Amount
The subrecipient shall perform all work under this Agreement for an amount to be
determined by the City per (I) (B) of this Agreement, but not to exceed TEN THOUSAND
DOLLARS ($10,000).
B. Method Of Payment
Funds will be released quarterly by the City upon receipt of proper invoice verifying eligible
expenses actually incurred by the subrecipient with attached documentation supporting such
requests, and approved by the City.
VI. SUSPENSION AND TERMINATION
A. When the subrecipient has failed to comply with the terms, conditions or standards of this
Agreement or applicable HUD regulations, the City may, on reasonable notice to the
subrecipient, suspend the Agreement and withhold further payments and/or prohibit the
subrecipient from incurring additional obligations of funds, pending corrective action by
subrecipient, or a decision to terminate in accordance with paragraph B below.
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B. This Agreement may be terminated for cause or convenience.
(1) TERMINATION FOR CAUSE: The City may terminate this Agreement at any time
before the date of completion, whenever it is determined that the subrecipient has failed to
comply with the conditions of this Agreement. The City shall promptly notify the
subrecipient in writing of the determination and the reasons for the termination, together with
the effective date. Payments made to the subrecipient or recoveries by the City in the event
this Agreement is terminated for cause, shall be in accordance with the legal rights and
liabilities of the parties. In the event there is probable cause to believe the subrecipient is in
noncompliance with any applicable rules or regulations, the City may withhold up to fifteen
(15) percent of funds subject to this agreement until such time the subrecipient is found to be
in compliance by the City, or otherwise adjudicated to be in compliance. Payments made
pursuant to the terms of this Agreement shall not prevent the City’s ability to seek the return
or reimbursement of funds paid pursuant to any available legal theory.
(2) TERMINATION FOR CONVENIENCE: This Agreement may be terminated
without cause upon the terminating party providing sixty (60) days written notice. The party
terminating the Agreement shall provide the specific date in which the Agreement will end.
The subrecipient shall not incur new obligations for the terminated portion after the effective
date, and shall cancel as many outstanding obligations as possible. The City shall allow full
credit to the subrecipient for any noncancellable obligations properly incurred by the
subrecipient prior to termination.
(3) The parties shall promptly settle the terminated grant and execute a written
amendment upon settlement, which sets forth the terms and conditions of the settlement
Agreement.
VII. REVERSION OF ASSETS
The subrecipient agrees to transfer back to the City any CDBG funds and accounts receivable
attributable to the use of CDBG funds on hand at time of expiration of this Agreement. The
subrecipient further agrees that any real property under the subrecipient's control that was acquired or
improved in whole or in part with CDBG funds in excess of $25,000 is either:
A. Used to meet one of the national objectives in CFR 570.208 until five years after expiration
of this Agreement, or such longer period of time as determined appropriate by the City; or
B. Is disposed of in a manner which results in the City being reimbursed in the amount of the
current fair market value of the property less any portion thereof attributable to expenditures
of non-CDBG funds for acquisition of, or improvement to, the property. Such
reimbursement is not required after the period of time specified in accordance with A above.
VIII. AMENDMENTS
This Agreement may be amended at any time by a written modification mutually agreeable to both
parties hereto.
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Oshkosh Funding Consortium Grant Application
Program Year 2020
(retroactive to May 1, 2020 – April 30, 2021)
DEADLINE: Friday, September 18, 2020 at 3:00 pm
Application must be completed in full to be considered
Submit complete application & budget sheet electronically to Darlene Brandt at the City of Oshkosh
email: dbrandt@ci.oshkosh.wi.us
Attachments, brochures or other materials may be included as part of the application packet.
The electronic version (including email message and all attachments) cannot exceed 10 MB
GENERAL INFORMATION
1. Name of Project/Program: Counseling Program
2. Organization Name: Reach Counseling Services
3. Address: 414 Doctors Court, Suite 110, Oshkosh, WI 54901
4. Primary Contact Person: Kristen Trimberger
5. Title: Executive Director/ CEO PHONE: 920-722-8150
6. E-mail: kristent@reachcounseling.com
7. Federal Tax Identification Number: 39-1292277
Provide Mission Statement/Purpose: “Healing lives and transforming communities by
improving access to mental health services through an integrated system of prevention,
response and treatment, grounded in an understanding of trauma and abuse.”
PROPOSAL OVERVIEW – must match Budget Overview sheet
CDBG Funds Requested Total Project Cost Annual Organizational Budget
$20,000 $496,700 $1,249,176
APPENDIX A
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PROPOSAL DETAILS
1. Program/Project Approach
a) Briefly describe the program/project you are requesting funds for.
b) Describe the need for your program/project.
c) Identify any other organizations in Oshkosh that address this need.
Reach Counseling is the only Sexual Assault Service Provider for Winnebago C ounty. We
are also the only outpatient mental health clinic in the Fox Valley that specializes in the
treatment of trauma resulting from sexual and physical abuse. As a licensed outpatient
mental health clinic, Reach serves individuals ages 4 and up who reside in Winnebago,
Outagamie and Calumet Counties. No one in need of services is turned away due to financial
hardship. We accept sliding fees, Medicaid and third party payments for services. Trauma
counseling for children ages 4-12 years old is provided at no cost to the family. Our clinic
offers crisis intervention and response, consultation, case management, and long-term
trauma therapy to adolescent and adult victims of abuse/violence; child victims of sexual,
physical and domestic abuse; and affected family members. The goal of long-term treatment
is to reduce trauma response and achieve/restore a healthy sense of well-being. The
Counseling Program at Reach currently has three full-time licensed therapists; one part-time
licensed therapist; two full-time resident therapists (therapists working under supervision to
get full licensure) and one part-time case manager. The child therapist and two trauma
therapists divide their time between the Neenah and Oshkosh offices weekly. This allows
three therapists to work in Oshkosh for a total of three days per week. In 2014, the Children’s
Fund published a study that showed Winnebago County to be one of 14 counties in the state
in which 20% or more of the residents have experienced 4 or more Adverse Childhood
Experiences (ACES). This is significant in impacting the ways that families and communities
are affected by the experiences of so many individuals. There are 10 types of childhood
trauma measured on the ACE Questionnaire by self -report. With an ACE score of 4 or more
we begin to see real problems; including a greater risk for disease and social and emotional
issues. In particular, chronic pulmonary lung disease risk rises 390%, hepatitis, 240%,
depression, 460%, and attempted suicide, 1,220%. At Reach, 60% of our clients have ACE
scores of 4 or above and we see the link between complex trauma, unemployment and
isolation. Funding from this grant would help us cover the costs of necessary treatment for
those clients residing in Oshkosh who are at or near the federal poverty level and who do not
carry viable or any insurance.
2. Target Population
a) Who will benefit from the proposed project and how?
b) How many people will be directly affected by your program/project? How many
people will be served?
c) For existing programs: How many people were served during the last program
year? How many were from Oshkosh?
Members of the Oshkosh community who have experienced sexual, physical or emotional
abuse resulting in acute or complex trauma will benefit from the requested funds. Children
ages 4-12 years old will be referred to Reach’s child therapist; teens and adults will be
referred to one of the two licensed therapists. Based on 2019 numbers, we estimate that the
CDBG grant will support 100 clients who receive treatment in Oshkosh. Last year, Reach
worked with 348 total counseling clients during the grant cycle, of which 122 were from the
Oshkosh area. Of the 122 clients we worked with from Oshkosh, 102 live at or below the
poverty level. Many of these have a female head of household as well. In addition to the
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counseling services these clients are offered, they can also partner with Reach’s case
manager to assist with access to local resources. Our case manager is able to connect low
income individuals/families with other agencies to assist them with transportation, legal
assistance, childcare, food and other necessities. The case man ager is available to all clients
in need of additional resources and support groups are available in Oshkosh for teen and
adult survivors.
3. New or Existing Program
a) Is your proposal for an existing program or a new/changed program?
b) If existing, what measurable impact has the program achieved to date?
c) If new/changed, what best practices have informed your strategies?
Funding for this program is to support Reach’s existing therapeutic services for survivors of
trauma in the Oshkosh area. In 2019, we were able to measure the impact of our Counseling
Program in several ways based on self-reporting surveys at intake at 6 sessions, 12
sessions, 18 sessions and more if clients receive services longer. Also, before every session
the client answers four questions relating to their last session and their relationship with the
therapist. This is reviewed at the start of the session to identify unmet needs from the prior
session and helps direct the therapist in treatment.
1. In 2019, 69% of all clients reported they somewhat or significantly improved due to
therapy.
2. In 2019, 73% of all clients reported having at least 2 healthy coping skills (compared to
53% pre-treatment assessment).
6 sessions: 71%
12 sessions: 61%
18 sessions: 59%
24 sessions: 81%
3. In 2019, 88% of all clients reported counseling helped with their trauma symptoms
related to abuse.
6 sessions: 85%
12 sessions: 88%
18 sessions: 86%
24 sessions: 81%
4. Project Outcomes
a) If this is a continuing activity, describe a measurable outcome of your previous
year's project whether or not it was funded with CDBG funds.
b) Describe two anticipated measurable outcomes for your proposed project/program.
c) Provide numeric statistics related to program beneficiaries served over the past three
years. Use “P” for persons, “H” for households.
We will report the amount of grant dollars utilized and the number of therapeutic services provided
in Oshkosh to victims of trauma during the grant period.
We will also continue to measure the outcomes listed above in addition to t he number and percent
of clients reporting reduced frequency of suicidal ideation and the number and percent of individuals
who report their health was maintained or improved. For this last outcome, data comes from the
ACORN toolkit from outcome questionnaires filled out by clients at the beginning of their sessions.
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YEAR AMOUNT OF CDBG
AWARDED
# SERVED WITH
CDBG FUNDS
TOTAL # SERVED
FOR THIS PROJECT
2019 $10,000 122 122
2018 $0
2017 $0
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5. Describe the agency's auditing and fiscal controls
a) Briefly describe your agency's fiscal oversight / internal controls to minimize
opportunities for fraud, waste and mismanagement.
b) How does your agency plan to segregate CDBG funds from other agency funds for
purposes of identification, tracking, reporting and audit.
Segregation of duties consists of the Executive Director/ CEO, Office Manager and
Treasurer. The Executive Director opens all mail, records incoming revenue and signs all
checks. The Office Manager makes deposits, pays bills and reconciles monthly stat ements.
The Treasurer reviews bank accounts and reconciliations bi-monthly and has access to
review account activity at any time. The Executive Director handles all bank transfers and
release of restricted funding with oversight by the Treasurer. The Treas urer reports finances
monthly to the full Board of Directors. All financial information is recorded in the accounting
software, QuickBooks. We currently partner with Huberty for an annual audit and are in good
standing with our financial systems and practices.
6. Contingency Plan
If your grant request is not fully funded, what adjustments are you prepared to make?
If we do not receive the funds we are requesting, we will seek funding from other sources in
the Oshkosh area. If we are unable to secure adequate funding for our counseling program in
Oshkosh, we will decrease the program’s capacity as needed to fit within our budget.
7. Project Budget
a) Briefly explain project revenues and expenses related to this proposal. This should
match with the Budget Overview sheet.
b) Be specific about how CDBG dollars would be spent.
Reach is requesting $20,000 to subsidize the cost of therapeutic services to victims of trauma
and abuse in Oshkosh. Reach bills $140 for a standard 50 minute session with a licensed
trauma therapist. W e estimate that we will work with 100 clients who reside in Oshkosh
during the timeframe of the grant. Clients generally participate in 6 – 18 sessions before
ending treatment.
8. PLEASE COMPLETE THE ATTACHED BUDGET OVERVIEW AND SUBMIT WITH
YOUR APPLICATION
IF INCOME AND EXPENSES DO NOT EQUAL, PLEASE EXPLAIN.
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2020 BUDGET OVERVIEW / INCOME AND EXPENSES
ORGANIZATION NAME: Reach Counseling Services
REVENUE SOURCE PROJECTIONS (please check your addition)
2020 Estimated
Agency Revenue
Estimated
Funding for this
Project/Program
CDBG Funding $20,000 $20,000
Other Federal Funding $458,079 $71,000
State Funding $84,071 $0
County Funding $40,000 $25,000
Foundation Funding $262,000 $73,000
United Way Funding $255,356 $155,200
Donations $100,000 $5,000
Other: Program Fees $190,070 $134,000
Other: Fundraising $28,000 $7,000
Miscellaneous $6,500
TOTAL REVENUES $1,437,576 $496,700
EXPENSES (please check your addition)
Prior Year Budget
2019
Current Budget
2020
Project/Program
Budget
(PROPOSED)
Salaries/Benefits $1,007,908 $1,000,594 $396,689
Occupancy $77,592 $79,134 $33,753
Professional Fees/
Contracted Services
$14,600 $15,000 $13,272
Program/Office Materials $10,514 $12,000 $6,880
Marketing/Printing $3,010 $2,104 $1,100
Professional Development $6,796 $20,486 $4,600
Insurance $2,500 $3,100 $1,585
Supplies/Materials $0 $0 $0
Other: Telecommunications $8,936 $10,088 $4,724
Other: IT and Equipment
Rental
$5,500 $6,237 $2,592
Other: Travel/Mileage $14,775 $15,298 $3,561
Other: Third Party Billing $9,880 $9,880 $8,600
Other: Fundraising $60,000 $64,000 $12,000
Other: Miscellaneous $10,425 $11,255 $7,344
TOTAL EXPENSES $1,232,436 $1,249,176 $496,700
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DocuSign Envelope ID: E8E9DF6F-FA95-43F0-B1E1-F0C948116C8E