Supplemental Agreement

1.Introduction

This Agreement is supplemental to the Memorandum of Understanding (MOU) between Chief Military Personnel (CMP) and ______Military Family Resource Centre (MFRC). The Memorandum of Understanding is in effect for the period [1 April 200X to 31 March 200X].

This Agreement provides ______MFRC and local Commanding Officer ______, the Participants to this Agreement, with supplemental items of understanding and commitment for the operation of the MFRC.

This Agreement, in conjunction with the MOU, will provide each Participant with assurance that local military families will receive an agreed upon level of service to be provided by ______MFRC. This Agreement provides an accountability framework for the MFRC and the local Commanding Officer to outline mutual commitments and provide verification of services or expenditures as required.

Mandated services provided under the Military Family Services Program (MFSP) are determined and funded by Director Military Family Services (DMFS). At the local level, the local Commanding Officer provides facilities, services and materiel in support of MFSP mandated services as documented in this Supplemental Agreement. The Policy Governing Operation of Personnel Support Programs in the Canadian Forces (A-PS-110-001/AG-002) governs the nature and extent of the public support required of the Base/Wing Commander.

The local Commanding Officer may also choose to support site-specific services and/or an enhanced level of mandated services offered by the MFRC. The resources provided by the local Commanding Officer to support these MFRC services are also documented in this Agreement.

2.Glossary and References

2.1Glossary

MFSP mandated services / As established in MFSP: Parameters for Practice and referred to in the MOU, mandated services are services determined by DND/CF to respond to essential needs of CF families that arise from their unique lifestyle and/or support personal, family and community development. These services will be offered by MFRCs where demonstrated need exists, and in accordance with the policies outlined in MFSP: Parameters for Practice published by DMFS. Mandated services are publicly funded by CMP through DMFS.
MFSP site-specific services / As established in MFSP: Parameters for Practice and referred to in the MOU, site-specific services are locally-funded family services, consistent with the goals of the MFSP, offered at individual MFRCs in response to identified and documented community needs that are agreed to by the MFRC Board of Directors and the local Commanding Officer. Site-specific services offered by MFRCs may be supported through public and non-public funds provided through the local Commanding Officer to the MFRC or through fund raising, donations, grants, fees for services, or other revenue generating avenues available to not-for-profit organizations.

Materiel

/ Support includes but is not limited to items such as office furnishings, operating and safety equipment, activity equipment, supplies in support of mandated and/or site-specific activities.
Services / Services include but are not limited to maintenance and utilities, basic services, cleaning services, translation services, transportation services, communications services in support of mandated and/or site-specific activities.

2.2References

Financial Administration Act (FAA)

A-PS-110-001/AG-001 Policy Governing Operation of Personnel Support Programs in the Canadian Forces Volume 1 -

Public Support of Personnel Support Programs Book 2, or subsequent authority

A-FN-105-001/AG-001 Policy and Procedure for Non-Public Funds Accounting

B-GS-055-000/AG-001 Provision of Services to Non-Defence Agencies

CDS Guidance Canadian Forces Morale and Welfare Programs

Financial Administration Manual

Military Family Services Program: Parameters for Practice

Memorandum of Understanding (MOU) between CMP and MFRC

______.

Note: The Participants may identify other publications for insertion as references.

3.Facilities

This section details the facilities provided by the local Commanding Officer at ______to ______MFRC. (This section is not intended to replace any local lease/license agreement as required by B-GS-055-000/AG-001.)

Support for Mandated Services:

  1. The local Commanding Officer agrees to provide the following facilities in support of MFRC mandated services at no cost in accordance with A-PS-110-001/AG-001:

(List in detail by building location, name or address, room number if necessary.)

Support for Site-Specific Services:

  1. The local Commanding Officer agrees to provide the following facilities in support of MFRC site-specific services in accordance with B-GS-055-000/AG-001:

(List in detail by building location, name or address, room number if necessary. Only list facilities or space if the site-specific service results in an additional space requirement. Note if payment is made by the MFRC for use of the site-specific facilities, and if so, the amount and the payment schedule.)

4.Materiel and Services

This section details the materiel and services provided by the local Commanding Officer at ______to ______MFRC.

(Note: Materiel and Services provided in support of site-specific activities may be offered by the local Commanding Officer at no cost, less than recoverable cost or recoverable cost as set out in B-GS-055-000/AG-001).

Materiel

  1. The local Commanding Officer agrees to provide the following materiel in support of MFRC mandated services at no cost in accordance with A-PS-110-001/AG-001:
  1. The local Commanding Officer agrees to provide the following materiel in support of MFRC site-specific services:

(Note if payment is made by the MFRC for the materiel, and if so, the amount and the payment schedule.)

Services

  1. The local Commanding Officer agrees to provide the followingservices in support of MFRC mandated services at no cost in accordance with A-PS-110-001/AG-001:
  1. The local Commanding Officer agrees to provide the followingservices in support of MFRC site-specific services:

(Note if payment is made by the MFRC for the services, and if so, the amount and the payment schedule.)

5.Funding

This section details the funding provided by the local Commanding Officer at ______to ______MFRC in support of site-specific services and/or an enhanced level of mandated services.

  1. The local Commanding Officer agrees to provide public funds in the amount of $ ______.
  1. The local Commanding Officer agrees to provide non-public funds in the amount of $ ______.

(Notes: For each of the above sub-paragraphs, the Agreement may stipulate the frequency of funding allocation to the MFRC and/or MFRC deliverables that will trigger allocation of funds or any portion of funds to the MFRC. It is possible to specify that certain fund amounts will be used for defined activities or purchase of specific items/equipment etc. This is the appropriate section to set out these requirements in the Agreement.)

  1. It is acknowledged and understood that at any time this Agreement is in effect, ______MFRC may approach the local Commanding Officer ______, or a designated representative, with a Business Case Proposal for additional funding. The approval of such request is at the sole discretion of the local Commanding Officer.

6.Statement of Work/Deliverables

The MOU between CMP and ______MFRC outlines the mandated services to be provided by the MFRC. This section of the Supplemental Agreement details the site-specific services that the MFRC will provide to the local Canadian Forces community for the duration of the Agreement:

a.______MFRC agrees to provide the following site-specific services to the CF family members at Base/Wing ______, with the support of the Facilities, Materiel and Services, and/or Funding Support provided by the local Commanding Officer, as described in paragraphs 3b, 4b, 4d, and 5 of this Agreement:

(List site-specific services to be offered within each service category.)

  1. Personal Development and Community Integration Services;
  2. Child/Youth Development and Parenting Support Services;
  3. Family Separation and Reunion Services; and
  4. Prevention, Support and Intervention Services.

b.______MFRC agrees to provide the following site-specific services to CF family members at Base/Wing ______. These services are independently supported by ______MFRC:

(List site-specific services to be offered within each service category.)

  1. Personal Development and Community Integration Services;
  2. Child/Youth Development and Parenting Support Services;
  3. Family Separation and Reunion; and
  4. Prevention, Support and Intervention.

7.Financial Reporting

Arrangements between the local Commanding Officer and the MFRC for accounting of funds and financial reporting will be determined locally.

(Note: The Financial Administration Manual and A-FN-105-001/AG-001 Policy and Procedure for Non-Public Funds Accounting provide guidance.)

8.Liability

______MFRC will obtain property, liability, errors and omissions and directors and officers’ liability insurance coverage for site-specific activities that are not already included in the minimum coverage required in the Memorandum of Understanding. Proof of such coverage will be submitted to the local Commanding Officer.

9.Settlement of Disputes

Any disputes arising from the interpretation or implementation of this Agreement will be resolved through consultation between the MFRC and the local Commanding Officer. Participants may request that Director Military Family Services (DMFS) provide professional and technical advice as required. DMFS will bring unresolved disputes to the attention of the Environmental Chiefs of Staff and CMP.

10.Amendment

  1. In cases where the local Commanding Officer determines that an adjustment to the level of support provided in this Agreement is necessary, he/she agrees to provide a minimum of ____ days notice in writing to the MFRC Board of Directors. As soon as possible after notification, the Participants agree to meet to discuss the impact of the adjustment.
  1. In cases where the MFRC Board of Directors determines that an adjustment to the level of services provided in this Agreement is necessary, the Board Chairperson agrees to provide a minimum of ____ days notice in writing to the Base/Wing Commander and DMFS. As soon as possible after notification, the Participants agree to meet to discuss the impact of the adjustment.
  1. If the adjustment to the level of support provided by the local Commanding Officer impacts the provision of mandated services, the local Commanding Officer will notify DMFS, at the outset of the same ______day period referred to in paragraph 10a.
  1. Should there be changes to this Agreement, the local Commanding Officer shall advise DMFS of such changes for purposes of MOU verification and compliance. MFRC ______will provide DMFS with a signed copy of the updated Agreement within 30 days of the date of the last signature of the amended Agreement.
  1. In the event that an amended Agreement results in an associated reduction in the level of support, the MFRC will return unspent public funds, non-public funds and/or unused materiel, as required by the local Commanding Officer.

11.Duration and Termination

a.This Agreement will remain in effect for a period of one year from the effective date.

b.This Agreement may be terminated:

(1)with the mutual consent of the Participants; or

(2)upon termination of the Memorandum of Understanding to which this Agreement is supplemental; or

(3)upon DMFS receiving notification of dissolution or insolvency of the MFRC.

c.Upon termination the MFRC will return any unspent public funds, non-public funds, and unused material provided by this Agreement to the local Commanding Officer.

12.Effective Date and Signatures

This Agreement, which is concluded in duplicate, in the English and French languages, each version being equally valid, will enter into effect on 1 April 200X.

local Commanding Officerfor the Military Family Resource Centre

Date Date

(Note: B-GS-055-000/AG-001 Provision of Services to Non-Defence Agencies stipulates the level of authority to charge less than recoverable cost for provision of services. An additional signature block may be required beyond the local Commanding Officer level for some agreements.)

1/11