HomeMy WebLinkAbout1991-246
RESOLtlTION NUMBER 91-246
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RESOLtlTION OF mE nYOR AND <XlMKlN CXltJN:)IL OF mE CITY OF SAN BERNlIRDIm
2 AU'l.'IDRIZIm AND D.uw.;nl'l3 THE EXECllTION OF A CXHmNITY DEVEIDPMENT BIDCK GRAN!'
FtlNDIm llGREEJmNl' BE;~'W"",,", THE CITY OF SAN BERNlIRDDD AND THE SAN BERNlIRDIm
3 OOYS AND GIRIB CLUB, IN:::., (PR:lGR1lM 1UKINISTRM'IONl.
4 BE IT RESOLVED BY THE nYOR AND <XlMKlN CX)UH:)IL OF THE CITY OF SAN
BERNlIRDDD 1\8 FOLtDWS:
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section 1.
(al '!he Mayor of the City of San Bernanlino is hereby authorized and
directed to execute, on behalf of the city, an agreement for Community
Development Block Grant furrlin3' with SAN BERNARDINO OOYS AND GIRIS CIllB. me..
(ProclraIn Administration). which agreement is attached hereto as Exhibit "1",
and is incorporated herein by reference as though fully set forth at length.
the agreement provides for the grantin3' of Community Development Block Grant
fun:is in the followin3' a=unt of $20.000.00.
section 2.
(a) the authorizations to execute the above referenced agreement is res-
cin:led if the parties to the agreement fail to execute it within sixty (60)
sixty days of the passage of this Resolution.
I HEREBY CERI'IFY that the foregoin3' resolution was duly adopted by the
Mayor and Cammon Council of the City of San Bernanlino at a regular
meetin3' thereof, held on the 17th day of
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June
1991 by the followin3'
vote, to wit:
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IIII
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,
RESOLUl'ION OF THE CITY OF SAN BERNARDIN:> AUTHORIZIm THE EXElCllTION
OF A <DBG 1\GREEMENr BETWEEN CITY AND SAN BERNARDIN:> BOYS AND GIRIB CLVB
(P.."'::l.LdW l\dmi.ni.stration) .
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COI.mcil MeIIIbers AYES Nl\.YS ABSTl\IN
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ESTRADA ---1L
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REILLY ---1L
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HERNANDEZ ---1L
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MAUOOLEY --'L
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MINOR ---X..-
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roPE-IlJDIAM ---X..-
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MILLER ---X..-
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The forego~ Resolution is hereby approved this 19th day of June
~11 !k~
TOM MINOR, MAYOR PRO TEMPORE
City of San Eernardi.no
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Res. 91-246
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THIS 1\GREEMENT is entered into effective as of this 17thday of June
, 1991, at San Ben1ardi.no, california, between the CITY OF SAN
BERNARDINO, a nnmieipal corporation, referred to as "City", and SAN
BERNARDINO OOYS AND GIRIS CIDB. INC.. a nonprofit conununity sel:Vice
organization, referred to as "Subrecipient". city and Subrecipient agree as
follows :
1. Recitals.
(a) Subrecipient has requested financial assistance from City for
fiscal year 1991/1992 from funds available through the Canununity Development
Block Grant Program from the united states of America to city.
(b) Subrecipient represents that the experxlitures authorized by this
Agreement are for the administration of PI"OClI'Cll11S which provide educational
and emolovment traininq and youth activities for under privilecred children.
which are valid and eligible conununity development purposes, as defined in
CFR Part 570 in a=rdance with federal law and regulations, and that all
funds granted under this Agreement will be used for no purpose other than
those purposes specifically authorized. '!he specific purposes and scope of
sel:Vices of this particular grant are set forth in Exhibit "A", attached
hereto and incorporated into this Agreement as though fully set forth herein.
(c) Subrecipient will COlTply with applicable unifonn administrative
requirements, as described in 24 CFR, Part 570.502.
(d) Subrecipient will carry out each activity, program and/or project
in COlTpliance with all federal laws and regulations as set forth in 24 CFR,
Part 570, with the following exceptions, (i) the Subrecipient does not assume
the environmental responsibilities of the Grantee as described in 24 CFR,
Part 570.604, and; (ii) the Subrecipient does not assume the Grantee's
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EXHIBIT "1"
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responsibilities for initiati.n;J the review process under Executive Order
Number 12372.
(e) SUbrecipient will comply with the requirements set forth in the
Uniform Relocation Assistance arxl Real Property Acquisition Policy Act of
1970, as amerxled, (URA), 49 CFR, Part 24 in accordance with federal
regulations when atteI!q;lti.n;J to or acquiri.n;J any building or parcel of lan::l.
SUbrecipient will be required to obtain written approval from the Executive
Director of the Development Deparbnent prior to any activity taking place
within the confines of URA 49 CFR, Part 24, as amerxled.
2. Pavments.
City shall reiJnburse SUbrecipient for allCMahle costs in=ed under
the scope of this Agreement arxl applicable Federal regulations, which have
not been paid for or reiJnbursed in any other manner by any other Agency or
private source of funding. Reilnbursement will be made at least on a monthly
basis, with the total of all such reilnbursements not to exceed $20.000.00.
3. Tenn.
This Agreement shall COIlUI1enCe Julv 1. 1991. arxl terminate June 30,
1992.
4. Use of F1mds: BudQ'et: Travel Limitation.
(a) 'Ihe funjs paid to SUbrecipient shall be used by it solely for
the purposes set forth in Paragraph l(b) of this Agreement, arxl in accordance
with the program budget submitted by SUbrecipient to the City of San Bernar-
dino Community Development Department, a copy of which is attached to this
Agreement as Exhibit "B". This budget shall list all sources of funding for
the program covered by this Agreement, whether from state, Federal, local or
private sources, arxl shall identify which sources are payi.n;J for which speci-
fic portions of the program, by line-item, to the extent practicable.
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(b) No travel expenses for out-of-state travel shall be included in
this program unless specifically listed in the budget as submitted am ap-
proved, am all travel expenses to be funded fram fun:is provided hereunder
shall be specifically identified as travel expense, which shall be negotiated
between the City of San Bernardino Development Department am SUbrecipient in
the budget. Arry travel expenses incurred by SUbrecipient above the budgeted
amount or for out-of-state travel shall not be eligible for reimbursement
unless the prior written approval of the Executive Director of Development
Department of the City of San Bernardino, or designee, has been obtained.
(c) Funds shall be used for p.rrposes authorized by the Community
Development Block Grant Program only, am no portion of the fun:is granted
hereby shall be used for any purpose not specifically authorized by this
Agreement.
(d) Only net payroll shall be periodically reimbursed by City as an
allowable cost. Arry amounts withheld by SUbrecipient fram an enployee's pay
for taxes, social security, or other withholding am not :i.romedi.ately paid
a<ler to another entity, shall not be included as wages or expenses eligible
for reimbursement as an allowable cost until such time as the withheld taxes,
social security, or other withholdings are actually paid a<ler to another
entity entitled to such payment. Upon such payment am the submission of
evidence of such payment to the City of San Bernardino Development
Development Department, such expenses shall be regarded as an allowable cost,
am the City shall reimburse SUbrecipient for such obligation.
(e) SUbrecipient shall be allowed, with the prior written approval
of the Development Department of the City of San Bernardino, to make changes
to the budget during the first three (3) quarters of the fiscal year, so long
as SUbrecipient is in ccmq:lliance with Section "2" of this Agreement at the
time of submission of the budget JOOdification request. A variation in the
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1 itemization of costs, as set forth in the proposed budget submitted to City,
2 not to exceed ten percent (10%) as to any particular line item, shall be
3 allCMed, provided that the prior written approval of the Executive Director
4 of the Development Development of the City of San Bernardino is obtained, it
5 beiIq unierstood that the total amount of the grant shall not be varied
6 thereby .
7 (f) '!he parties intend that grant fun:ls be utilized within the tin1e
8 period covered by this Agreement, and entitlement to any fun:ls not experrled
9 or obligated shall revert to the City. No reserve for the future shall be
10 established with the fun:ls except as may be authorized to Feet cammitments
11 made for services provided duriIq the period of this Agreement, but not yet
12 paid for at the conclusion of this Agreement.
13 (g) Subrecipient shall remain in cx:.&lpliance with all state, federal
14 and local laws prior to the receipt of any reiJnbursement hereun:ier. 'Ibis
15 includes, but is not lilnited to, all laws and regulations relative to the
16 form of organization, local business licenses and any laws and regulations
17 specific to the business and activity carried out by Subrecipient. Rellnburse-
18 ment shall not be made to Subrecipient which is not operatiIq in CClllpliance
19 with all applicable laws. ReiJnbursements may be subsequently paid, at the
20 discretion of the Executive Director of the Development Department for
21 reimbursement costs incurred duriIq the period when CClllpliance is achieved
22 before expiration of this Agreement.
23 5. Acoountina: Audit.
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(a) Prior to the final payment un:ier this Agreement, and at such
25 other times as may be requested by the Executive Director of the Development
26 Department of the City of San Bernardino, Subrecipient shall submit to the
27 Director an accountiIq of the proposed and actual experrlitures of all
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revenues from whatever source accrui.n;J to the organization for the fiscal
year erxling June 30, 1992.
(b) Financial records shall be maintained by SUbrecipient in a=rd-
ance with Generally Accepted Accounti.n;J Principles, and in a manner which
pennits City to trace the expen::litures of furrls to source docl.mientation. All
books and records of SUbrecipient are to be kept open for inspection at any
time duri.n;J the business day by the City, its officers or agents, and by any
representative of the united states of America authorized to audit cammunity
developnent block grant programs.
(c) Standards for financial management systems and financial report-
i.n;J requirements established by 24 CFR, Parts 85.20 and 85.22 shall be fully
COlIplied with by SUbrecipient. SUbrecipient acknowledges that the furrls
provided are federal furrls.
(d) SUbrecipient's financial management system shall provide for
a=rate, current and COlIplete disclosure of the financial results of each
program sponsored by this l\greement. It is the responsibility of SUbreci-
pient to adequately safeguard all assets of the program, and SUbrecipient
shall assure that they are used solely for authorized pw:poses.
6. Services Available to Residents; Monitorinq and Reportina PrOCJraIU
Perfonnance.
'Ihe services of SUbrecipient shall be made available to residents and
inhabitants of the City of San Bernardino unless othel:wise noted in Exhibit
"A". No person shall be denied service because of race, color, national ori-
gin, creed, sex, marital status, or physical handicap. SUbrecipient shall
COlIply with Affinnative Action guidelines in its employment practices. SUbre-
cipient shall also monitor the program's activities and submit written re-
ports quarterly, or JOC)re often if requested, to the Executive Director of the
Development Department of the City of San Bernardino, in accordance with 24
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1 CFR, Part 85.41(0) (d) and Part 85.21. Failure to provide such quarterly
2 performance reports may prevent the processing by City of SUbrecipient's
3 requests for reill1bursement, and may justify tenp:Jrary withholding as provided
4 for in ParagraIh "11" hereof. city reserves the right to waive such breach,
5 without prejudice to any other of its rights hereumer, upon a finding by the
6 Executive Director of the Developnent Department that such failure was due to
7 extraordinary circumstances and that such breach has been timely cured
8 without prejudice to the City.
9 7. Procurement Practices: COnflict of Interest.
10 SUbrecipient shall comply with procurement proce::lures and guidelines
11 established by 24 CFR, Part 85.36(d) (1), SUbrecipient "ProcureIl1ent
12 Standards". In addition to the specific requirements of 24 CFR, Part 85,
13 SUbrecipient shall maintain a code or standards of coOOuct which shall govern
14 the performance of its officers, employees or agents in contracting with and
15 experning the federal grant furrls made available to SUbrecipient umer this
16 Agreement. SUbrecipient's officers, employees or agents shall neither solicit
17 nor accept gratuities, favors, or anything of lronetary value from contractors
18 or potential contractors. To the extent permissable by state law, rules, and
19 regulations, the standards adopted by SUbrecipient shall provide for
20 penalties, sanctions or other disciplinary actions to be applied for
21 violations of such standards by either the SUbrecipient's officers, employees
22 or agents, or by contractors or their agents. SUbrecipient shall provide a
23 copy of the code or standards adopted to City forthwith. All procurement
24 transactions without regard to dollar value shall be coOOucted in a manner so
25 as to provide maxinu.Im open and free cc:anpetition. The SUbrecipient shall be
26 alert to organizational conflicts of interest or non-canpetitive practices
27 anong contractors which may restrict or eliminate competition or ot:heJ:wise
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restrain trade. Subrecipient agrees to adhere to conflict of interest
provisions set forth in 24 CFR Section 570.611 arxi to the procurement roles
specified in 24 CFR, Part 85.36, in its expenditure of all funis received
under this Agreement.
8. Anti-Kick Back Provisions; Eaual J;mnlovment ClDDortunitv.
All contracts for construction or repair using funis provided under
this Agreement shall include a provision for carrpliance with the Copelarxi
"Anti-Kick Back" Act (18.U.S.C. 874) as supplemented in Department of Labor
Regulations (29 CFR, Part 3). 'Ibis Act provides that each contractor or
subgrantee shall be prohibited fran inducing, by any means, any person em-
played in the construction, carrpletion or repair of public VIOrk, to give up
any part of the carrpensation to which he/she is ot:heJ:wise entitled. Subreci-
pient shall report all suspected or reported violations to City. All con-
tracts in excess of $10,000.00 entered into by Subrecipient using funis
provided under this Agreement shall contain a provision requiring carrpliance
with Equal Enployment Opportunity provisions established by Executive Order
Number 11246, as amen:ied.
9. Prevailina WllC/e Reauiranent.
Arr2 construction contracts awarded by Subrecipient using funis
provided under this Agreement in excess of $2,000.00 shall include a provi-
sion for carrpliance with the Davis-Bacon Act (40 U.S.C. 276(a) to 276(a) (7))
arxi as supplemented by Department of Labor Regulations (29 CFR). Under this
Act, contractors shall be required to pay wages to laborers arxi mechanics at
a rate not less than the minimum wages specified in a wage detennination made
by the Secretary of Labor.
In addition, contractors shall be required to pay
wages not less often than once a week. Subrecipient shall place a copy of
the current prevailing wage detennination issued by the Department of Labor
in each solicitation arxi the award of a contract shall be conditioned upon
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1 the acceptance of the wage determination. SUbrecipient shall report all sus-
2 pected or reported violations to city.
3 10. Approval of city of any Charqes; Use of PL.....LCIIU Incane.
4 (a) City hereby requires SUbrecipient to notify the city, in writing,
5 of its intent to charge a fee for any service, the provision of which is
6 assisted pursuant to this Agreement. City requires SUbrecipient to obtain
7 the prior written approval of city for any charges or fees to be charged by
8 SUbrecipient for such services, and of any rules and regulations governing
9 the provision of services hereunder.
10 (b) Program income represents gross income received by the
11 SUbrecipient directly generated from the use of funds provided hereunder.
12 SUch eamings include interest earned on advances and may include, but will
13 not be limited to, income from service fees, sale of u..ll,......lities, usage and
14 rental fees for real or personal property using the funds provided by this
15 Agreement. As to such income, it shall be first applied to eligible program
16 activities, before requests for reimbursement and, in the use, shall be
17 subject to all applicable provisions of this Agreement. Incame not so
18 applied shall be remitted to City. SUbrecipient shall remit all unspent
19 program income to the City within thirty (30) days subsequent to the en:l of
20 the program year (June 30, 1992).
21 11. TEIrDorarv Withholdincr.
22 The Executive Director of the Developnent Departnvant of the City of
23 San Bernardino is authorized to temporarily withhold the payment of funds to
24 SUbrecipient when the Director determines that any violation of this
25 Agreement has occurred. Funds shall be withheld until the violation is
26 corrected to the satisfaction of the Executive Director. SUbrecipient shall
27 have the right to appeal the decision of the Executive Director to the Mayor
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am CarrarDn Council. '!he sole g:rourrls for such appeal shall be that no
violation of the Agreerrent has occurred. SUbrecipient shall file such appeal
within fifteen (15) clays after such first withholding. '!he Mayor am Conmon
Council shall set a clate for the hearin;J of such appeal which is within
thirty (30) clays followin;J the clate of filin;J.
12. Records Retention.
Financial records, supportin;J dOCl.nl1erlts, statistical records, am all
other records pertaining to the use of the furrls provided un:ler this Agree-
ment shall be retained by SUbrecipient for a period of three (3) years, at a
minimum, am in the event of litigation, claim or audit, the records shall be
retained until all litigation, claillls am audit fi.n:lin;Js involvin;J the re-
cords, have been fully resolved. Records for non~le property acqui-
red with federal furrls provided un:ler this Agreerrent shall be retained for
three (3) years after the final disposition of such property.
13. ProDertv Manaaement standards.
Non~le personal property, for the purposes of this Agreement,
is defined as tan;Jible personal property, purchased in whole or in part with
federal furrls, which has useful life of Il'Ore than one (1) year am an acqui-
sition cost of one-thousarrl dollars ($1,000.00) or Il'Ore per unit. Real
property means lam, includin;J lam i1Tprovements, structures am appurten-
ances thereto, excluding movable machinery am equipment. Non~le
personal property am real property purchased with or i1Tproved by furrls pro-
vided un:ler this Agreerrent shall be subject to the property management stan-
dards set forth in 24 CFR, Part 85.32.
14. TeJ:mination for cause.
(a) City resaves the right to tenninate this Agreerrent in a=rdance
with 24 CFR, Part 85.43, am any am all grants am future payments un:ler
this Agreerrent, in whole or in part, at any time before the clate of
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1 ccmpletion of this 1\greement whenever City detennines that the SUbrecipient
2 has materially failed to ccmply with the terms arxl c:orrlitions of this
3 1\greement. In the event seeks to tenninate this 1\greement for cause, City
4 shall promptly notify the SUbrecipient in writing of the proposed tennination
5 arxl the reasons therefore, together with the proposed effective date. SUbrec-
6 ipient shall be given an opportunity to appear before the Mayor arxl Camnon
7 Council at the time at which the Mayor arxl Camnon Council are to consider
8 such recoII'IllleIne tennination, arxl shall be given a reasonable opportunity to
9 show cause why, if any exists, the 1\greement should not be tenninated for
10 cause. Upon detennination by the Mayor arxl Conunon Council that the contract
11 should be tenninated for cause, notice thereof, including reasons for the
12 detennination, shall prc:nrptly be mailed to the SUbrecipient, together with
13 information as to the effective date of the tennination. SUch notice may be
14 given orally at that hearing. 'Ihe detennination of the Mayor arxl Camnon
15 Council as to cause shall be final.
16 (b) In the event of any tennination whether for cause or for
17 convenience, SUbrecipient shall forthwith provide to the Development Deparbn-
18 ent any arxl all dOCl.Ullentation nl?eded by the Developnent Department to
19 establish a full record of all Ironies received by SUbrecipient arxl to docume-
20 nt the uses of same.
21 15. TeImi.nation for Convenience.
22 City or SUbrecipient may tenninate this 1\greement in whole or in part
23 provided both parties agree that the continuation of the proj ect would not
24 produce beneficial results cammensurate with further experoiture of funds. In
25 such event, the parties shall agree upon the tennination conditions,
26 including the effective date arxl, in the case of partial tenninations, the
27 portion to be tenninated. ~e SUbrecipient shall not i.n= new obligations
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for the tenninated portion after the effective date ani shall cancel as many
outstarxling obligations as possible. city shall allow SUbrecipient full
credit for the city's share of the non-cance11able obligations obligations
properly incurred by the SUbrecipient prior to tennination.
16. Reversion of Assets.
SUbrecipient agrees that upon expiration of this Agreement, the
SUbrecipient shall transfer to the City any ani all CDOO fun:is not used at
the time of expiration ani any accounts receivable attributable to the use of
CDOO fun:is. SUbrecipient agrees that any real property under its control,
which was acquired or i.n'proved, in whole or in part, with CDOO fun:is in
excess of $500.00 shall either, (i) be used to meet one (1) of the three (3)
national objectives as set forth in 24 CFR, Part 570.208 until five (5) years
after expiration of the Agreement or such period of time as determined appro-
priate by the City, or; (ii) is disposed of in a manner which results in the
City being reilllbursed in the aJOOl.lI'lt of the current fair market value of the
property less any portion thereof attributable to experxiiture of, or
i.n'provement to, the property by SUbrecipient. SUch rei1nbursement is not
required after the period of time specified in "i" above.
17. Hold Harmless.
SUbrecipient agrees to indemnify, save ani hold hannless the City and
the Development Department and their enployees ani agents from all
liabilities ani charges, expenses (including counsel fees), suits or losses,
however occurring, or damages, arising or growing out of the use of or
receipt of fun:is paid under this Agreement ani all operations under this
Agreement. Payments under this Agreement are made with the understaniing
that the city ani the Development Department are not involved in the
performance of services or other activities of the SUbrecipient. SUbrecipient
ani its enployees ani agents are indepen:ient contractors ani not enployees or
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1 agents of City am the Development Deparbnent.
2 18. 1\mendment.
3 '!his Agreement may be amendErl or mcdifiErl only by written agreement
4 signed by both parties, am failure on the part of either party to enforce
5 any provision of this Agreement shall not be construed as a waiver of the
6 right to campel enforcement of any provision or provisions.
7 19. Assicmment.
8 '!his Agreement shall not be assigned by SUbrecipient without the
9 prior written consent of city.
10 20. Notices.
11 All notices herein required shall be in writirg am deliverErl in
12 person or sent certifiErl mail, postage prepaid, addressErl as follows:
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As to City:
As to SUbrecipient:
Executive Director
Development Department
City Hall, Fifth Floor
300 North "0" street
San Bernardino, Calif. 92418
21. Evidence of Authoritv.
SUbrecipient shall provide to city evidence in the fom of a
Jerry Herndon, Executive Director
San Bernardino Boys & Girls Club
1180 West 9th street
San Bernardino, Calif. 92411
certifiErl copy of minutes of the governin:J body of SUbrecipient, or other
adequate proof, that this Agreement has been approvErl in all its detail by
the governing body of the SUbrecipient, that the person(s) executirg it are
authorizErl to act on behalf of SUbrecipient, am that this Agreement is a
bindi.n;J obligation on SUbrecipient.
22. Certification of Assurance.
SUbrecipient shall COllply with the program requirements attached
hereto as Exhibit "C", which are incorporatErl by reference as though fully
set forth at length am made a part of this Agreement by execution of all
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1 certifications and assurances of the COB;; program.
2 23. Entire 1\QreeInent.
3 'Ibis 1\greenv3nt and any document or instnnnent attached hereto or
4 referred to herein integrates all tenns and corxlitions mentioned herein or
5 incidental hereto, and supersedes all negotiations and prior writing in
6 respect to the subject matter hereof. In the event of conflict between the
7 tenns, corrlitions or provisions of this 1\greenv3nt, and any such document or
8 instnnnent, the tenns and corrlitions of this 1\greenv3nt shall prevail.
9 24. No Third Part Beneficiaries.
10 No third party shall be deemed to have any rights hereurxier against
11 any of the parties hereto as a result of this 1\greenv3nt.
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FY 1991/1992 alBG 1\GREEMEN'1' BE'l'WEEN CITY AND
Sl\N BERNlUlDIN:l BOYS AND GIRIB CLUB
AtMINISTRM'ION
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2 IN wrrnESS WHEREOF I the parties hereto have executed this Agreement on
3 the day am year first hereinabove written.
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A'l'l'EST:
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I, )\,-(A<J(. ,; ~-~"~)-"1_
\ CITY .J
Approved as to fom am
11 legal =ntent:
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JAMES F. PENMAN I
City Attomey
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lab: 4408
Rev. 6/11/91
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SUBRECIPIENl'
BY:
BY:
PR' ~ECT I ACTIVITY DESC~ -PTI ON'
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5,'$. 307" {
,.:..14 C (..~
SCOPE OF SERVICES
Program Services Objective:
The expansion of the scope of program services to the San Bernardino
communities, particularly those County areas bordering the City of San
Bernardino.
Program services to be proyided include Education, Employment,
Camping, Physical Recreation, Social Recreation, Youth
Development and Community Services. These services will be offered
to children 6-17 years and their families at little or no cost.
Educational Services offered include tutorial and supplelmental
education components for elementary tllrough high school and transition
Into college or vocational training. Employment opportunities are set
forth to teach our youth what it means to be employed and earn a good
living for their family. Children 6-14 years are exposed to responsibility
t..'lrough Job Club activities such as, flyer distribution, neighborhood
beautification, fast food sales from Boys Club kitchen and parl'Jng lot tllrift
sales. We also, have counselors/counseling to assist in our Work Program
These Counselors help teens prepare for interviews, assist in finding jobs,
getting teens to and from intervie....'S
The Camping, Physical Recreation programming provides a variety of
activities for the "''ell rounded development of our youth. Opportunities
L.'lclude s\-\7imming, basketball, flag football, racquetball, tennis, karate,
pmesroom tournaments. campou~.. excursions and Day Camp activitie~
Social Recreation and Community Service as.peets of programnllng
serve youth of all ages and U"1elr famili' members by providing emergency
<"0'" ''''~!)l'''o fr~'" rn",o'l'-' 'arId ""h()l"'~om" ;'~rl'l" d'rti"lt,,,.,
..'/ ... -.J1..lt"t l'o"_', 'CC.... ".......;. . TV . -.-:) - ,.. ~v.J.. .i'-I v , _.-.J.
Youth Development is an important aspect of the Boys and Girls Club
programs. Counselors work directly .,.,ith "at risk- youtil to provide
6uidance counseling services, direction and positive channels for behavior.
Arts and Crafts, Modeling and Crackdo',o,ll are just tkee of tile program
elements offered to assist counselors in building sell -€>Steem, talents and a
sense of sell -worth in these "at risl~" youtll.'
EXHIBIT "A"
.a:i'!G l'OO~ APPLICM'ICIf
OEIVel"'k",,,.ut. Depar1:ml.
Page -3-
v. Prooosed Pro1eat Bu&:let: (Please Chlr>lete ~l1eabl. Items onlvl
a) AdministratiCll
Salaries arxi Frirqe Benefits: $ 20,000
S1Jt:plies: $ 0
Professional services: $ 0
Trave1/Confere1-=:es/Serninars: $ 0
utilities: $ 0
Insuran::e: $ 0
Office Equipne.nt: $ 0
other: $ 0
b) CmstnIctiCll $ 0
c) Erl;Jineerirq am Design $ 0
d) Lan11loquisitial $ 0
e) Plannirq k:tivities $ 0
f) RehabilitatiCll k:tivities $ 0
g) other: $ 0
Total Projeat Cost: . 20,000
(For oonstructial, en;Jineerirq am design, 1arxi acxpisitial arxi
rehabilitatiCll activities ally.)
~tor: N/A
~tor's ~ificatiCl1S:
h) Identify other fun:iin:l soorces: Identify oc:mnitments or awlica-
tialS for furrls frem other soorces to hplaoent this activity. If
other furrls have been ~, attad1 eviden::le of cxmnit:lJent.
SOI1l'Ce of Funds
FuncliM 1.maunt
Date Available
Arrowhead United Way $94,000 Unknown
Juvenile JusLlce $3',565 tlllkllUWll
COUIlLY CBE>G $35,506 tTllRuuWll
i) Was this project previoosly fuOOed with a::B; f'\JOOs? Yes X No
If YES, inticate the year(s) in Which a:e:; furrls \Iel'e rooeived-
arxi the grantirq entity: 1989 City of San Bernardino Community
Development Department
j) If ycu have never received a:m fuIillrg, provide eviden::le of arrj
previoos experience with other federally fuOOed plV<JLCWE:O (use
aalitiooal sheets if ~sary): N / A
EXHIBIT "B"
DEVEIDl'MENl' DEPARmENl' OF THE
CITY OF 8l\N BERNl\RDIN::>
CXlMMtlNITY DEVEID:AmNl' BIDCK GRAN!'
PROGRl\M ~
for
SUBRECIPIENTS
1. SUDPlemental Infonnation for SUbrecipient
As a successful applicant of the City of San Bernardino FY 1991/1992
Canununity Developnent Block Grant (cr:e:;) Program, you are not only
agreeirq to provide the services as stated in your application, but also
to abide by the moo Program requirements am responsibilities. To
further assist you in understarxiin:J said requirements am responsibili-
ties, the followirq summaries am attachments have been prepared to
introduce to or update you on each item. Mditionally, this
instructional package will reauire yaIr governin;J body designated
official to read am sign hisjher signature as part of the moo
agreerent .
2. Month! v Reauest for Reimbursement
Deadline: Due the fifth (5th) day after end of each calendar month
unless otherwise stated in the moo agreement.
Include the followirq:
a) One (1) carq:>leted Request for Reimbursement fonn.
b) One (1) copy of all checks issued that are beirq reilnbursed.
c) One (1) copy of all bills/receipts that support check(s) issued.
d) One (1) copy of all payroll check(s) that are beirq reilnbursed.
e) One (1) copy of all check stubs, accotmtirq ledgers, am;or other
documentation that reflect gross salary am all deductions for each
check(s) issued.
f) One (1) page narrative describirq activities undertaken durirq the
month included for reimbursezoont.
In response to its part of each Ciyl.=.ucl'lt, the City agrees to pay all
invoices within thirty (30) days after it receives the invoice provided
the city is satisfied all expenses have been incurred within the scope of
the executed agreement am that the subrecipient continues to canply with
the tenus am corrlitions of the moo agreement. (Generally, invoices are
processed within ten (10) days of receipt of same.) '!he City reserves
the right to defer processirq of invoices am withhold payments until all
required reports, statements, am;or certificates have been submitted
am, where necessary, approved.
lab: 3025
Rev. 6/11/91
-1-
CDBG PROGRl\M RD;2UIREMENl'S
Fiscal Year 1991/1992
EXHIBIT "e"
g) All accountinJ =rds an::l evidence perta:iniIq to all costs of each
subrecipient an::l all doctnnents related to the CDOO agreement shall be
retained an::l available for three (3) years foll=inJ the CClllpletion
of the fuJ'rled program.
h) Each subrecipient agrees to all= the City of San Bernardino
Community Development DepartJnent to audit the fuJ'rled program as part
of its annual audit of all CDOO funds pursuant to federal regulations
set forth in Title 24 of the Code of Federal Regulations.
3. RePorts/RePOrtinq Reauirements and Records/RaOOrd Keepinq Reauirements
While staff realizes that report writinJ an::l =rd-keepinJ are not the
most desirable aspects of any program, it is one vehicle that provides a
measure of program progress an::l aCCClllplishments. 'lhus, all subrecipients
participatinJ in the CDOO Program are reauired to provide the City of
San Bernardino Development DepartJnent with written reports of its
activities on or before the tenth (10th) day of October, January, April
an::l July of any given program year for the previous three (3) m:>nth
period in addition to a final report when the agreement tenninates. All
reports shall include infonnation on program activities, aCCClllplishments,
new program infonnation an::l current program statistics on expen:litures,
case loads an::l activities of the reportinJ period.
Each subrecipient is also required to maintain ronthly =rds of all
ethnic an::l racial statistics of persons an::l families assisted by its
program(s). This ronthly =rd shall include data on the number of 1=
an::llOClderate income persons an::l households assisted, (as detennined by
federal income limits), number of female-headed households, an::l number of
senior citizens assisted. lis mentioned earlier, each subrecipient is
required to keep all accountinJ =rds an::l evidence perta:iniIq to all
costs for three (3) years foll=inJ CClllpletion of the fuJ'rled program.
4. QUarterl v RePorts
Deadlines: October 10 -- for period covering July 1, to September 30, of
prOyLClIll year.
January 10 -- for period covering October 1, to December 31,
of prog":&ll year.
1\pril 10 -- for period covering January 1, to March 31, of
progIaIh year.
July 10 -- for period covering 1\pri1 1 to JUne 30, of pru."Lam
year.
Include the foll=inJ:
a) One (1) CClllpleted Activity Report (fOnD number 802).
b) one (1) CClllpeted Direct Benefit Report (fOnD number 045 (a) .
lab: 3025
Rev. 6/11/91
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CDoo POOGRAM REQUIREMENl'S
Fiscal Year 1991/1992
c) One (1) completed Contract am SUbcontract Activity Report (fonn CMB
2506-006). (For construction projects only.)
It is the responsibility of the subrecipient to prepare am submit the
required reports by the above stated deadlines in order to keep City
staff infomed of any c.han3'es to the furxl.ed program(s).
5. PrOClram Monitorina
One of the City's responsibilities is to nonitor each subrecipient at
least once a year. Not only are the monitoring visits inten:Jed to ensure
each agency's continued compliance with CDoo requirements, but also serve
as an opportunity for City staff to became more kr'IcMledgeable of each
agency's program(s). '!he nonitoring visits also serve as an opportunity
to provide infonnation to other City staff, the Mayor am Cc:lmlton Council
am other interested persons.
Listed below is typical infonnation city staff will be seeking,
observations that might be made, am items we may wish to review:
a) '!he accomplish1rent(s) of the program(s) to date.
b) Whether or not program objectives are being met.
c) That the inten:1ed client group is being served.
d) '!he rnnnber of people on staff.
e) The existence am maintenance of client files.
f) Assistance City staff can provide.
In addition to monitoring each agency once a year, the City of San
Bernardino Development Department reserves the right to have its internal
auditor conduct an onsite audit of the program as part of the its annual
audit of all CDoo funds pursuant to Federal Regulations.
Although the tenus "monitoring" am "audit" may a~ sanewhat
formidable, please be assured that your agency will be notified in
advance of any request for a monitoring visit. Also, please be advised
that representatives from HUD monitor the CDoo program every year. D.lring
HUD visit(s), they may wish to monitor one (1) or more of the city's
subrecipients. If your agency should be selected, you will be notified in
advance in order to arrange a mutually convenient time.
6. ProQTam Budclet
Another required element of your CDoo agreement with the City is the
program budget. Please submit an updated line item budget reflecting
your approved CDoo allocation. Also, include a CIJflY of your overall
program budget with a surrnnary of your furrling source(s) am the total
agency budget. '!he CDoo portion of your total program or agency budget
should be identifiable.
In past years, several agencies have raised questions regarding minor
budget m:xlifications or adjustments. staff realizes that the approved
budget may require minor adjustments during the life of the program am
request that you discuss proposed changes with Development Department
staff.
lab: 3025
Rev. 6/11/91
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CDBG PR:lGRAM REQUIREMENrS
Fiscal Year 1991/1992
Again, please be remWed that capital or non-experrlable equipnent is not
to be purchased with CDoo furrls. If you need to acquire such equipnent,
please discuss it with Developnent Deparbnent staff.
7. Purchase of Personal ProPertY or Eauittnent (Read section "13" of the CDoo
1lI:Jree:nent
All tangible personal property havin; a useful life of IIOre than one (1)
year ani an acquisition cost of three hurrlred dollars ($300.00) or IIOre
per unit shall be subject to the requirements of the Property Management
Stan:lards specified in 24 CFR, Part 85.32, "Cornm::ln Rule".
8. Procedures
a) All equipnent ani property purchased in accordance with the above
stan:lards shall be identified as "Federal Property-HUO", (include
your internal Identification Number). Identification may be achieved
by taggin; or engravin; the property or by any rrethod that will
result in property Identification Number bein; oermanently affixed.
b) Maintain a separate record of all such equipnent ani property.
Information shall include:
-Narre/Description
-Serial Number
-Identification Number
-Date Purchased
-Purchase Price
-condition (i.e., excellent/good/fair/poor)
-<:haracteristics (i,e., color/features, etc.)
-Ihysical Location (i.e., address/office/rocan, etc.)
c) SUbmit an inventory listin; to the city of San Bernardino Development
Deparbnent each year erninc:r June 30. Said listin; is to be subnitted
by July 10 followin; the ern of the year. '!he list should include all
the information listed under item "b" above.
d) A written request must be sul:tnitted to the City of San Bernardino
Developnent Department for any approved purchases that are not in the
originally approved budget (see agreenent). Written authorization
must be obtained from the Develc.pnent Department by subrecipient
prior to the prrchase of any equipnent, whether or not said equipnent
was included in the agency's original budget.
e) It is the responsibility of the subrecipient to maintain ani repair
all property ani equipnent purchased with CDoo furrls. It is also the
responsibility of the subrecipient to identify all purchased
equipnent ani property with tags or engravin;, ani to supply sarre.
9. Fiscal Acoountincr and Audit Documentation
'!he City of San Bernardino Develc.pnent Deparbnent requires each agency to
observe ani comply with all accoontin; rules ani audit procedures as set
lab: 3025
Rev. 6/11/91
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CDBG PROGRAM REQUIREHEm'S
Fiscal Year 1991/1992
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forth in the COB:; agreerrent. 'Ihe follCMin:J is a brief description of the
JOOSt prominent requirements:
a) As a participant in the city of San Bernardino COB:; Program, each
subrecipient agrees to keep all funds received fran the City seoarate
fram any other sources of fuJ'rlin:J.
b) Each subrecipient also agrees to keep records of all funds received
fram the City of San Bernardino in accordance with the procedures set
forth in the "Agreement Accountin:J an::i Administrative Han:lbook". A
copy of the Han:lbook is attached.
10. certification and Assurance
Attached is a copy of the Certification an::i Assurance form to be prepared
an::i signed by the designated govemin:J official(s) of the subrecipient
agency. '!his dOClll1eI1t is to be attached to the COB:; agreement and shall
become part of the govemin:J requirements.
lab: 3025
Rev. 6/11/91
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CDBG POOGRAM RElQUIREMENl'S
Fiscal Year 1991/1992
t
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DEYEIDPMENr 0EPAIm0IENl' OF THE
CITY OF SAN BERNARDIN:>
''Certification and Assurance"
('1'0 Acoarpany alBG l\greEment)
I, Terrv Herndon, Executive Director
(Name and Title of Official)
of the Boys Rnn r,; r1" Club of San Bernardino
(Name of Agency/Organization)
located at 1180 West 9th Street, San Bernardino, CA 92411
do hereby make the followin;J certification and assurance to ac::caupany the
O:mmmi:ty Developnent Block Grant l\greeInent between Boys and Girls
Club of San Bernardino (name of organization) and
the City of San Bernardino:
a)
Certify that the information booklet for COB; Program requirements has
been read and understood; and
b)
Assure that the Boys and Girls Club of San Bernardino (name of Agency)
will ocanply with all govem.i.rg requirements as stip..1J.ated herewith in the
performance the cooo
Dated:
June 27, 1991
Dated:
~-d~v
lab: 3025
:Rev. 6/11/91
lab: 3025
:Rev. 6/11/91
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alBG m:lGRAM REQUIREMEN1'S
Fiscal Year 1991/1992