HomeMy WebLinkAboutPR 11672: TOBACCO PREVENTION MEMORANDUM
CITY OF PORT ARTHUR
TO: Steve Fitzgibbons, City Mana/~-~,~
/ C~"l\l
FROM: Ernestine Wade, RN, Directt ~,/~x~/
SUBJECT: Proposed Resolution No. 1167'2-~
Acceptance of a Contract between the City of
Port Arthur and One Subcontractor to
Perform Prevention and Control Activities
DATE: February 12, 2002
FILE: z:\data\wp51d\tdh01-02\
tobgrantl .cam
COMMENTS
FOR
ADMINISTRATION
USE
ONLY
* REQUESTED BY: Ernestine Wade, RN, Director
* PURPOSE EXPRESSED BY REQUESTOR:
* Approval of contracts between the City of Port Arthur and
* a subcontractors to perform tobacco control and
* prevention activities
* LOCATION: N/A
RECOMMENDATION
It is recommended that the City Council adopt Proposed Resolution No. 11672 authorizing the
City Manager to execute a contract between the City of Port Arthur and the Lampein Youth Group
to provide tobacco prevention and control activities.
BACKGROUND,
The contract between the City of Port Arthur and Texas Department of Health to provide tobacco
prevention and control activities requires that we subcontract with local community groups and
organizations to perform these activities. To meet this objective, the Health Department
advertised for interested community groups, organizations and coalitions to apply for grants. The
Lampein Youth Group has submitted an application to perform these activities in the amount of
$,5,000 for the period February 2002 through August 31, 2002.
BUDGETARY/FISCAL EFFECT:
A total of $13,200 has been budgeted for local community groups, organizations and coalitions.
Subcontractors are reimbursed as requests are submitted with a Request for Reimbursement form
and the appropriate receipts.
STAFFING/EMPLOYEE EFFECT:
None.
Port Arthur Health Department
MEMORANDUM
CITY OF PORT ARTHUR
Stephen Fitzgibbons, City Manager
February 12, 2002
Page 2
SUMMARY:
It is recommended that the City Council adopt P.R. No. 11672, authorizing the City Manager to
accept and execute a contract between the City of Port Arthur and the Lampein Youth Group to
provide tobacco prevention and control activities to the citizens of Port Arthur.
Port Arthur Health Department
P.R. NO. 11672
2/12/02-YDA
RESOLUTION NO.
A RESOLUTION APPROVING THE ACCEPTANCE AND EXECUTION
OF ONE SUBCONTRACTOR TO PERFORM TOBACCO PREVENTION
AND CONTROL ACTIVITIES FOR A TOTAL AMOUNT OF $5,000
WHEREAS, a contract between the City of Port Arthur and Texas Department of
Health was approved on September 4, 2001, Resolution No. 01-248 to provide for tobacco
prevention and control activities; and,
WHEREAS, the Port Arthur City Health Department must collaborate with local
community groups, organizations and coalitions to provide tobacco prevention and control
activities;
WHEREAS, the Health Department advertised for interested community groups,
organizations and coalitions to apply for grants to perform these activities;
WHEREAS, the Health Department has received an application from the following
organization:
Name
Lampein Youth Group
Grant Request
$5,OOO
WHEREAS, the City of Port Arthur Health Department wishes to enter into contract
with this organization for the period February 20, 2002 through August 31, 2002; now
therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
P.R. No. 11672
2/12/02
THAT the Contract, a copy of which are attached hereto and made a part hereof as
Exhibit "A" is hereby approved; and,
THAT said Contract is an exact duplicate of a City Standard Form Contract except
for the changes described in the Certificate of Standard Form Contract, a copy of which
is attached hereto as Exhibit "B" and is hereby incorporated by reference, and said
changes are hereby approved; and,
THAT the City Manager of the City of Port Arthur and Ernestine Wade, RN, Director
of the City's Health Department are hereby authorized and directed to execute said
Contract on behalf of the City of Port Arthur; and,
THAT a copy of this Resolution be spread upon the Minutes of the City Council.
READ, ADOPTED AND APPROVED THIS DAY OF
A.D., 2002, at a Meeting of the City Council of the City of Port
Arthur, Texas, by the following vote: Mayor: ,
Councilmembers: _,
NOES:
ATTEST:
Mayor
City Secretary
P.R. No. 11672
2/12/02
APPROVED AS TO FORM:
City Attorney
APPROVED FOR ADMINISTRATION:
,Stephen Fitzgibbons, City Manager
Ernestine Wade, RN, Direc't~r ' '
EXHIBIT "A"
Contractual A~reement
THIS AGREEMENT, made this day of ., 2002 between the
City of Port Arthur, herein referenced to as the "CITY" AND
I~,t,~EIN YOu'J.'H CROIJP , hereinafter
referenced to as "CONTRACTOR."
IN WITNESS WHEREOF, that for and in consideration of payments, terms, and
conditions set forth herein, the City and the Contractor agree on the following:
1. The term of this contract shall be from February 20, 2002 to August 31,2002,
unless sooner terminated under Paragrah 8 hereof.
2. The Contractor agrees to perform tobacco prevention and control activities as
outlined in the Contractor's attached grant application for a total award amount of
5,000.00.
3. The Contractor agrees to use funds awarded specifically for tobacco prevention
and elimination events and projects within the City of Port Arthur. Funds may not be used
for any other project.
4. The Contractor agrees to submit original receipts or invoices of purchases to the
City of Port Arthur Health Department along with a Request for Reimbursement form
before any expenses will be reimbursed. Health Department personnel will submit the
requests for reimbursement to the City's Accounting Division so that expenditures can be
properly documented and reimbursed.
5. The Contractor agrees to submit the required reports in a timely manner in
accordance with the specified format and requirements.
6. The Contractor agrees to indemnify the City and hold harmless the City of Port
Page 2 of 2
Arthur and its officers, agents, employees or assigns from any and all liability, including
claims, causes of action, or damages to property arising out of or in connection with the
work done by the Contractor under the terms of this contract.
7. It is expressly understood that, except for the grant reimbursement compensation
delineated in Paragraph 2, the Contractor waives any and all claims against the City of Port
Arthur, its agents, employees, and assigns for any charges to the Contractor, or damages
caused by the Contractor or to any party arising out of this contract.
8. This Contract may be terminated with thirty (30) days written notice by either
party.
THE CITY:
CITY OF PORT ARTHUR, TEXAS
Steve Fitzgibbons
ITS: City Mana.qer
CONTRACTOR:
Lampein Youth Group
BY:
City of Port Arthur Health Department
and
Office of Tobacco Prevention and Control
Community Tobacco Prevention Activities Grant Application
FY 2001-02
I. Cover Page
Name of Organization: Lampein Youth Group
Tax Exempt Number/FederalEIN: TASID 76-0399130
Name of Contact Person: Allan Ray Thomas, Sr.
Street Address: 8140 Lemon Tree Court
City/State/ZipCode: Port Arthur, TX 77642
Mailing Address (if different from above):
City/State/ZipCode: Port Arthur, TX 77642
Telephone: (409) 721-6895 FaxNumber:
E-mail Address: thomas @ Ih2000 .net
Project Name: Tobacco Prevention
AmonntofFumlingRequested: $5,000.00
Type of Entity: (enter appropriate letter in space): C
A. City
B. County
C. Nonprofit Organization
D. For Profit Organization
E. School
F. Other (specify)
The facts affirmed in this proposal are truthfid and 1 understand that the facts affirmed herein and the continuing
compliance with these requirements are conditions precedent to the award and continuation ora contract. This
document has been duly authorized by the governing body of the applicant and I (the person signing below) am
anthorized to represent the applicant.
Typed Name & Title of Authorized Representative Telephone Number
Al.~an Ray Thomas, Sr. (609) 721-6895
Date
Community Tobacco Prevention Activities Grant Application FY 2002
n t~ s section please provide no more titan a five (5) page narrative on the following: 1) organization's
mission, history/background and capacity to conduct the project act v ties; 2) deta led descr(l~t on of t ~e
proposed project; 3) the population targeted by the project; 4) project goals and objectives; 4) proposed
activities; and, 5) anticipated project outcomes.
Applicant Name: LAMPEIN YOUTH GROUP
(Please enter your organization's name on the header of each page of this proposal)
Project Name: TOBACCO PREVENTION
I II. Project Narrative
SEE ATTACH
Community Tobacco Prevention Activities Grant Application
FY 2002
Applicant Name; Lammpein Youth Group
The Xi Upsilon Graduate Chapter of Omega Psi Phi fraternity was started in the city of Port Arthur in
1952. The chapter is composed of college-educated men that have provided years of counnunity service to
the citizens of Port Arthur. The membership has always been in the forefront and on the cutting edge of
progressive development in the city. In 1999 our chapter foresaw the need to become involved with the
young men in the city. As a result of that insight we st0rted a youth group that we call the Lampeins. Our
chapter works with these young men in all area of their lives, in the community to improve their outlook on
life, and refine their personal development. The cardinal principles, which we are attempting to instill in
these young men, are Manhood, Scholarship, Perseverance, and Uplift. To date we have eight members that
we have been working with the past year. Our projects in the past year have been two workshops,
December and June 2001. We have also volunteered at Christmas, ringing the bell for the Salvation Army
and donating Clothing to the Local Homeless Chapters. (2001-2002).
The Chapter's experience working with this group of young men has prepared us to venture out and reach
others within the city with positive programming. We believe the tobacco initiative to be the type of
program we can ~nake a viable contribution. Our plan for the tobacco initiative, if awarded a grant, is to
educate our teens about the dangers and consequences of tobacco use. We also plan to expand beyond the
juvenile base to address at - risk adults of the devastating damages of prolonged use of tobacco.
Our approach will entail use of the young men in our organization as mentors, for other youth, tltrough
participation at the planned workshops. We intend to also reach out to the smaller churches in the areas
through their Sunday school services and Summer Vacation bible schools to reach the targeted pre-teen and
teen population. To move beyond just the youth we intend to target the at - risk population through
education at pm-set meetings. Tiffs population will be from eighteen on up.
flour program is successful, we will reach a wide range of the population of Port Arthur as well as the
surrounding areas. Our goal is to provide information, education and awareness of tobacco use to help
eradicate this problem in our society. If selected for this project local expertise will be used to bring the
message forward and educate our community.
flour organizatiou is awarded the grant, I can be reached at Home (409) 721-6895 or work (409) 9838367.
Community Tobacco Prevention Activities Grant Application FY 2002
Applicant Name:
LAMPEIN YOUTH GROUP
III. Project Work Plan
Each project is required to establish its own set of goals, objectives, activities, and monitoring/evaluation methods.
The applicant should use the Work Plan form that is provided to describe its plan for service delivery to its targeted
population. The plan should:
* list each of your overall projec(goals;
* list eacb of your objectives (what things do you want your goals to achieve);
* list your activities (how are you going to accomplish your goals and objectives), luclude a timeline for
completing each of your activities;
* describe your monitoring and evaluation activities and tools (how are you going to measure your goals and
objectives? Wbat tools/methods will you use? How will you prove this happeued / is happening? How and
who will gather and maintain tbe data?)
SEE ATTACH
COMMUNITY TOBACCO PREVENTION AND CONTROL GRANT APPLICATION
JANUARY 2001 through August 2002
2
APPLICANT NAME: Lampein Youth Group
Project Work Plan
Goals Objectives Activities Monitoring/Evaluation
A. Tobacco Educate the Fliers will be given Participant Evaluation , with the
awamess communily about out on tobacco date, loeation aud Number of
Through the dangers of statistics with Participants involved. Project
Prevention tobacco use The discussion at bi- Director will maintain the dala.
short and long range monthly meeting
health implications of at- risk
individuals.
Beginning June 4th
thru August 31't
2002.
B. Youth Community Utilize the members Workshop on Participant Evaluation, Feedback,
Education of the Lampein Tobacco and it's Regisa-ation
youth Group as relation to other
outreach to other Health related
youth in the area. issues. June 2002.
C. Tobacco Cessation Workshop for youth Modify Cessation Participant Feedback, Evaluations
Through Proactive on cessation and curriculum to Prior to and After the workshop.
Intervention abstinence relevant issues in
conjunction with
the Criminal
Justice and Society
Attitude. August
2002
D. Community Presentations of Presentation and Recording Location, Dale and Time
Outreach thru tobacco and related Pamphlets to be of Presentation. Participants Sign in.
Religious Community health issues at given out at
small Sunday School
Congregations Services and
Summer Vacation
Bible Schools.
Community Tobacco Prevention Activities Grant Application
FY 2002
Applicant Name:
LAMPEIN YOUTH GROUP
I IV. Project Budget
Cost Categories Amount of Funding. Requested
Personnel $
Fringe Benefits $
Travel $
Equipment $
Supplies $
Other $
Total
Butl~oet Narrative
Please give a detailed description of the cost categories listed above in which funding is being
requested (use additional sheets il'necessary).
EQUIPMENT I'URCIIASES
For ali equipment purclmses, be sure to give detailed specilications to inclnded: a description of
each iteln, tbe cost per unit, the nnmber of units to be purchased, the total amount oFtbe purcbas6.,
the purpose for the item (s), why tbe equipment is necessary for tbe project, and bow the applicant
determined or will determine that the cost is reasonable.
SEE ATTACH
Community Tobacco Prevention Activities Grant Application
FY 2002
In this section, please provide no more than a five (5) page narrative on the following: 1) organization's
mission, history/background and capacity to conduct tile project activities; 2) detailed description of the
proposed project; 3) the popnlation targeted by the project; 4) project goals and objectives; zl) proposed
activities; and, 5) anticipated project oatcomes.
Applicant Name: LAMPEIN YOUTH GROUP
(Please enter your organization's name on the header of each page of this proposal)
P,'oject Name: TABACC0 PREVENTION
II. Project Narrative
SEE ATTACH
APPLICANT NAME: LAMPEIN YOUTH GROUP
Project Budget
Conununity Tobacco Prevention Activities Grant
Cost Categories Amount of Funding Requested Total
Personnel $3~700.00 $3,700.00
Fringe Benefits N/a N/a
Travel $100.00 $100.00
Equipment N/a N/a
Supplies 600.00 $600.00
Facility 600.00 600.00
Total: $5,000.00 $5,000.00
Budget Narrative
Personnel:
A. Clerical: typing, reproduction, computer data entry, statistics, analysis,
evaluation and other related duties. Effective immediately through
August 2002. $900.00
B. Lampein Youth: Pamphlet and flier distribution, Youth presentation at
workshops. Participation at all activities. Estimation eight youth at
$25.00 per youth time's four events total cost (800.00).
C. Speakers / Facilitators at workshops to be held during the months of
June and August 2002. Three speakers, honorarium cost of $200.00
each. Total six speakers cost ($1200.00)
D. Administrative Services: Coordination, correspondence, planning and
implementation cost. ($200.00 x four projects). Total $800.00.
2. Fringe benefits: none
3. Travel: Persmmel x..25 cent per mile x (400 mile) = $100.00
4. Equipment: none in kind contribution
5. Supplies: Paper, Pens, Printing, and Pamphlets, Fliers Duplication/handouts. Cost x 4 projects ($150.00
x 4) = $600.00
6. Facility Rental: ($300.00 x 2 workshops) = $600.00
EXglBIT B
(Cily of Port A~lhur)
(Law Department}
(Required Form)
(7/0/~e)
00/8/89)
(3/15/90)
(9-8-84)
(p.2 Revised 9/18/90)
CERTIFICATE OF STANDARD FORM CONTRACT FOR LAW
DEPARTMENT REVIEW AND CITY COUNCIL AGENDA
' I certJ[v {hat Ihe contrac[ (hereinafter called 'said contrac[") 5g~xed lo Ihe attached proposed City Council Resolution
No. ! :1672 is en exact duplicale of an applicable slendmd form contract (Ihe lille el which is shown below)
previously approved by the Law department and adopted ~ a slandard Iorm by City Council Resolution, except rot
blenks tibet have been lilJed in with all necessary Inlormation and except Ior the changes described below.
Tho title el lira applicable slandard Iorm conlract is:
[ ] Federally Funded Construclion Contract, Revised 1/5/88, 7/89, 0/89; 4/28/94
[ ] Non. Federally Funded ConstruclJon Conlract, Revis0d 1/5/88, 7/89, 8/89; 4/28/94
[ ] Federal - Prolessional Services - Engineering Con8act, Revised 1/5/08, 5/89 (§10) 7/09/(§~); 10189; 2/91 (~])
[ ] Non-Federal - Professional Services - Engineering Conlrscl, Revised 115188, 5/89(§10), 7/89(~), 10/89; 2/91(~)
[ ] CDBG - Prolessional Services - Engineering Conlract, Revised 1/5/88, 5/89 (§10), 7189(,~), 10/89; 2/91 (~)
[ ] Federal - Professional Services -
Non-Engineering (Consullant) Conlracl, Revised 1/5/88, 5/89 (§10), 7/89 (~0); 10/89; 2/91 (~8}
[ ] Non-Federal - Prolesslonal Services -
Non-Engineering (Consultant) Conlracl, Revised 1/5/88, 5/89 (§10), 7/89 (~8); 10/89; 2/91 (§8)
[ ) CDBG - Professional services -
Non-Engineering (Consultant) Contract, Revised 1/5/88, 5/80 (§10), 7/89 (§8); 10/09; 2/91 (~O)
J(] Other Standard Form ConSact, described as follows:
FY 2002 CONTRACT BETNEEN THE CITY OF PORT ARTHUR TDH, RESOLUTION
NO. 0].-248 DATED 9/24/0].,
Tho changes are as follows: (Pul an 'X' In the appropriate [ J)
[]~ None.
[ J The tollowir~3 described provisions at the indlcaled page, seclion, elc. of Ihe slandard Iorm have been deleled
from said conlract:
DELETIONS
Page Number Secl[on or Paragraph No. Subsection or
Where and Caption Subparagraph No.
Deleted Piovislon Which and Caption
Is Contains Provision Which Conlains Provision Description el
Found On Slandard Form Deleted From Form Deleted From Form Provision Deleted
Page 1 of 2
(p.2 ReYJsod
(Cedi§cale of Standard Form Conlract, page 2)
[ ] The Iollowlng described provisions al the Indicaled page, seclion, elc. al ~he slandard loire have bean altered,
modified, replaced or olhenvise changed:
ALTERA TiONS~ MODIFICATIONS, REPLACEMENTS, ETC.
Page § & caption
sub § & caplion, elc.
Sub § or Sub 11 No. of said conhacl
Page No. § or 1~ No. & Caplion & Caption Description which conlalns
Where ot of of altered, elc.
Provision Found Slandard'Fotm Standard Fo¢m Provision provision; &
on which which in Descriplion of
Slandard Forrq Contains Provision Contains Provision Sland~rd Form Alleralion elc,
The following provisions have been added [o Said Conlracl:
Page, Section and Caption
Subsection and Caption, etc. of Said Contract Which
Contains the Added Provision and Description Thereof
I further ceHity that said allached proposed City Council Resolullon contains the following provision:
I undersland that this certil~cala will be relied on Uy the Law Deparlmenl in roviewing end el)proving (or rejecting)
as to form and by the Cily Council in reviewing and adopting (or rejecting) said Resolution and ConlracL
Signed Ibis day ot ' ,19.__
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