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Jill Flansburg CASA (Community Action Stops Abuse) Inc. Printed On: 29 September 2020 Pinellas CARES Nonprofit Partnership Fund 2 Application Form Introduction NOTE: If your organization is awarded a grant, it is likely to be issued on a cost-reimbursement basis. Please consider this when developing your request and project start date. Submission of an application is not a guarantee or commitment of funding. This application will be made public, in its entirety, including any attachments or uploads. To see the rubric by which your organization's application will be scored, click here. Please answer these questions FIRST, as the application will show you the required sections and fields to complete based on your answers. Priority Funding Areas* Please select the priority area(s) most relevant to your request (see the PCF website for examples). Behavioral Health Reimbursement* The Pinellas CARES Nonprofit Partnership Fund allows requests to ask for reimbursement of expenditures related to COVID-19 programming within the Priority Funding Areas that took place between March 1, 2020 and the time of application. Will your organization be applying for this cost reimbursement? Yes Future Programming* Will your organization be applying for funding for services to be delivered between the grant award decision and December 30, 2020? Yes Project Name* CASA Domestic Violence Services

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Page 1: Application Form · South County (locations such as St. Petersburg, Lealman, Kenneth City) Jill Flansburg CASA (Community Action Stops Abuse) Inc. Printed On: 29 September 2020 Pinellas

Jill Flansburg CASA (Community Action Stops Abuse) Inc.

Printed On: 29 September 2020 Pinellas CARES Nonprofit Partnership Fund 2

Application Form

IntroductionNOTE: If your organization is awarded a grant, it is likely to be issued on a cost-reimbursement basis. Please consider this when developing your request and project start date.

Submission of an application is not a guarantee or commitment of funding. This application will be made public, in its entirety, including any attachments or uploads.

To see the rubric by which your organization's application will be scored, click here.

Please answer these questions FIRST, as the application will show you the required sections and fields to complete based on your answers.

Priority Funding Areas* Please select the priority area(s) most relevant to your request (see the PCF website for examples).

Behavioral Health

Reimbursement* The Pinellas CARES Nonprofit Partnership Fund allows requests to ask for reimbursement of expenditures related to COVID-19 programming within the Priority Funding Areas that took place between March 1, 2020 and the time of application.

Will your organization be applying for this cost reimbursement?

Yes

Future Programming*

Will your organization be applying for funding for services to be delivered between the grant award decision and December 30, 2020?

Yes

Project Name* CASA Domestic Violence Services

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Jill Flansburg CASA (Community Action Stops Abuse) Inc.

Printed On: 29 September 2020 Pinellas CARES Nonprofit Partnership Fund 3

EIN* 59-2114359

DUNS Number* Please provide your organization's DUNS number. This is the Data Universal Numbering System.

You can search for your DUNS number here: https://www.dnb.com/duns-number/lookup.html

If you do not have a DUNS number, you can apply for one here (it is free and may take 3-4 days for approval): https://www.dnb.com/duns-number/get-a-duns.html

This field is optional as to not stop a qualifying organization from applying. HOWEVER, a DUNS number will be required if your organization is approved for a grant. Your organization should apply for a DUNS number now if it does not yet have one.

122625858

Mission Statement* OUR MISSIONChallenging the societal acceptance of all forms of domestic violence, CASA Stands Up To Silence through

advocacy, prevention, intervention and support services.

OUR VISIONA society free from domestic violence.

Total Operating Expenditure* What are your total annual operating expenses?

$6,502,015.00

Amount Requested*

Please review the entire application and its fiscal requirements before determining the total amount your organization will be requesting. This amount should include any reimbursements your organization is seeking for past COVID-19 programming.Typical funding requests will range between $25,000 and $250,000. Amounts above and below are accepted, provided the request can be justified by community need.Requests at the higher end, or above this range must have a significant and sustained impact on the vulnerable community being served. Your organization's capacity for spending a large amount of funds must also be justified.

$51,781.00

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Jill Flansburg CASA (Community Action Stops Abuse) Inc.

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If you are requesting more than $250,000 or a large capital expenditure, please speak with PCF program staff to discuss the feasibility of your request PRIOR TO submission.

Priority Populations* Please select the priority populations your programming will serve:Note: Examples of "high-risk pandemic response jobs" include front-line workers, nurses, medical housekeeping staff, nonprofit employees, law-enforcement and medical first responders.

People experiencing homelessnessLow-income families

Guiding Principles* One of the guiding principles of this fund is that it will apply a lens of equity to ensure the needs of specified priority populations are met.From the priority populations you have indicated above, please explain to what extent one or more these populations are involved in the creation, design, and impact of your organization (or this specific project).

Persons served are encouraged to make informal suggestions for improvement, and are free to approach staff members regardless of the service they are receiving. Upon exit from the emergency shelter or rapid rehousing, survivors are offered a satisfaction survey to give anonymous feedback. This survey is also offered to support group members on a quarterly basis, since that program has no foreseeable end date. This information, along with quantitative data analyzed from our in-house database is shared with program supervisors, executive staff, Board members, and funders. Additionally, at least 2 Board members have disclosed a history of domestic violence and homelessness.

Regarding survivors, no discrimination is made with regard to race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex, marital status, disability, immigration status, education, employment status, residency, legal history, or socio-economic status.

Length of time operating program/project* Please briefly explain how long you have been operating the program or project for which you are requesting funds. This funding is for expansion of existing programming or sustaining an existing expansion to meet community needs.

Community Action Stops Abuse, Inc. (CASA) is a nonprofit organization, and has provided safety and sanctuary to survivors of domestic violence and their children since 1977.

Service Area* In which areas of the county do you physically provide services?

North County (locations such as Tarpon Springs, Crystal Beach, Palm Harbor)Mid-County (locations such as Clearwater, Largo, Safety Harbor)South County (locations such as St. Petersburg, Lealman, Kenneth City)

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Jill Flansburg CASA (Community Action Stops Abuse) Inc.

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Impact on Organization* What has been the impact of the coronavirus/COVID-19 on the services of your organization? (Example: inability to provide enough food, unable to provide behavioral health sessions, lack of volunteerism, etc.)

COVID-19 has changed our operations, and keeps changing our operations daily! Much of our grant funding is restricted, meaning that it is for very specific line items, and doesn't always cover what needs arise at our center from moment to moment, especially during this emergency. We are rehousing families who can move into the community safely, by providing temporary financial assistance to pay for rent and utility deposits. We have opened some apartments on a property we have access to, in order to temporarily house some families who are safe to leave the shelter, but cannot yet do so independently. This means outfitting each living space with furniture, dishes, cookware, and everything needed for daily living besides starting the utility services and wifi at that property.

Survivors and their children who reside at the shelter spend more time during the day there due to no school, losing their jobs, and self sheltering, which means we are providing more food, personal items, cleaning supplies, childcare, etc. We have re-deployed additional staff members to work at the shelter to help, as well as an amplified cleaning regime, and to make sure that we don't have groups greater than 10 people congregating in our large communal living facility. We package food for every meal and deliver so that families don't gather in the kitchen areas.

Meanwhile, we continue to serve survivors in support groups, court cases, and case management via Zoom technology. Conversations from our 24/7 crisis hotline have informed us that some victims will not leave the violence in their homes for fear of catching the virus in a communal living situation. Instead, they request and receive support from our outreach and community based programs.

Fiscal AccountabilityFederal Fund Disclosure* If your organization is awarded this grant, you may be considered a subrecipient of federal funding. THEREFORE, if you are deemed a subrecipient and your organization reaches a threshold of having spent more than $750,000 in federal funding this fiscal year (this INCLUDES other federally funded programs), it will be subject to requirements of the Federal Single Audit Act. This will require your organization to comply with Federal Compliance Requirements and may necessitate additional expenses for your organization and you should prepare for this.

It is advisable that you contact a certified public accountant (CPA) or other professional for guidance.

Yes, my organization understands and assumes all liabilities/costs in regards to federal funding.

Audited Financial Statements* Does your organization routinely contract to have an audit conducted of its financial statements?

Yes

Most Recently Filed IRS Form 990* Please upload a copy of the organization's most recently filed IRS Form 990. This is absolutely required.

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06_30_2019 IRS 990 CASA Public Disclosure Copy.pdf

Board-Approved Budget* Please upload your most recently board-approved budget for this fiscal year in PDF format.

2020_2021 CASA Annual Budget - approved.pdf

Audited Financial StatementsMost Recent Audited Financial Statements* If your organization routinely contracts for an independent audit of its financial statements, including audits in accordance with Uniform Guidance and/or Chapter 10.650, Rules of the Auditor General, upload the most recent audit. The document should not be more than a year old.

CASA Audited Financials 06_30_2019.pdfSee attached.

Management Letter* Please provide a management letter indicating any findings from your organization's most recent independent audit.

If there is no management letter, please explain why.

Letter is included in the audited financials.

Expansion or Sustaining of Exact Programming Funded by Another SourceExisting Contract If you are applying for funding to expand and/or sustain COVID-19 response programming that has already been funded by another source, please upload that contract here and provide a brief description of the funding source and relationship with the funder. Please note that any costs funded by another source are not allowed to be included in this application. Only the costs that are required to expand or sustain programs in excess of that funding will be considered for the purposes of this application.

CASA was granted funds for COVID-related expenses from other sources, but associated expenses are not requested for reimbursement in this application. Money spent to pay the attached invoices came from unrestricted CASA cash, and was diverted from other agency needs. For example, CASA received CARES funds from the City of St. Pete for professional sanitizing of the emergency shelter, and that contract will not be in place until October. The Emergency Food & Shelter Program awarded money strictly for food at the

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emergency shelter. Mary Kay Foundation sent a case of hand sanitizers to support our efforts to minimize virus spread. United Way provided COVID funds for food, housing supports, and shelter operations. Pinellas County granted CARES monies specifically for food, operating expenses (like participant needs) and program materials.

Reimbursement of COVID-19 Related ExpensesYour organization may seek reimbursement for COVID-19 related expenditures between March 1, 2020 and the time of submittal of this application. This is NOT a replacement for the loss of revenue from canceled fundraising events or a decrease in private/public support. These are costs already incurred and paid from reserves or rainy day funds that were used to deliver services within this funding's focus areas, specifically in response to the COVID-19 pandemic. These are funds that were NOT budgeted for use in this fiscal year.

Attestation* I affirm that this funding was expended by my organization solely for program costs in relation to COVID-19, and is not being requested on a unit-of-service basis. None of these costs have been reimbursed by any other funding source.

Yes, I affirm the above is accurate and true.

Amount of Reimbursement Requested* Please specify the total amount of reimbursement your organization is seeking.

$11,540.00

Documentation of Expenses*

Please use this template to describe the expenses for which you are seeking reimbursement.

Upload records of expenses indicating the use of unbudgeted funds using some or all of the financial documents:

� Receipts documenting the purchase of unbudgeted items or service

� Credit Card Statements showing payment of items (with MOST account numbers REDACTED)

� Bank Statements showing payment of credit cards (with MOST account numbers REDACTED)

� Financial reports that were presented to a Board of Directors

� Board minutes that show authorization of withdrawal(s) from reserve funds

� Bank statements with redacted account numbers indicating usage of unbudgeted funds

If you have selected more than one Priority Funding Area in the introductory section, please ensure to include information that separates the expenses. If necessary, use the textbox below to indicate any clarifying information regarding uploaded documentation.

Expenses paid between March and July -- CASA.pdfAs our community is faced with these unusual circumstances, and many of us continue to distance and

isolate ourselves within our homes, please remember that for many, home is not a safe place. In fact, with the

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rising social tension due to children being at home or school life being disrupted, people losing their jobs, shortages of supplies, and serious health concerns, incidents of domestic violence are expected to increase.

As things change dramatically in light of the community's response to COVID-19, CASA works to maintain flexibility in responding to survivors' needs. This flexibility requires funding. CASA has implemented text-to-landline software for our crisis hotline. With high stress in the community and many persons sheltering at home, not only does the likelihood of domestic violence increase, but it may be more difficult for victims outside of the shelter to find a private and safe place to call our crisis line for support, safety planning, and resources. Using a text messaging to access our advocates might help solve the problem, so that survivors do not risk having their private conversation with us overheard as well as erasing those texts from the phone history.

Both direct service staff (those provide direct care to participants and their children) and support staff members are using technology like never before. Zoom licenses have been purchased to hold support groups, provide public education to break the cycle of violence, and otherwise meet.

Number Served by Funding Area* Please briefly specify how many people were served by the programming for which you are seeking reimbursement. If you are applying for reimbursement in multiple Funding Areas, be sure to provide numbers for each one. Numbers do not need to be unduplicated.

ExampleFood: 1250 peopleBehavioral Health: 250 people

Behavioral Health: 40 people who exit shelter

Funding and UsageClient Service Delivery* Briefly describe the services to be delivered under the programming for which you are requesting funding. Please include when and where the services will occur, how the target population will access the services, and the length of time the services will be provided. Please specify the zip codes of participants. If not available, specify the zip codes of service delivery points.

This request outlines a need for technology to continue to reach survivors who need our support. The quarantine due to pandemic has been shown to trigger a spike in DV incidents in other areas, and that is why these requests are COVID-related. The items identified in this request were unbudgeted and the need was minimum until the pandemic forced a change in our service delivery. Essential supports for survivors of domestic violence and their families remain the same, and CASA continues to be available. But for immediate needs, advocacy will take place virtually. Our non-residential services have been relocated from the community due to government offices closures. Our headquarters has become more important for advocates to maintain a presence, providing intake and advocacy virtually in part because survivors are hesitant to enter the emergency shelter.

The technological equipment and licenses will make it easier for staff members to reach survivors at any location, as well as document services for reports, public awareness, apply for additional funding, communicate, etc. There has been a 45% uptick in the number of persons served through our outreach

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services as compared to last year. The building equipment is essential to offer a safe and healthy environment in which to advocate for survivors of domestic violence.

Zipcodes for participants served cannot be predicted since CASA services are available to anyone who calls our crisis hotline. However, in the past fiscal year we have served about 7% of our Tampa Bay zipcodes from Hillsborough County (33563, 33573, 33594, 33602, 33604, 33606, 33610, 33612, 33613, 33615, 33617, 33619, 33635); about 0.3% from Sarasota County (34292); about 2% from Manatee County (34203, 34205, 34208, 34237), and the majority or 90% from Pinellas County. There were also a few survivors who claimed to flee from outside these areas.

Communication/Outreach and Community Engagement Efforts* In what ways is your organization marketing and communicating its available programming to the community it serves? How will you ensure that your target population is aware of your services and utilizes them?

CASA partners with many community resources who often refer survivors when that person self-discloses in the course of receiving other services. This includes the local homeless providers, since the number one reason for women to be homeless is flight from domestic abuse. We provide education and pamphlets to hospitals, clinics, schools, hair stylists, law enforcement, as well as having advocates present in the police department, courthouses, whether in person or virtually. In fact, remote training is offered via free webinar to teach the community how to recognize the signs and behaviors of abusers and victims and how to support someone who may be experiencing abuse. Tampa Bay Rays have posters on the back of each women's restroom stall that inform women how to get in touch with CASA, assuring them that they will be believed/ supported. Our website is safe and secure, and outlines available services, including a button that allows the visitor to quickly close the website so that someone walking by does not see what website is being consulted. We maintain an active presence on Facebook, Twitter, and Instagram.

Hurricane Preparedness* If a hurricane-related emergency were to strike Pinellas County this year and cause an interruption in your organization's normal programming, how would you return to offering the programming, and continue to spend awarded funds from this grant?

There is an expectation that your programming will be able to continue in the event of a hurricane-related emergency.

If your organization has a COOP (Continuity of Operations Plan), you may upload it here instead of providing a text answer. You may redact sensitive information from your organization's COOP.

2020 COOP - final.pdfSee attached.

Evidence of Insurance Coverage* Grantees of the Pinellas CARES Nonprofit Partnership Fund will be required to maintain appropriate insurance to cover the services proposed in this application. PCF will determine whether this coverage is appropriate.

Please upload evidence of insurance policies that cover the programming for which your organization is requesting funds.

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If there is no insurance coverage for this programming, please provide an explanation as to why.

CASA Victorias Place.pdfSee attached.

Insurance Requirement* If you are awarded a contract for the Pinellas CARES Nonprofit Partnership Fund, you will be required to list Pinellas Community Foundation as an additional insured through your general liability insurance. If you would like to begin this process now, please contact your general liability insurance carrier.

Here is the information for your carrier:Pinellas Community Foundation17755 US Highway 19 NSuite 150Clearwater, FL 33764727-531-0058

Please check the box below to indicate that you understand and will be able to comply with this requirement.

Yes, I understand this requirement.

The Budget Summary and Budget Narrative sections are absolutely critical to a successful application. Improperly completed forms will be returned to you to fix, and will delay a funding decision being made on your application. Please see the examples in each section. To avoid rejection of your organization's application, PCF HIGHLY recommends you watch this short, instructional video as well: Budget Narrative/Summary Instructions

Update as of 9/25/2020: Due to new U.S. Department of the Treasury guidance, the CARES Act does not cover any administrative or indirect costs. The Budget Narrative and Summary have been updated. CFO, CEO, and other types of "administrative" time must be documented as a direct cost on an hourly basis under Personnel or Contracted Services. The above webinar will be updated shortly.

If your organization is awarded a grant, it is likely to be issued on a cost-reimbursement basis. Please consider this when developing your budget narrative and summary.

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Note about Hazard Pay: Hazard pay will not automatically be approved as a budget item. Hazard pay is only for hazardous duty or work involving physical hardship, in each case that is related to COVID-19. Much of the immediate hazards of COVID-19 can be mitigated by appropriate use of PPE and/or regular sanitizing of spaces. The threshold for approval of hazard pay is high. It is best that you inquire in advance of adding this to a budget in your grant application.

If you would like to use a unit of service cost as a basis for your budget, you MUST contact Pinellas Community Foundation program staff FIRST to discuss this possibility.

Budget Summary*

Please download the budget summary template HERE and complete it. If you have selected multiple Priority Fund Areas, you should include ALL costs in this summary.

Capital includes buildings, vehicles, equipment at $3,000 or more per item. The purchase of capital must represent the lower cost option for the period during which the purchased asset would be used for COVID-response activities. Outright purchase must be less than the cost of renting or leasing OR if renting or leasing is not available.

CLICK HERE TO SEE AN EXAMPLE OF A PROPERLY COMPLETED BUDGET SUMMARY.

Please export as a PDF and upload it.

CARES-Partnership-Fund-Budget-- CASA.pdf

Budget Narrative*

Please download the budget narrative template HERE and complete it.

The budget narrative needs to do more than define the expenses. It should clearly state what is going to be paid using CARES funds and then justify the expenses as a program expansion (or sustaining an already expanded program) as a result of COVID-19. Do not bold, underline, or italicize. Use dollar amounts that match your Budget Summary.

If you have selected multiple Priority Fund Areas, you should include ALL costs in this narrative.

CLICK HERE TO SEE AN EXAMPLE OF A PROPERLY COMPLETED BUDGET NARRATIVE.

Capital includes buildings, vehicles, equipment at $3,000 or more per item. The purchase of capital must represent the lower cost option for the period during which the purchased asset would be used for COVID-response activities. Outright purchase must be less than the cost of renting or leasing OR if renting or leasing is not available.

Please export as a PDF and upload it.

Budget-Narrative-- CASA.docx

Comment: Final Approved Budget Narrative attached to application administratively to replace outdated first draft. Original submission can be viewed in Organizational Documents Tab.

Capital Requests If you are requesting funding for capital expenses, please upload bids/estimates/rental agreements to match the expenses described in your budget summary and narrative.

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Please upload in PDF format.

quotes for hvac - CASA.pdf

Logistical partner organizations (LPOs) are considered to be a critical part of service delivery strategy for this grant program, and using them is highly encouraged. Typical LPOs are:

� Grassroots organizations with small annual operating budgets (under $50,000)

� Churches and other faith-based organizations

� Neighborhood associations

� Social organizations/collaboratives

� Resident councils in low-income house communities

� Neighborhood family centers

� Senior centers

Their essential role is to serve as outreach, information, referral and service delivery sites for food distribution, legal aid counseling to prevent evictions and behavioral health services, consistent with the three priority need areas in the grant specifications.

Are you going to use LPOs in this programming?* Yes

Logistical Partner Organizations (LPOs)LPO List* Please upload a list with entity names and primary contact information for each LPO. If there is additional information to provide, do so in the text box below.

Although we will not use LPOs for this project, CASA partners with dozens of community resource partners in order to refer survivors and their children for appropriate and individualized services. However, CASA takes the lead in making sure that survivors are safe and secure, and are empowered to choose their own life goals. Since the outcome measure for this project is safety planning with survivors of domestic violence, CASA will not use LPOs for that activity.

Role in Programming* Please describe the role(s) of specified LPOs in the programming proposed in this application.

N/A

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Behavioral HealthThis grant will require weekly reporting on the following measures:

� Number of individuals receiving COVID-19-related behavioral health services by in person, telehealth, or telephone by zip code of participant or service delivery point (participant zip code is preferred)

This grant will require monthly reporting on the following measures:

� Percentage of target met of the projected number of people receiving COVID-19-related behavioral health services by in person, telehealth, or telephone.

� Monthly Progress Rate as defined by your measurement and methodology specified below

Affirmation of Reporting* I affirm that my organization is capable of providing weekly and monthly reports on the above measures.

Yes

Measurement - Behavioral Health* The Pinellas CARES Nonprofit Partnership Fund understands that behavioral health involves several dimensions of clinical need and organizational infrastructure.

For the purpose of this grant, applicants are asked to select ONE robust measure of progress that can be validly measured on a monthly basis. Please describe the instrument that you are going to use and how the results are interpreted to indicate progress.

Our best and most notable output is to provide safety planning for 98% of persons who reach out to us in crisis.

Comment: Measurement response updated according to revision suggested by Dr. BMR as of 9/12/20. Current response in the application was added administratively.

Original Response was as follows: We use a participant satisfaction survey, and it is given to each survivor to complete when we know they are leaving our emergency shelter. It is a series of statements that they rank on a Likert scale, and so can be easily quantified. For our one outcome measure, we would like to use: increased knowledge about domestic violence. This would indicate that as a result of participation in services associated with our emergency shelter, survivors would increase their knowledge about domestic violence. There may be additional survivors who are receiving outreach services who will be surveyed once during the funding period, and these numbers will also be reported, but not anticipated here due to the uncertainty of offering support groups via virtual means. We anticipate that the average score for at least

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98% survivors leaving the emergency shelter or receiving virtual support groups will be 4.0 or higher (indicating agree to strongly agree).

Methodology* Please state how you will define and document a monthly Progress Rate for all clients in the program based on the selected behavior change measure(s) specified above.

Monthly Projected Progress Rate (%): Using the definition of progress described above, project the percentage of progress achieved on a monthly basis.

98% of adults leaving the emergency shelter or who are served in the community will have an approved safety plan on a monthly basis.

Comment: Updated Response to Methodology added administratively to match revisions suggested by Dr. BMR and provided by applicant.

Original Response written by applicant as follows:It is anticipated that 98% persons exiting the emergency shelter who complete the satisfaction survey will agree or strongly agree that they have increased their knowledge about domestic violence. That is, the average rank for each month will be 4.0 on a 5-point scale when responding to the statement “My level of knowledge about domestic violence has increased.” Average stay is 60 days (which varies) and average adult exits per month is about 8 to 10. Each response reflects several weeks of services.

The knowledge areas that will be addressed include the different types of abuse (physical, sexual, financial, emotional, verbal), using intimidation or isolation to control the survivor so that they do not have outside resources or means by which to easily escape the abuser, minimizing/ denying/ or blaming so that the survivor is lead to believe the abuse is normal or non-existent, threatening to use the children or pets if the survivor does not do as told or says he/ she is going to report the abuser, and so forth. The education will be individualized, using the survivor's unique circumstances as examples and talking about warning signs as well as what they can do if they find themselves in a similar situation in the future.

Number of Clients Served During Grant Period - Behavioral Health* This grant period ends on December 30, 2020. Please estimate the number of clients that will be served for behavioral health by the end of the grant period.

320

Estimated Percentage of Progress - Grant Period* Please estimate % of progress on the proposed measure during the grant period.

98

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September Projections - Number Served - Behavioral Health* Please estimate the number of individuals to be served by this funding for behavioral health in September 2020.

80

September Projections - Progress Rate - Behavioral Health* Please project an estimated progress rate for your clients for September 2020. This is the percentage of clients that show improvement according to tool(s) you specified in the "Measurement" section above.

98

October Projections - Number Served - Behavioral Health* Please estimate the number of individuals to be served by this funding for behavioral health in October 2020.

80

October Projections - Progress Rate - Behavioral Health* Please project an estimated progress rate for your clients based for October 2020. This is the percentage of clients that show improvement according to tool(s) you specified in the "Measurement" section above.

98

November Projections - Number Served - Behavioral Health* Please estimate the number of individuals to be served by this funding for behavioral health in November 2020.

80

November Projections - Progress Rate - Behavioral Health* Please project an estimated progress rate for your clients based for November 2020. This is the percentage of clients that show improvement according to tool(s) you specified in the "Measurement" section above.

98

December Projections - Number Served - Behavioral Health* Please estimate the number of individuals to be served by this funding for behavioral health in December 2020.

80

Page 15: Application Form · South County (locations such as St. Petersburg, Lealman, Kenneth City) Jill Flansburg CASA (Community Action Stops Abuse) Inc. Printed On: 29 September 2020 Pinellas

Jill Flansburg CASA (Community Action Stops Abuse) Inc.

Printed On: 29 September 2020 Pinellas CARES Nonprofit Partnership Fund 16

December Projections - Progress Rate - Behavioral Health* Please project an estimated progress rate for your clients based for December 2020. This is the percentage of clients that show improvement according to tool(s) you specified in the "Measurement" section above.

98

Funder InvolvementWhich of the funders have provided a grant to your organization within the last three years?*

Allegany Franciscan MinistriesFoundation for a Healthy St. PetersburgFunding from a Pinellas County MunicipalityJuvenile Welfare Board of Pinellas CountyPinellas Community FoundationPinellas County GovernmentTampa Bay Resiliency FundUnited Way SuncoastWells-Fargo

Other Funding Sources If your organization has submitted applications to other funders or has received funding in response to coronavirus/COVID-19 from another funder, please briefly describe below:

CASA was granted funds for COVID-related expenses from other sources, but associated expenses are not requested for reimbursement in this application. For example, CASA received CARES funds from the City of St. Pete for professional sanitizing of the emergency shelter, and that contract will not be in place until October. The Emergency Food & Shelter Program awarded money strictly for food at the emergency shelter. Mary Kay Foundation sent a case of hand sanitizers to support our efforts to minimize virus spread. United Way provided COVID funds for food, housing supports, and shelter operations. Pinellas County granted CARES monies specifically for food, operating expenses (like participant needs) and program materials. Additionally, many line items for outreach and other non-residential services are currently funded by contracts with federal, state, and local government or agencies.

Corrective Action* Is your organization currently under a corrective action agreement with any funder (including but not limited to those listed above)? If yes, please explain in detail, including the status of the corrective action. If no, state No.

No.

Page 16: Application Form · South County (locations such as St. Petersburg, Lealman, Kenneth City) Jill Flansburg CASA (Community Action Stops Abuse) Inc. Printed On: 29 September 2020 Pinellas

Jill Flansburg CASA (Community Action Stops Abuse) Inc.

Printed On: 29 September 2020 Pinellas CARES Nonprofit Partnership Fund 17

ConfirmationSignature and Affirmation* By submitting this application, I hereby swear that executive leadership is aware of this request for funding, and if this funding is approved, my organization will be able to use these funds in the manner described in the application.

Please type your name as an electronic signature and the date on which you are submitting this application.

Jill D. Flansburg, 9/2/2020 and revised per PCF request 9/10/2020

Page 17: Application Form · South County (locations such as St. Petersburg, Lealman, Kenneth City) Jill Flansburg CASA (Community Action Stops Abuse) Inc. Printed On: 29 September 2020 Pinellas

Jill Flansburg CASA (Community Action Stops Abuse) Inc.

Printed On: 29 September 2020 Pinellas CARES Nonprofit Partnership Fund 18

File Attachment Summary

Applicant File Uploads• 06_30_2019 IRS 990 CASA Public Disclosure Copy.pdf• 2020_2021 CASA Annual Budget - approved.pdf• CASA Audited Financials 06_30_2019.pdf• Expenses paid between March and July -- CASA.pdf• 2020 COOP - final.pdf• CASA Victorias Place.pdf• CARES-Partnership-Fund-Budget-- CASA.pdf• Budget-Narrative-- CASA.docx• quotes for hvac - CASA.pdf

Page 18: Application Form · South County (locations such as St. Petersburg, Lealman, Kenneth City) Jill Flansburg CASA (Community Action Stops Abuse) Inc. Printed On: 29 September 2020 Pinellas

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Page 63: Application Form · South County (locations such as St. Petersburg, Lealman, Kenneth City) Jill Flansburg CASA (Community Action Stops Abuse) Inc. Printed On: 29 September 2020 Pinellas
Page 64: Application Form · South County (locations such as St. Petersburg, Lealman, Kenneth City) Jill Flansburg CASA (Community Action Stops Abuse) Inc. Printed On: 29 September 2020 Pinellas

Community Action Stops Abuse Inc,

You are receiving this e-mail on behalf of JAMES MOORE & CO PL.

Your electronically filed Exempt federal income tax return for tax year2018 has been acknowledged as accepted for processing by the IRS on02/19/2020.

Your return was sent to the Ogden Service Center.

Your SubmissionID is 5956122020050034be03.Your Client ID is 510634.1 .

Do not mail the paper copy of your tax return to the IRS. It is for youruse only.

PLEASE DO NOT REPLY TO THIS E-MAIL.

We generate this e-mail automatically from your request to be notifiedwhen your return or extension is accepted by the taxing authority. We donot monitor this e-mail address for incoming e-mail traffic. If you needassistance or have a question, please contact the firm preparing thisreturn for you. Thank you.

From: [email protected]: Mindy ForeySubject: 2018 Electronic Return Accepted by the IRSDate: Wednesday, February 19, 2020 5:42:00 PM

Page 65: Application Form · South County (locations such as St. Petersburg, Lealman, Kenneth City) Jill Flansburg CASA (Community Action Stops Abuse) Inc. Printed On: 29 September 2020 Pinellas

CASA Annual Operating BudgetJuly 2020 - June 2021

OPERATING BUDGET

Grant Funded

CASA Cash TOTAL

RevenueFederal Grant Revenue 2,106,768 - 2,106,768 State Grant Revenue 332,510 - 332,510 City/County Grant Revenue 246,557 - 246,557 Local & Foundation Grant Revenue 1,034,670 100,000 1,134,670 Contributions - 850,000 850,000 Event Revenue - 650,000 650,000 Thrift Sales - 720,000 720,000 Other Income - 81,300 81,300 Gifts in Kind - 20,000 20,000 TOTAL REVENUE 3,720,505 2,421,300 6,141,805

ExpenseStaffing 2,985,992 1,124,952 4,110,944 Temporary Labor - 6,000 6,000 Insurance 32,870 75,130 108,000 Contracted Services 15,915 36,425 52,340 IT Support 48,909 23,991 72,900 Security 810 4,010 4,820 Phone & Internet 24,150 27,250 51,400 Utilities 88,607 40,693 129,300 Fuel for Vehicles 4,500 900 5,400 Office Supplies 32,956 10,184 43,140 Operating Supplies 68,618 24,220 92,838 Food 40,000 - 40,000 Repairs & Maintenance 63,165 21,545 84,710 Software - 34,290 34,290 Equipment 1,000 2,000 3,000 Housing Assistance for Participants 150,000 - 150,000 Other Participant Direct Assistance 96,413 - 96,413 Advertising/PR/Promotional 5,000 7,000 12,000 Printing 5,000 5,000 10,000 Direct Mail - 5,000 5,000 Event Expense - 175,000 175,000 Licenses/Taxes - 3,150 3,150 Postage/Delivery - 2,500 2,500 Rental/Facilities - 7,400 7,400 Local Mileage 19,600 3,100 22,700 Conferences & Staff Training 37,000 3,000 40,000 Meetings - 6,000 6,000 Dues/Subscriptions/Memberships - 3,000 3,000 FCADV Dues - - - Staff and Volunteer Recognition - 1,000 1,000 Bank & Merchant Fees - 55,000 55,000 Loan Interest - 352,370 352,370 Uncollectible Pledges - 15,000 15,000 Misc - 500 500 Depreciation - 538,600 538,600 Loan Amortization - 147,300 147,300 InKind - 20,000 20,000 TOTAL EXPENSE 3,720,505 2,781,510 6,502,015

OPERATING NET INCOME - (360,210) (360,210)

Payroll Protection Plan Funds - 442,015 442,015 Endowment Contribution

CHANGE IN NET ASSETS - 81,805 81,805

FY 2020/2021 Budget

Page 66: Application Form · South County (locations such as St. Petersburg, Lealman, Kenneth City) Jill Flansburg CASA (Community Action Stops Abuse) Inc. Printed On: 29 September 2020 Pinellas

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CASA’s Continuity of Operations Plan

Updated Summer 2020

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CASA’s Continuity of Operations Plan 2

Index Introduction

1. Delegation of Responsibility and Chain of Communications

2. Prepare and Support Personnel

3. Protect Vital Records and Data Bases

4. Financial Recovery

5. Conduct an Inventory

6. Continuation of Services

7. Training, Test and Practice

8. Review and Update the COOP

Appendices

Appendix A. Risk Management Flow Chart Appendix B. CASA’s Emergency Phone Tree Appendix C. Team Member Evacuation Plans and Information Update

Appendix D: Information and Contact Inventory for CASA

Appendix. E: Index to CASA Emergency Thumb Drive

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CASA’s Continuity of Operations Plan 3

Introduction

CASA’s Continuity Operations Plan (COOP) is a guide the organization will use to resume services to domestic violence victims and other related daily operations as soon as it is safe and physically possible. The plan takes into consideration the team member necessary to provide services, the finances, contractual obligations, resources, and actual physical facilities needed during and following a disaster such as a major hurricane, tornado, fire, pandemic, etc. The plan is reviewed and updated yearly, with information to be added or updated on a continual basis.

CASA’s programs are distributed throughout multiple locations in the county. If one of those locations is compromised, some programs and services are equipped to temporarily operate out of another location, such as the 100-bed shelter facility. However, it would be difficult to relocate CASA’s housing services to another CASA location. FCADV (Florida Coalition for Domestic Violence) has the capability to provide hotline call backup services and emergency shelter coverage in coordination with the other certified domestic violence shelters throughout the state until CASA resumes operations. To foster continual improvement in our plans, we request input from other non-profit agency disaster teams, along with those of private businesses. Historically, we have utilized CASA Board members who are on disaster teams in their own businesses to determine areas in which we can improve. 1. Delegation of Responsibility and Chain of Communications CASA has a detailed chain of communications, whether it is for internal communications or communications to outside agencies and to media. This chain is similar in times of normal operations as in times of disaster. Board of Directors is responsible for the overall agency operations and liabilities. 1. Executive Committee - is responsible for strategic planning and other responsibilities

granted by the Board. 2. Governance Committee - reviews CASA’s by-laws, governance, policies and

reviews strategic plan. Other Leadership Committees chaired by Board members with staff members also serving are in effect, but not relevant to the COOP. Team member (Please refer to Appendix A. Risk Management Flow Chart) Leadership Team oversees incident reports, safety drills, risk management (representatives from administration, human resources, development, communications, finance, non-residential, residential, and legal).

x Chief Executive Officer (CEO) oversees the agency’s mission, vision, and implementation of the strategic plan, corresponds with the Board of Directors and

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CASA’s Continuity of Operations Plan 4

funding agencies and, together with Director of Marketing and Communications, communicates with the media.

x Chief Financial Officer (CFO) oversees the implementation of the finance department’s policies and procedures, backup of financial records and data, and ensures that funding is appropriately spent with appropriate documentation. This position is also the onsite liaison with our outsourced contractor for IT and security, and oversees the thrift store.

x Human Resources Manager is responsible for personnel files, background screenings, privilege records, and HR policies and procedures.

x Director of Donor Relations oversees fundraising operations of the agency. x Senior Grants and Compliance Manager oversees contract compliance. This

position supervises property maintenance personnel at all locations. x Director of Program Services oversees all policies and procedures for Shelter,

Outreach and Child Welfare Departments. This position oversees communications with the volunteers.

x Director of Marketing and Communications is responsible for PR and marketing for the organization. The CEO and Director of Marketing and Communications serve as the primary contacts with the media.

x Lead IFP Attorney is responsible for IFP attorneys and paralegal.

Communications (Please refer to Appendix B. CASA’s Emergency Phone Tree)

1. Phone: On or about April 30, team members are required to complete a “contact sheet” which lists their updated home phone number, emergency contact information, cell phone number and information on the cell phone provider. (Please refer to Appendix C: Team Member Evacuation Plans and Information Update). New team members are asked to complete a “contact sheet” when completing the new hire paperwork. The HR Manager will ensure that the request is made as part of the annual employee packet update.

Communications in times of emergency will be directed down from the CEO to the Leadership Team. In turn, the Directors/ Supervisors will contact their team members. The CEO will also contact the Board of Directors.

2. Leadership Team and Program Leadership Team: All LTM and PLT members use

the LTM and PLT email groups and text messages for communications between departments. It will be the responsibility of the Director of Marketing and Communications to group text the LTM each time there is a change in membership, either adding or subtracting staff members, ensuring the team has current cell numbers for texting. The HR Manager will add/remove Team members to/ from the LTM and PLT group emails as needed. Email will also be utilized to file emergency paperwork such as the “Authorization of Passage” list and “Emergency Evacuation Protocol”. It will be the responsibility of the HR Manager to update the files on a monthly basis.

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CASA’s Continuity of Operations Plan 5

3. Communications with the media is coordinated by the CEO and/or the Director of

Marketing and Communications. They are the only people authorized to interact with the press, except when they designate others to speak with the press on a case-by-case basis or in certain circumstances when both CEO and Director of Marketing and Communications are unavailable. (See Policy #100-355 on Media Relations and Crisis Communications policy for details.)

Media inquiries shall receive prompt attention, and every effort to respond to a request within a 24-hour period will be made.

When regarding HR matters or in a crisis or according to the CASA Board of Directors Policy Manual, Policy No. G-3 states: “Oversight of [the media] relationship is the responsibility of the CEO or designee. As a result, the CEO or designee shall be the official spokesperson for CASA in all matters concerning the agency, its team member or programs. Contacts made directly with Board members should be referred to the CEO for response/action.” CASA Board members shall not act as a spokesperson unless requested to do so by the CEO or Board Chair.

1. Emergency Contact Lists: Updated phone lists and e-mail addresses (when available) will be maintained for the following sources A. CASA Board of Directors B. CASA Team members C. St. Petersburg City Emergency Services Phone Numbers D. Pinellas County Emergency Management Services Phone Numbers E. Hotlines for Emergency Relief F. Florida Domestic Violence Centers – including phone numbers, hot line

numbers, emails, addresses G. CASA Funders H. CASA Vendors I. Grant Contract Managers J. Community Resources for Participants K. Community Resources for Employees

2. Instruments/ tools needed for Emergency Communications: The CFO and IT service provider will ensure emergency communication utilizing phone, Internet, and fax technology can be established, if needed. Additionally, Leadership Team will be connected via email and text.

A procedure describing the requirements reestablishing emergency telephone, Internet, and fax usage is developed and reviewed on an annual basis by the IT contractor and CFO, and approved by the CEO.

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CASA’s Continuity of Operations Plan 6

2. Prepare and Support for the Personnel

Team members will meet with their immediate supervisor on annual quarterly basis to review their specific responsibilities prior to, during, and following a disaster. If there is time before the disaster, team members will also meet to review any changes and updates. All employees are considered to be “Essential Personnel” and will need to carry a copy of the most current Authorization of Passage and are informed of this upon hire, and in departmental meetings. In addition, an “Authorization of Passage” document is updated on a monthly basis. This document lists the team members who are given access to all CASA properties following a disaster, once facilities are safe. The CEO signs the document. Copies are made and given both in hard copy and electronically to all of the appropriate team members to keep with them in case re-entry is needed. CASA team members are leased employees of A1-HR. A1-HR will maintain limited amounts of information, copies of personnel files and payroll history. If a disaster hits at a time when payroll is due, the CFO will call A1-HR and authorize A1-HR to repeat the last payroll run. Team member with direct deposit will receive funds in their accounts. Team members who do not have direct deposit will make arrangements to pick up their paper check at Administration, if they are available. CASA has been informed in writing that A1-HR has server capability from more than one location, one being outside of Florida in case of a hurricane.

3. Protect Vital Records and Data Bases

A. CASA Legal Documents: A copy of CASA’s: IRS 501 (c) 3, By-laws, Certificate of Exemption State licenses, most current 990 and annual audit will be maintained and a list of documents in CASA’s Safety deposit box will also be recorded.

B. CASA team member training records are entered into the Osnium system, an on-line training and record retention application. Hard copies are kept in HR.

C. CASA’s Contracts: CASA’s current grant contracts are scanned each year and

saved to Fiscal Share.

D. CASA’s Vendor Warrantees and Services Agreements are also scanned and saved to Fiscal Share.

E. Full and incremental backups to preserve corporate information assets are

performed on a regular basis for audit logs and files that are irreplaceable, have a high replacement cost, or are considered critical. Backup media is stored in a

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CASA’s Continuity of Operations Plan 7

secure, geographically separate location from the original and isolated from environmental hazards.

x Access to backup databases and other data is tested by the CFO.

F. Data Restoration Procedure includes determining the type and extent of damage and restoring the system and data as necessary.

x Determine type of damage: If hardware is damaged, restore the workstations or contact the IT service provider for assistance.

x If a disaster recovery situation, see disaster recovery policy (IT-07 MIS Disaster Recovery Procedure - Emergency Communications).

x The CFO should contact Fusion to reconnect the phone circuits for 1011 and Spectrum for shelter phones.

x The CFO or designee should contact Spectrum about the Internet connections and to reinstall/ reconfigure their equipment for those connections. The CFO or designee should contact the IT service provider to install/configure the routers.

CASA prioritizes disaster recovery procedures for retrieving data in the event of a natural disaster or other disaster to enable the organization to bring services back online without losing any client confidential data. Currently, server information is locally backed up to a business continuity device, Datto. Datto replicates encrypted data that is managed and supported by ShowTech Solutions. Additionally, large capacity thumbdrives will be made available to LTM and PLT so they can save non-confidential data for working remotely. In the event of a prolonged period of recovery, a full infrastructure can be replicated in the cloud. Thus, in the event of a disaster, the organization would take the following action:

1. Declare a disaster per the CASA’s Business Continuity Plan 2. CASA’s Management would communicate with the organization’s IT services

provider regarding replicating a full infrastructure from the cloud 3. The organization’s IT services provider would determine and communicate a

timeline to complete replication 4. Upon completion, CASA would resume normal business functions and services

to participants.

4. Financial Recovery

In case of a disaster, CASA’s financial operations recovery is critical to the organization’s resumption of ongoing operations. Insurance – CEO and CFO will each take a copy of insurance policies with contact information to an offsite location. A copy of the most current policies will be recorded on the Emergency thumb drives by the Executive Assistant.

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CASA’s Continuity of Operations Plan 8

Payroll – If a disaster hits at a time when payroll is due, the CFO will call A1HR and authorize A1HR to repeat the last payroll run. Team members with direct deposit will receive funds in their accounts. A procedure is established for distribution of checks. The CEO and CFO will coordinate these efforts based on scope of disaster. Banking – Fifth Third Bank is CASA’s banking partner. Fifth Third Bank has server capability from more than one location with locations outside the state of Florida, in case of a hurricane. Emergency Cash - Cash needs: Estimate needed for emergency supplies (i.e., ice, food, fuel, supplies) for approximately 10 days. Suggested discretionary amount of emergency cash: $5,000 to $10,000. The CEO will sign a PPR authorizing a check to be processed by the Finance Department. The CEO will sign the check. The CFO or designee will go to Fifth Third Bank to cash the check. Emergency Cash and 5 to 10 manual checks will be placed in a waterproof bag in the CFO’s locked file cabinet. If it seems advisable, this can be split and the CEO and CFO can each have access to half. Vendor payment via manual check – CEO and designee would be assigned a number of checks from the check stock by the CFO and manual checks would be issued. The CFO would have to reconcile for numerical sequence by both unused checks being returned and invoices would have the check number used written on it. Vendors may be informed that payment will be delayed due to emergency. 5. Conduct an Inventory

Fixed asset inventory: CASA’s policy is to record physical property and equipment of the organization. The Facilities and Operations Manager will conduct a physical inventory of all assets annually. Fixed Asset records shall be maintained by the Facilities and Operations Manager in the Fixed Asset database of the accounting system. Items will be capitalized or listed as inventory. A record of the capitalized assets will include the tag number, description, date of purchase, cost, location, source of funds, and accumulated depreciation of the property. Videotape of fixed assets: Facilities and Operations Manager is responsible for taking photographs of CASA’s physical property on a bi-annual basis or as needed. The photos will be uploaded to Fiscal Share drive. Information and contact inventory: An information and contact inventory form (Appendix D) is completed, reviewed and updated on an annual basis. This form is also copied onto the emergency thumb drives. The form identifies the location of non-profit legal documents, location of financial, donor and volunteer files, and contact information for businesses that are crucial to CASA continuation of services.

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CASA’s Continuity of Operations Plan 9

Record storage inventory: CASA maintains an offsite record storage inventory as to the number of the box, which department the box relates to, dates and a description of the box and location. This inventory is continually updated on an as needed basis when more boxes are stored or destroyed. This inventory is maintained at Stevens & Stevens, 11515 53rd Street North, Clearwater, FL, 33760, 727.573.3900. A hard copy of the inventory list is kept at the Grant Accountant’s desk and electronic copy maintained in the Fiscal Share drive. Photographs of facilities: Photographs of each CASA facility are taken on an annual basis and will be recorded on a thumb drive by the Executive Assistant and keep the thumb drive in CASA’s safe deposit box.

x Facilities and Operations Manager is responsible for photos of 1011 x Thrift Store Manager is responsible for the thrift store x Director of Program Services is responsible for the emergency shelter, CPI

locations, police department locations, and courthouse locations 6. Continuation of Services CASA has four facilities in different parts of southern Pinellas County. If one facility received damage, some of its non-residential services may be able to be quickly moved to an alternate facility. CASA is a member of FCADV (the Florida Coalition Against Domestic Violence.) In times of disaster, the CEO or Director of Program Services will contact FCADV for assistance. FCADV will assist CASA to continue to provide the most critical of services to victims of domestic violence. For instance, if a disaster such as a hurricane is predicted for the Pinellas County area, FCADV will email shelters throughout the state as to which shelter in a safe area has volunteered to staff the crisis hotline. CASA’s 24-hour crisis hotline will be transferred to another shelter with trained domestic violence advocates. FCADV will also assist in coordinating shelter services with other domestic violence centers that may have vacancies. Other activities that must be determined by staff members assigned at the time of emergency include

x Removing the shade from the shelter playground (Awning Works 727.524.1118). To remove, use the quick release system on the ends of the posts, using a wrench to loosen the tarp, approximately 5 turns each. It will need to be stored inside and cannot be folded.

x Examination of loose debris and outside items at the Gateway properties, sandbags

x Purchase and delivery of emergency supplies if residents will stay in shelter, including protective gloves, plastic bags for clean up, food and personal care items, cleaning supplies

x Distribution of plastic bins for all staff to pack up electronics in case of flooding or rain damage inside

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CASA’s Continuity of Operations Plan 10

CASA has extensive collaborations with other non-profit and for-profit businesses throughout southern Pinellas County. CASA outreach services already extensively utilize other facilities. Support groups are located through the southern half of Pinellas County including in governmental, non-profit, and private facilities. Should one location be damaged, it is anticipated that other locations could easily be utilized. Many of these locations participate in disaster planning with Pinellas County and with JWB. Director of Program Services will keep a list of locations where support groups might be held, if it not possible to hold them on CASA properties. Additionally, support groups and case management can be provided via Zoom or other technology as long as privacy/ confidential protocol is followed. After recovery from a real emergency, CASA will take steps to undue these emergency procedures. Essentially, CASA staff members and Leadership Team will meet to debrief on what actions have been taken, and reverse the steps outlined in the COOP to restore operations to normalcy. For example, if the telephones are forwarded to FCADV or another shelter, they will be unforwarded and hotline advocates put back in place. If the shade over the playground at the emergency shelter has been removed, arrangements will be made to replace it. Regarding hurricane supplies, nonperishable foods and water will be purchased or collected during April and May, and stored at the emergency shelter. Whatever items are not used at the end of hurricane season in November, will be moved to the pantry at shelter so that food stuffs and water do not expire. 7. Train, Test and Practice

Each CASA facility conducts safety drills on a quarterly basis. Members from the Leadership Team are responsible to conduct quarterly drills, provide copies of drill sign-in sheets to the Human Resources Manager, and review drill outcomes at LTM meetings for efficiency for all CASA properties. Quarterly safety drills are conducted as if an actual emergency event has occurred. During a drill, the assigned monitor will:

a. Gather the team site-specific member list, participant population sheet and cell phone.

b. Identify team members to assist in checking area to ensure that everyone is out of the building.

c. Conduct a roll call at designated meeting place to account for all staff, volunteers, and participants.

d. Contact staff, volunteers, and participants unaccounted for.

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CASA’s Continuity of Operations Plan 11

During safety drills, a team member must take the team member log, population sheet/ sign-in sheet and, cell phone, and also make sure everyone is out of the building. Other team members will check each floor and area. Team members will review each drill outcome for efficiency. Copies of the drill sign-in sheets and outcome/reviews will be maintained at each facility. Directors will review agency-wide emergency preparedness and then meet within their own departments to discuss their individual responsibilities . In case of an actual event, a roll call will be made to account for staff, participants, and volunteers . 8. Review and Update the COOP The COOP will be reviewed and updated on an annual basis by the Leadership Team composed of key team members representing each CASA program and facility along with team members whose responsibilities relate to CASA human resources, management, volunteers, thrift store, finance, development, and technology. The annual review will take place on or about April 30 each year, and updates will occur at that time. Debriefing after each emergency, and subsequent updates to the COOP will be made as needed.

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CASA’s Continuity of Operations Plan 12

Appendix C

TEAM MEMBER EVACUATION PLANS & INFORMATION UPDATE

Date Completed: ______________________________________ If an emergency situation occurs requiring you to evacuate from your home, there are two steps to completing your evacuation plan and information update so we can reach you in a timely manner with critical information regarding CASA: Team member Name Home Address Home Phone Cell Phone Cell Phone Carrier Other Phone Numbers Personal Email address: Evacuation Plan: Information of family members and/or friends you may be in contact during evacuation: Name Home Phone Work Phone Cell Phone Other Phone Numbers Address Name Home Phone Work Phone Cell Phone Other Phone Numbers Address

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CASA’s Continuity of Operations Plan 13

Appendix E

Index to CASA Emergency Thumb Drive

A. Risk Flow chart B. Contact Information

x Disaster Phone Tree x Juno – Email Account information x St Pete Emergency Phone Numbers x Pinellas County Emergency Phone Numbers x FCADV Board and Emergency Phone and Email Contacts x CASA Board of Directors Phone and Email Contacts x Contract managers contact info x Information and Contact Inventory

C. Team member Recovery

x A1HR Contact Info x Letters for Re-entry FCADV Back up contact numbers and plan x Other

D. Financial Recovery

x Financial policies x Letters from Bank x Recent Balance Sheet x Insurance policies x Current Contracts x Insurance Policies x Most recent annual audit

E. Legal Documents

x IRS 501 (c) 3 x By-laws x Certificate of Exemption x State licenses x 990 x List of Documents in Safety Deposit Box

F. Facilities Recovery

x Vendor lists – names and contact info x Telephone procedures x Fixed Asset Inventory x Record Storage List x Other contact lists x Other

G. IT Recovery

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CASA’s Continuity of Operations Plan 14

x Policies and Procedures x Safety Deposit Box Policy and Procedure x Server Shutdown Policy and Procedure x Back Up Equipment - Server x Hardware Inventory x Software Inventory x Other

H. Services Recovery

x Emergency Shelters – FCADV Back up x Crises Calls – FCADV Back up x Information and Referrals – FCADV Back up x Outreach Support Groups - Sites other than in CASA facilities x Emergency Shelters – St Petersburg

I. Other

x Service Contracts/ Warrantees

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SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORETHE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED INACCORDANCE WITH THE POLICY PROVISIONS.

INSURER(S) AFFORDING COVERAGE

INSURER F :

INSURER E :

INSURER D :

INSURER C :

INSURER B :

INSURER A :

NAIC #

NAME:CONTACT

(A/C, No):FAX

E-MAILADDRESS:

PRODUCER

(A/C, No, Ext):PHONE

INSURED

REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement onthis certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THISCERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIESBELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZEDREPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

OTHER:

(Per accident)

(Ea accident)

$

$

N / A

SUBRWVD

ADDLINSD

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIODINDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

$

$

$

$PROPERTY DAMAGE

BODILY INJURY (Per accident)

BODILY INJURY (Per person)

COMBINED SINGLE LIMIT

AUTOS ONLY

AUTOSAUTOS ONLYNON-OWNED

SCHEDULEDOWNED

ANY AUTO

AUTOMOBILE LIABILITY

Y / N

WORKERS COMPENSATIONAND EMPLOYERS' LIABILITY

OFFICER/MEMBER EXCLUDED?(Mandatory in NH)

DESCRIPTION OF OPERATIONS belowIf yes, describe under

ANY PROPRIETOR/PARTNER/EXECUTIVE

$

$

$

E.L. DISEASE - POLICY LIMIT

E.L. DISEASE - EA EMPLOYEE

E.L. EACH ACCIDENT

EROTH-

STATUTEPER

LIMITS(MM/DD/YYYY)POLICY EXP

(MM/DD/YYYY)POLICY EFF

POLICY NUMBERTYPE OF INSURANCELTRINSR

DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)

EXCESS LIAB

UMBRELLA LIAB $EACH OCCURRENCE

$AGGREGATE

$

OCCUR

CLAIMS-MADE

DED RETENTION $

$PRODUCTS - COMP/OP AGG

$GENERAL AGGREGATE

$PERSONAL & ADV INJURY

$MED EXP (Any one person)

$EACH OCCURRENCEDAMAGE TO RENTED

$PREMISES (Ea occurrence)

COMMERCIAL GENERAL LIABILITY

CLAIMS-MADE OCCUR

GEN'L AGGREGATE LIMIT APPLIES PER:

POLICYPRO-JECT LOC

CERTIFICATE OF LIABILITY INSURANCEDATE (MM/DD/YYYY)

CANCELLATION

AUTHORIZED REPRESENTATIVE

ACORD 25 (2016/03)© 1988-2015 ACORD CORPORATION. All rights reserved.

CERTIFICATE HOLDER

The ACORD name and logo are registered marks of ACORD

HIREDAUTOS ONLY

PHPK2137292

813-984-3601

P O Box 414

PHILADELPHIA IND INS CO

3,000,000X

1-813-229-8021

PHPK2137292

Victoria's Place St Pete IncCommunity Action Stops Abuse Inc. &

3,000,000

tmarshall

X

Aggregate

Each/Aggregate

A

Each/Aggregate

813.229.2795

06/01/21PHUB723778

06/01/21Employment Practices

06/01/21Sexual or Physical Abuse

06/01/21Professional Liability

X

1,000,000

A

1,000,000

A

X

A

Tammy L Marshall, AAI

06/01/20

06/01/20

06/01/20

[email protected]

06/01/20

A

Ste 200300 W. Platt St.

A

1,000,000X

Tampa, FL 33606

X

St Petersburg, FL 33731

3,000,000

X

59339473

59339473

X

P O Box 414

06/01/20

M. E. Wilson Company, LLC

Each Abuse $1,000,000

X

Sexual Midconduct

X

St Petersburg, FL 33731

20,000

18058

3,000,000

PHSD1540653

PHPK2137292

PHPK2137292

06/01/21

300,000

St Pete IncCommunity Action Stops Abuse, Inc & Victoria's Place

1,000,000

1m/3m

1m/3m

05/28/2020

For informational purposes only

USA

06/01/20

06/01/21

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Budget Category/Line ItemProgram Budget -

TotalPinellas CARES Grant

Personnel (salaries, wages, benefits, payroll taxes, time allocation on the project for all personnel involved in program) $1,134,216 $0Equipment (computers, furniture, etc., less than $3,000 per item) $0 $26,960Supplies (office materials, program related purchases, program necessities to deliver services, etc.) $14,476 $0Occupancy (property rent, mortgage, utilities, telephone, internet, etc. assigned as program expenses) $14,469 $0Local Travel (mileage, tolls, parking for regular local travel, rental/leasing cost of transportation) $18,700 $0Training (staff development, conferences, long distance travel) $20,000 $0Design, Printing, Marketing & Postage (for direct program related services only) $10,000 $0Capital (Buildings, vehicles, equipment $3,000 or more per item. The purchase of capital must represent the lower cost option for the period during which the purchased asset would be used for COVID-response activities) $0 $20,818 Purchased Services (consultants, legal, accounting services, logistical partner costs, technology enhancements, computer software licensing/agreements) $19,019 $4,003Indirect Costs (pre-negotiated federal rate, de minimus rate of 10%, or none)

Administrative cost has separate budget

Administration is 14% of the entire agency expense

TOTAL $1,230,880 $51,781

FROM (date): _3/1/2020________ TO (date): _12/30/2020_______

Pinellas Community Foundation

Pinellas CARES Nonprofit Partnership Fund Grant Application

Project Name: _Improving Non-residential Services__

Organization Name: __Community Action Stops Abuse, Inc. (CASA)_

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Pinellas Community FoundationPCF CARES Application

BUDGET NARRATIVE FORM

If you are applying under multiple funding areas, please indicate which funding area (food, behavioral health, and/or eviction mitigation through legal aid) each cost belongs to.

Organization Name: Community Action Stops Abuse, Inc. (CASA)Project Name: Improving Non-residential Services FROM (month/year): 3/1/2020 TO (month/year): 12/30/2020 Personnel (salaries, wages, benefits, payroll taxes, time allocation, and a brief description of the responsibilities on the project for all personnel involved in program)N/A

Equipment (computers, phone, furniture, etc., less than $3,000 per item)Laptops and printers are needed for both program and support staff to continue to provide virtual services for survivors and their children, as well as community education and public awareness. CASA outsources IT and support services, and that vendor has provided the following estimated costs:Computers 760.00Microsoft Licensing 29.003 year extended warranty 188.88Burn-In, updates, basic set up 199.99Delivery, deployment, data migration 125.00Total for each laptop $1,302.8720 laptops X $1,302.87 = $26,057.402 printers X $450 = $900

Supplies (office materials, program related purchases, program necessities to deliver services, etc.)N/A

Occupancy (property rent, mortgage, utilities, telephone, internet, etc. assigned as program expenses)N/A

Local Travel (mileage, tolls, parking for regular local travel, rental/leasing cost of transportation)N/A

Design, Printing, Marketing & Postage (for direct program related services only)N/A

Capital (buildings, vehicles, equipment $3,000 or more per item. The purchase of capital must represent the lower cost option for the period during which the purchased asset would be used for COVID-response activities) Last year, 2 of the 4 HVACs were replaced at the non-residential offices. This year, one HVAC was so badly rusted that it caused the roof to leak every time it rained. This unit was replaced using CASA cash – it was an unbudgeted expense. Three quotes were obtained, in line with CASA finance policy. The other unit is just as old, and will also need replacement at the non-residential offices location.2 HVACs X $10,909 = $20,818 (one has already been paid for out of CASA cash)

This equipment replacement was not a budgeted expense before COVID, and the money used could have been used for survivor-related expenses instead. Under ordinary circumstances, CASA would have

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never replaced the HVAC unit at this time because our generated revenue sources were down. But we had no choice because it was an emergency. It is essential to maintain the non-residential services offices as safe and sanitary because since COVID restrictions have been implemented in our community, we have experienced a 45% increase in persons served by this location as compared to last year (1,073 as opposed to 739). This increase is due in part from closure of other community locations where CASA had advocates present, and in part because survivors are reluctant to enter the emergency shelter due to fear of communal living because of the pandemic. That is, survivors are asking for more individualized services instead of shelter. CASA follows physical distancing and sanitation guidelines, but having proper ventilation as provided by a functioning HVAC unit ensures that our non-residential offices are well withing CDC guidelines. Ventilation and physical distancing combined is cited as instrumental in decreasing the spread of the virus (see following articles). Well functioning air conditioning dilutes the contaminants by recycling the air frequently.

Jianyun Lu, Jieni Gu, Kuibiao Li, Conghui Xu, Wenzhe Su, Zhisheng Lai, Deqian Zhou, Chao Yu, Bin Xu, Zhicong Yang. COVID-19 Outbreak Associated with Air Conditioning in Restaurant, Guangzhou, China, 2020. Emerg Infect Dis. 2020 Jul; 26(7): 1628–1631. doi: 10.3201/eid2607.200764

Lidia Morawska, Julian W. Tang, William Bahnfleth, Philomena M. Bluyssen, Atze Boerstra, Giorgio Buonanno, Junji Cao, Stephanie Dancer, Andres Floto, Francesco Franchimon, Charles Haworth, Jaap Hogeling, Christina Isaxon, Jose L. Jimenez, Jarek Kurnitski, Yuguo Li, Marcel Loomans, Guy Marks, Linsey C. Marr, Livio Mazzarella, Arsen Krikor Melikov, Shelly Miller, Donald K. Milton, William Nazaroff, Peter V. Nielsen, Catherine Noakes, Jordan Peccia, Xavier Querol, Chandra Sekhar, Olli Seppänen, Shin-ichi Tanabe, Raymond Tellier, Kwok Wai Tham, Pawel Wargocki, Aneta Wierzbicka, Maosheng Yao, How can airborne transmission of COVID-19 indoors be minimised?, Environment International, Volume 142, 2020, 105832, ISSN 0160-4120,

ED LIGHT, CIH, MEMBER ASHRAE; JAMES BAILEY, P.E., MEMBER ASHRAE; REID LUCAS, ASSOCIATE MEMBER ASHRAE; LAURENCE LEE, CIH. Filling the Knowledge Gaps HVAC and COVID-19. ASHRAE JOURNAL ashrae.org SEPTEMBER 2020, pp 20-28

Purchased Services (consultants, legal, accounting services, logistical partner costs, technology enhancements, computer software licensing/agreements)In order to abide by physical distancing guidelines, CASA meetings, including support groups for survivors, are being offered via Zoom. There are 15 basic licenses in place for direct service and support staff, and one webinar license. 15 licenses X 15 staff members = $225/ month1 webinar license = $40/ month$265/ month X 5 months (August through December) = $1,325Previous invoices (March through July) = $631.51Dedicated fiber for a stronger wifi connection: $250 installation + $449/ month x 4 months = $2,046

Indirect Costs (Administrative Fee, Overhead Costs, etc.). This costs usually refers to administration, personnel not directly related to the project (i.e. small percentage of Director of Finance time allocation cost), or overhead expenses. If your organization has a pre-negotiated percentage rate from a Federal/State/Local grant you may use this rate. However, you must verify the rate via documentation from the funding source. If you do not have, and never have had an established percentage rate for Indirect Costs, please use 10% as the de minimus rate.N/A

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