HomeMy WebLinkAbout1991-250
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RESOLUTION NUMBER 91-250
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RESOLUTION OF THE !mYOR AND CDM!DN CDUNCIL OF THE CITY OF SAN BERNlUIDDO
2 AUrHORIZII!G AND DIRECTING THE EXECUTION OF A CX>MMllNITY DEVEIDl'MENl' BIDCK GRlINr
FUNDII!G 1\GREEMEN1' BETIiEEN THE CITY OF SAN BERNlUIDDO AND THE El\STER SEAL
3 /::lUl,;.u:i'J:J(jINIAND ARE1\. HEAD INJURY SUPPORr GroUP
4 BE IT RESOLVED BY THE !mYOR AND CDM!DN CDUNCIL OF THE CITY OF SAN
BERNlUIDDO AS FOLIDWS:
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Section 1.
(a) The Mayor of the City of San Ben1ardino is hereby authorized an:i
directed to execute, on behalf of the City, an agreement for Community
Development Block Grant funding with FASTER SEAL SOCIEI'Y/INIAND AREA HEAD
INJURY SUPFORr GROUP. which agreement is attached hereto as Exhibit "1", an:i
is inco:rporated herein by reference as though fully set forth at length. The
agreement provides for the granting of Community Development Block Grant funds
in the following amount 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 CERTIFY that the foregoing resolution was duly adopted by the
Mayor and Cammon Council of the City of San Bernardino at a requ1ar
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meeting thereof, held on the 17th day of June 1991 by the following
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vote, to wit:
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REBOLtJ'l'ION OF THE CITY OF SAN BERNlUIDIN:> AUTlI)RIZIm THE EXECUl'ION
OF A CDBG 1\GREEMENT BE'lWEEN CITY AND El\STER SEAL socn:rY/INLAND
AREA HElID INJURY SUPPORr GroUP.
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ABSTAIN
council Members
Nl'.YS
AYES
ESTRADA
--1L
REILLY
--1L
HERNANDEZ
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MAUDSLEY
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MINOR
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roPE-llJDIAM
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MIllER
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~ty~
'!he forego~ Resolution is hereby approved this 19th day of June
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/ ~ VZI/1A"
TOM MINOR; MAYOR PRO-T~
City of San Bernardino
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~gBEE~E!L~
THIS AGREEMENT is entered into effective as of this Ilthclay of
June , 1991, at San Ben1ardino, Califomia, between the CITY OF SAN
BERNARDINO, a II1llI1icipal corporation, referred to as "City", and EASTER SEAL
SOCIEl'Y/HEAD INJURY SUProRr GROOP PROGRAM. a nonprofit community service
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 Community Development
Block Grant Program from the United states of America to City.
(b) SUbrecipient represents that the expenditures authorized by this
Agreement are for the provision of weeklv counseli.nq and/or theraputic
Proarams. month! v newsletters and meeti.nqs. educational and promotional
materials to low and moderate income head iniured persons and their families.
which are valid and eligible community development purposes, as defined in
CFR Part 570 in accordance 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. The specific purposes and scope of
services 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 comply with applicable uniform administrative
requirements, as described in 24 CFR, Part 570.502.
(d) SUbrecipient will carry out each activity, program and/or project
in compliance 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,
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EXHIBIT "I"
1 Part 570.604, arrl; (ii) the SUbrecipient does not assume the Grantee's
2 responsibilities for initiating the review process urx:ler Executive Order
3 Number 12372.
4 (e) SUbrecipient will comply with the requirements set forth in the
5 Unifonn Relocation Assistance arrl Real Property Acquisition Policy Act of
6 1970, as amended, (URA), 49 CFR, Part 24 in accordance with federal
7 regulations when atterrpting to or acquiring any building or parcel of larrl.
8 SUbrecipient will be required to obtain written approval from the Executive
9 Director of the Development Department prior to any activity taking place
10 within the confines of URA 49 CFR, Part 24, as amended.
11 2. Pavments.
12 City shall reimburse SUbrecipient for allowable costs incurred under
13 the scope of this Agreement arrl applicable Federal regulations, which have
14 not been paid for or reimbursed in any other manner by any other llqency or
15 private source of furxiing. ReiInbursement will be made at least on a monthly
16 basis, with the total of all such reiInbursements not to exceed 20.000.00.
17 3. Tenn.
18 'lhis Agreement shall COll1ll1ence Julv 1. 1991. arrl tenninate June 30,
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20 4. Use of Funds; Budl:ret; Travel Limitation.
21 (a) 'Ihe fun:is paid to SUbrecipient shall be used by it solely for
22 the purposes set forth in Paragraph l(b) of this Agreement, arrl in accordance
23 with the program budget submitted by SUbrecipient to the City of San Bernar-
24 dino Community Development Deparbnent, a copy of which is attached to this
25 Agreement as Exhibit "B". 'lhis budget shall list all sources of furxiing for
26 the program covered by this Agreement, whether from state, Federal, local or
27 private sources, arrl shall identify which sources are paying for which speci-
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fie portions of the program, by line-item, to the extent practicable.
(b) No travel expenses for out-of-state travel shall be included in
this program unless specifically listed in the budget as submitted and ap-
proved, and all travel expenses to be funded from funjs provided hereunder
shall be specifically identified as travel expense, which shall be negotiated
between the City of San Bernardino Development Deparbnent and SUbrecipient in
the budget. Arrf 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 purposes authorized by the Community
Development Block Grant Program only, and no portion of the funjs granted
hereby shall be used for any purpose not specifically authorized by this
Agreement .
(d) Only net payroll shall be periodically reilnbursed by City as an
allowable cost. Arrf amounts withheld by SUbrecipient from an employee's pay
for taxes, social security, or other withholding and not :iJnmediately paid
over 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 over to another
entity entitled to such payment. Upon such payment and 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,
and the City shall reimburse SUbrecipient for such obligation.
(e) SUbrecipient shall be allowed, with the prior written approval
of the Development DepartJnent 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 compliance with Section "2" of this Agreement at the
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1 t:i1ne of submission of the budget IIICdification request. A variation in the
2 itemization of costs, as set forth in the propose1 budget submitted to City,
3 not to exceed ten percent (10%) as to any particular line item, shall be
4 allowed, provided that the prior written approval of the Executive Director
5 of the Development Development of the City of San Bernardino is obtained, it
6 being urxierstood that the total amount of the grant shall not be varied
7 thereby.
8 (f) '!he parties interrl that grant furrls be utilized within the t:i1ne
9 periro covered by this Agreement, an:l entitlement to any furrls not expended
10 or obligated shall revert to the city. No reserve for the future shall be
11 established with the furrls except as may be authorized to meet commitments
12 made for services provided during the periro of this Agreement, but not yet
13 paid for at the conclusion of this Agreement.
14 (g) SUbrecipient shall remain in c:onpliance with all state, federal
15 an:l local laws prior to the receipt of any re:ilnbursement hereunder. This
16 includes, but is not Imted to, all laws an:l regulations relative to the
17 fom of organization, local business licenses an:l any laws an:l regulations
18 specific to the business an:l activity carried out by SUbrecipient. Rei1nburse-
19 ment shall not be made to SUbrecipient which is not operating in c:onpliance
20 with all applicable laws. Re:ilnbursements may be subsequently paid, at the
21 discretion of the Executive Director of the Development Department for
22 reiInbursement costs incurred during the periro when c:onpliance is achieved
23 before expiration of this Agreement.
24 5. Accountinq: Audit.
25 (a) Prior to the final payment urrler this Agreement, an:l at such
26 other t:i1nes as may be requested by the Executive Director of the Development
27 Department of the City of San Bernardino, SUbrecipient shall submit to the
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Director an accounting of the proposed arxl actual experxlitures of all
revenues fram whatever source a=ruing to the oJ:ganization for the fiscal
year errling June 30, 1992.
(b) Financial records shall be maintained by SUbrecipient in a=rd-
ance with Generally Accepted Accounting Principles, and in a manner which
pennits City to trace the experxlitures of funds to source dOCLllllelltation. All
books and records of SUbrecipient are to be kept open for inspection at any
time during the business day by the City, its officers or agents, and by any
representative of the United states of America authorized to audit CCIIlIlllllI1i.ty
development block grant programs.
(c) Standards for financial management systems and financial report-
ing requirements established by 24 CFR, Parts 85.20 and 85.22 shall be fully
CCIlIplied with by SUbrecipient. SUbrecipient acknowledges that the funds
provided are federal funds.
(d) SUbrecipient's financial management system shall provide for
accurate, current and CCIlIplete disclosure of the financial results of each
program sponsored by this Agreement. 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 purposes.
6. services Available to Residents: Monitorina and Recortincr PrUYLQUl
Perfonnance.
The services of SUbrecipient shall be made available to residents and
inhabitants of the City of San Bernardino unless othe1: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
CCIlIply with Affirmative Action guidelines in its employment practices. SUbre-
cipient shall also m::>nitor the program's activities and submit written re-
ports quarterly, or m::>re often if requested, to the Executive Director of the
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1 Development DepartJrent of the City of San Bernardino, in a=rclance with 24
2 CPR, Part 85.41(c) (d) and Part 85.21. Failure to provide such quarterly
3 perfomance reports may prevent the prcx::essing by City of SUbrecipient's
4 requests for reiJnbursement, and may justify temporcuy withholding as provided
5 for in Paragraph "11" hereof. City reseIVes the right to waive such breach,
6 without prejudice to any other of its rights hereurrler, upon a finiing by the
7 Executive Director of the Development DepartJnent that such failure was due to
8 extraordinzuy circumstances and that such breach has been ti1ne1y cured
9 without prejudice to the City.
10 7. ProcurEment Practices: COnflict of Interest.
11 SUbrecipient shall COITQ?ly with procurement procedures and guidelines
12 established by 24 CPR, Part 85.36(d) (1), SUbrecipient "Procurement
13 Standards". In addition to the specific requirements of 24 CPR, Part 85,
14 SUbrecipient shall maintain a code or standards of conduct which shall govern
15 the perfo:rmance of its officers, errp10yees or agents in contracting with and
16 experrling the federal grant furrls made available to SUbrecipient un:l.er this
17 Agreement. SUbrecipient's officers, errp10yees or agents shall neither solicit
18 nor accept gratuities, favors, or anything of monetary value from contractors
19 or potential contractors. To the extent pennissab1e by state law, roles, and
20 regulations, the standards adopted by SUbrecipient shall provide for
21 penalties, sanctions or other discip1i.naJ:y actions to be applied for
22 violations of such standards by either the SUbrecipient's officers, errp10yees
23 or agents, or by contractors or their agents. SUbrecipient shall provide a
24 copy of the code or standards adopted to City forthwith. All procurement
25 transactions without regard to dollar value shall be conducted in a manner so
26 as to provide maximum open and free CXlIlpetition. '!he SUbrecipient shall be
27 alert to organizational conflicts of interest or non~itive practices
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am:>ng contractors which may restrict or eli1ni.nate campetition or otherwise
restrain trade. SUbrecipient agrees to adhere to conflict of interest
provisions set forth in 24 CFR section 570.611 and to the procurement rules
specified in 24 CFR, Part 85.36, in its expenditure of all funds received
under this l\greement.
8. Anti-Kick Back Provisions: Eaual EmPlovment OtlDOrtunitv.
All contracts for construction or repair using funds provided under
this l\greement shall include a provision for CCIllq;>liance with the Copeland
"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 =ntractor or
subgrantee shall be prohibited from in:lucing, by any means, any person em-
ployed in the construction, CCIllq;>letion or repair of public work, to give up
any part of the campensation to which he/she is otherwise 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 funds
provided under this l\greement shall =ntain a provision requiring CCIllq;>liance
with Equal E:n;lloyment Opportunity provisions established by Executive Order
Number 11246, as amended.
9. Prevailinq Waqe ReQuirement.
Any construction =ntracts awarded by SUbrecipient using funds
provided under this l\greement in excess of $2,000.00 shall include a provi-
sion for CCIllq;>liance with the Davis-Ba=n Act (40 U.S.C. 276(a) to 276(a) (7))
and as supplemented by DepartJnent of labor Regulations (29 CFR). Under this
Act, =ntractors shall be required to pay wages to laborers and mechanics at
a rate not less than the minimum wages specified in a wage determination made
by the Secretary of labor. In addition, =ntractors shall be required to pay
wages not less often than once a week. SUbrecipient shall place a =py of
the current prevailing wage determination issued by the Department of labor
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1 in each solicitation and the award of a contract shall be corxlitioned upon
2 the acceptance of the wage determination. SUbrecipient shall report all sus-
3 pected or reported violations to city.
4 10. APProval of city of any Charqes; Use of P.l:wlcud Incane.
5 (a) City hereby requires SUbrecipient to notify the City, in writing,
6 of its intent to charge a fee for any service, the provision of which is
7 assisted pursuant to this Agreement. city requires SUbrecipient to obtain
8 the prior written approval of city for any charges or fees to be charged by
9 SUbrecipient for such services, and of any roles and regulations governing
10 the provision of services here1.m:ler.
11 (b) Program income represents gross income received by the
12 SUbrecipient directly generated from the use of fun:ls provided hereurxler.
13 Such earnings include interest earned on advances and may include, but will
14 not be limited to, income from service fees, sale of l,;Ul,.,ulities, usage and
15 rental fees for real or personal property using the fun:ls provided by this
16 Agreement. As to such income, it shall be first applied to eligible program
17 activities, before requests for reimbursement and, in the use, shall be
18 subject to all applicable provisions of this Agreement. Income not so
19 applied shall be remitted to city. SUbrecipient shall remit all unspent
20 program income to the City within thirty (30) days subsequent to the en:i of
21 the program year (June 30, 1992).
22 11. Temporary Withho1dinq.
23 The Executive Director of the Development Department of the City of
24 San Bernardino is authorized to temporarily withhold the payrrent of fun:ls to
25 SUbrecipient when the Director determines that any violation of this
26 Agreement has occurred. FUnds shall be withheld until the violation is
27 corrected to the satisfaction of the Executive Director. SUbrecipient shall
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have the right to appeal the decision of the Executive Director to the Mayor
and Cammon Council. The sole grounds for such appeal shall be that no
violation of the Agreement has occurred. SUbrecipient shall file such appeal
within fifteen (15) days after such first withholdin;J. 'lhe Mayor and Cammon
Council shall set a date for the hearin;J of such appeal which is within
thirty (30) days follOlVin;J the date of filin;J.
12. Records Retention.
Financial records, supportin;J documents, statistical records, and all
other records pertainin;J to the use of the furrls provided urder this Agree-
ment shall be retained by SUbrecipient for a period of three (3) years, at a
mininnlm, and in the event of litigation, claim or audit, the records shall be
retained until all litigation, claims and audit findin;Js involvin;J the re-
cords, have been fully resolved. Records for non-expeOOable property acqui-
red with federal furrls provided urder this Agreement shall be retained for
three (3) years after the final disposition of such property.
13. ProDertv ManaaEllleIlt standards.
Non-expeOOable 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 m:>re than one (1) year and an acqui-
sition cost of one-thousarrl dollars ($1,000.00) or m:>re per unit. Real
property means land, includin;J land inprovernents, structures and appurten-
ances thereto, excludID;J movable ll'achinery and equipment. Non-expeOOable
personal property and real property purchased with or inproved by furrls pro-
vided urrler this Agreement shall be subj ect to the property ll'anagernent stan-
dards set forth in 24 CFR, Part 85.32.
14. Tennination for Cause.
(a) City reserves the right to tenninate this Agreement in accordance
with 24 CFR, Part 85.43, and any and all grants and future payments under
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1 this Agreement, in whole or in part, at any tilne before the date of
2 COIlq:lletion of this Agreement whenever city determines that the Subrecipient
3 has materially failed to COIlq:lly with the tenns and conditions of this
4 Agreement. In the event seeks to terminate this Agreement for cause, City
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shall promptly notify the Subrecipient in writing of the proposed tennination
and the reasons therefore, together with the proposed effective date. Subrec-
ipient shall be given an opportunity to appear before the Mayor and Common
Council at the tilne at which the Mayor and Common Council are to consider
such recommended termination, and shall be given a reasonable opportunity to
show cause why, if any exists, the Agreement should not be terminated for
cause. Upon determination by the Mayor and Common Council that the contract
should be terminated for cause, notice thereof, including reasons for the
determination, shall promptly be mailed to the Subrecipient, together with
inforIl'ation as to the effective date of the termination. SUch notice may be
given orally at that hearing. The detennination of the Mayor and Common
Council as to cause shall be final.
(b) In the event of any tennination whether for cause or for
convenience, Subrecipient shall forthwith provide to the Development Deparbn-
ent any and all dOClmlentation needed by the Development Deparbnent to
establish a full record of all monies receiVed by Subrecipient and to dOCill\\e-
nt the uses of same.
15. Tennination for COnvenience.
23 City or Subrecipient may tenninate this Agreement in whole or in part
24 provided both parties agree that the continuation of the project would not
25 produce beneficial results COIlU11el1SUrate with further expenditure of funds. In
26 such event, the parties shall agree upon the termination conditions,
27 including the effective date and, in the case of partial terminations, the
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portion to be tenninated. '!he SUbrecipient shall not i.n= new obligations
for the tenninated portion after the effective date am shall cancel as many
outstarnin:J obligations as possible. City shall allOltl SUbrecipient full
credit for the City's share of the non-cancellable 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 am all COB; furxis not used at
the t.iJne of expiration am any accounts receivable attributable to the use of
COB; furxis. SUbrecipient agrees that any real property under its control,
which was acquired or illIproved, in vm.ole or in part, with COB; furxis 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 t.iJne as determined appro-
priate by the City, or; (ii) is disposed of in a manner which results in the
City bein:J reimbursed in the aIOOUnt of the current fair market value of the
property less any portion thereof attributable to experxiiture of, or
illIprovement to, the property by SUbrecipient. SUch re:iJnbursement is not
required after the period of t.iJne specified in "i" above.
17. Hold Hannless.
SUbrecipient agrees to .in::lemnify, save am hold hannless the City and
the Development Department am their enployees am agents from all
liabilities am charges, expenses (includin:J counsel fees), suits or losses,
however =in:J, or damages, arisin:J or ~in:J out of the use of or
receipt of furxis paid under this Agreement am all operations under this
Agreement. Payments under this Agreement are made with the understarnin:J
that the City am the Development Department are not involved in the
performance of services or other activities of the SUbrecipient. SUbrecipient
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1 and its eJll'loyees and agents are Weperrlent contractors and not eJll'loyees or
2 agents of City and the Development Department.
3 18. 1\mendment.
4 '!his Agreement may be amen:ied or modified only by written agreement
5 signed by both parties, and failure on the part of either party to enforce
6 any provision of this Agreement shall not be construed as a waiver of the
7 right to ccntpll enforcement of any provision or provisions.
8 19. Assicmment.
9 '!his Agreement shall not be assigned by SUbrecipient without the
10 prior written consent of City.
11 20. Notices.
12 All notices herein required shall be in writing and delivered in
13 person or sent certified mail, postage prepaid, addressed 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
Brian Best, Executive Director
East Seal Society
241 East 9th street
San Bernardino, Calif. 92410
21. Evidence of Authoritv.
SUbrecipient shall provide to City evidence in the forn of a
certified copy of minutes of the governing body of SUbrecipient, or other
adequate proof, that this Agreement has been approved in all its detail by
the governing body of the SUbrecipient, that the person(s) executing it are
authorized to act on behalf of SUbrecipient, and that this Agreement is a
bWing obligation on SUbrecipient.
22. certification of Assurance.
SUbrecipient shall comply with the program requirE!ll'eJ'\ts attached
hereto as Exhibit "C", which are incorporated by reference as though fully
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1 set forth at length and made a part of this Agreement by execution of all
2 certifications and assurances of the CDBG program.
3 23. Entire 1\areement.
4 'Ibis Agreement and any document or instrument attached hereto or
5 referred to herein integrates all terms and coIrlitions mentioned herein or
6 incidental hereto, and supersedes all negotiations and prior writing in
7 respect to the subj ect matter hereof. In the event of conflict between the
8 terms, coIrlitions or provisions of this Agreement, and any such document or
9 instrument, the terms and coIrlitions of this Agreement shall prevail.
10 24. No Third Part Beneficiaries.
11 No third party shall be deemed to have any rights hereunder against
12 any of the parties hereto as a result of this Agreement.
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FY 1991/1992 CDBG 1\GREEMENT BETWEEN CITY 1\ND
m\BTER SEAL SOCIETY/INLlIND AREA HEN> INJURY SUPl'ORl' GROUP
1 IN WITNESS WHEREOF, the parties hereto have executed this 1lgreement on
2 the day arxl. year first hereinabove written.
3
4 ATTEST:
5
6
7
8
~~ :1r~~y
SUBRECIPIENl'
BY:'- ~-----~
President
A TTAClh'1ENT A
SCOPE OF SERVICES
Head Iniury Support Group Proeram Goals at Easter Seals.
1991-92
- Continue providing Head Injury information/counseling to area
hospitals and rehabilitation centers serving families and friends of
survivors.
- Schedule outreach meetings with Social Workers and discharge
planners of all major hospitals through out San Bernardino City by
October 15th.
- Market and implement Cognitive Retraining Program created
by Dr. Keith Drieberg specially for Easter Seal Head Injury clients.
Obtaining necessary equipment to enable use of above program by
limited dexterity clients. (By October 15th).
- Continue newsletter service on a timely and consistent basis
(=9 per year), as well as monthly general Support Group Meetings.
- Provide respite care for caregivers of head injury survivors
working in conjunction with the Inland Caregivers Resource Center.
Start a Support Group solely for the caregivers.
- Continue weekly Group Counseling for appropriate clients,
which provides professional counseling to 10-15 survivors per week.
(By August 1, 1991).
- Actively promote head injury prevention with an educational
program for elementary school age children; develop written
materials for distribution to target areas. Implement by November
1 s t.
- Continue to persue all available media outlets as a means to
educate the general population about the world of closed head injury.
News release, public service announcements and television
spots will be utilized for the above stated purpose. Five press
releases per year and Two PBS spots.
- Invite the Community Development Citizens Advisory
Committee to visit our facility and programs.
- Continue to provide information and referral services to
survivors and caregivers.
- Acquire adaptive equipment for on site computer. (By Oct.
15th)
EXHIBIT "A"
CDOO Pro~ APPI,IC1\"" "N
OeY8lopnent Department.
, PlIqe -3-
ATTAClI!lENT B
v. Proposed Proiect Bu~et (Please Carl>lete kolicable Items Only)
a) Administration
Salaries am Frin;Je Benefits:
SUWlies:
Professional Sel:Vices:
Travel/Conferences/seminars :
utilities:
Insurance:
Office Equiprrerrt:
other:
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
13.81iL
4,600
q;>O
fiOO
b) Construction
c) En;Jineering am Design
d) lan:l. Acquisition
e) Planning Activities
f) Rehabilitation Activities
g) other:
Total Project Cost:
20.000
(For construction, engineering am design, lam acquisition am
rehabilitation activities only.)
Fsti1nator: N/ A
Fsti1nator I s Qualifications:
h) Identify other furrlin:f scm-ces: Identify camnit:lQents or ~lica-
tions for funis fran other scm-ces to i:mpleJOOnt this activity. If
other funis have been awroved, attach evidence of camnitment.
Source of Funds
FI.Indi.M 1\mount
$ 10,000
$
$
Date Available
New Med i co
Renewal pending
i) Was this project previously furrled with ma; funis? Yes X No
If YES, indicate the year(s) in which ma; funis were received-
am the ~ entity: 1987-88, 1988-89, 1989-90, 1990-91
j) If you have never received ma; funding, provide evidence of arrj
previous experience with other federally furrled progxall"; (use
additional sheets if neces"ary) :
EXHIBIT "B"
DEVEIDFMENl' DEPARDIENl' OF THE
CITY OF SAN BERNl\RDlN)
OOMMUNITY DEVEIDFMENl' BIJX:K GRANl'
m::lGRAM REQUIREMEN1'S
for
SUBRECIPIENrS
1. SUpplemental Infonnation for SUbrecipient
As a successful applicant of the City of San Bernardino FY 1991/1992
Cammun:ity IJevelC>pIrent Block Grant (CDa:;) Program, you are not only
agreeing" to provide the senrices as stated in your application, but also
to abide by the CDB:; Program requirements and responsibilities. To
further assist you in understanding" said requirements and responsibili-
ties, the following" SUlTIl1'aries and attachments have been prepared to
introduce to or update you on each item. Additionally, this
instructional package will reauire your governing" body designated
official to read and sign hisjher signature as part of the CDa:;
agreeIlV3l'lt.
2. Monthl v Reauest for Reimbursement
Deadline: Due the fifth (5th) day after end of each calendar 1lIOnth
unless otherwise stated in the ma:; agreement.
Include the following":
a) One (1) COIIpleted Request for Reimbursement fom.
b) One (1) copy of all checks issued that are being" reimbursed.
c) One (1) copy of all bills/receipts that support check(s) issued.
d) One (1) copy of all payroll check(s) that are being" reimbursed.
e) One (1) copy of all check stubs, a=unting" ledgers, arrl/or other
documentation that reflect gross salary and all deductions for each
check(s) issued.
f) One (1) page narrative describing" activities undertaken during" the
month included for reimbursement.
In response to its part of each agl.~, 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 agreeIlV3I'lt and that the subrecipient continues to COIIply with
the tenns and corxlitions of the CDB:; agreement. (Generally, invoices are
processed within ten (10) days of receipt of same.) '!he City reserves
the right to defer processing" of invoices and withhold payments until all
required reports, statements, arrl/or certificates have been submitted
and, where necessary, approved.
lab: 3025
Rev. 6/11/91
-1-
ma:; m::lGRAM REQUIREMENl'S
Fiscal Year 1991/1992
EXHIBIT "e"
g) All accountirq records ani evidence pertai.ni.n3' to all costs of each
subrecipient ani all documents related to the CDI'G agreement shall be
retained ani available for three (3) years followirq the CClltpletion
of the f\.lnied program.
h) Each subrecipient agrees to allow the City of San Bernardino
Cormnunity Development Deparbnent to audit the funied program as part
of its annual audit of all CDI'G funis pursuant to federal regulations
set forth in Title 24 of the Code of Federal Regulations.
3. Reports/RePOrtincr Requirements and Reoords/Record KeE!Pincr Requirements
While staff realizes that report writirq ani record-keepirq are not the
Il'DSt desirable aspects of arrj program, it is one vehicle that provides a
measure of program progress ani aCCClJlillishments. '!hus, all subrecipients
participatirq in the CDI'G Program are required to provide the City of
San Bernardino Development Deparbnent with written reports of its
activities on or before the tenth (lOth) day of October, January, April
ani July of arrj given program year for the previous three (3) ll"Onth
period in addition to a final report when the agreement tenninates. All
reports shall include infonnation on program activities, aCCClltplishments,
new program infonnation ani current program statistics on expen:litures,
case loads ani activities of the reportirq period.
Each subrecipient is also required to naintain oonthly records of all
ethnic ani racial statistics of persons ani families assisted by its
program(s). '!his ll"Onthly record shall include data on the number of low
ani ll'Oderate income persons ani households assisted, (as determined by
federal income l:lnri.ts), number of female-headed households, ani number of
senior citizens assisted. As mentioned earlier, each subrecipient is
required to keep all accountirq records ani evidence pertai.ni.n3' to all
costs for three (3) years followirq CClltpletion of the funied program.
4. Quarterlv Reports
Deadlines: OCtober 10 -- for period covering July 1, to September 30, of
program year.
January 10 -- for period covering OCtober 1, to December 31,
of program year.
April 10 -- for period covering January 1, to March 31, of
program year.
July 10 -- for period covering April 1 to Jtme 30, of prVYLdW
year.
Include the followirq:
a) One (1) CClltpleted Activity Report (form mnnber 802).
b) One (1) competed Direct Benefit Report (form number 045 (a) .
lab: 3025
Rev. 6/11/91
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CDI'G POOGRAM REQtlIREMENI'S
Fiscal Year 1991/1992
c) One (1) conpleted Contract am SUbcontract lIctivity Report (fonn a.m
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 infonned of any changes to the furxied program(s).
5. Pl:V<.lLCllll MonitorlIlC/
One of the City's responsibilities is to monitor each subrecipient at
least once a year. Not only are the monitoring visits intended to ensure
each agency's continued conpliance with cooo requirements, but also serve
as an opportunity for City staff to become more knc:Mledgeable of each
agency's program(s). The monitoring visits also serve as an opportunity
to provide infonnation to other City staff, the Mayor am CoInm:m Council
am other interested persons.
Listed below is typical infonnation City staff will be seekin:J,
observations that might be made, am items we may wish to review:
a) The acconplishment(s) of the program(s) to date.
b) Whether or not program objectives are being met.
c) '!hat the intended client group is being served.
d) The rnnnber of people on staff.
e) '!he 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 COOO furxis pursuant to Federal Regulations.
Although the tenus ''monitoring'' am "audit" may appear somewhat
fonnidab1e, 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 COOO program e<lery 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. Proqram BudeJet
Another required element of your COOO agreement with the City is the
program budget. Please submit an updated line item budget reflecting
your approved COOO allocation. Also, include a copy of your overall
program budget with a surrnnary of your furxling source(s) am the total
agency budget. '!he COOO portion of your total program or agency budget
should be identifiable.
In past years, Se<leral agencies have raised questions regarding minor
budget modifications or adjustments. Staff realizes that the approved
budget may require minor adjustJrents 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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COOO PR:lGRAM REQUIREMENl'S
Fiscal Year 1991/1992
Again, please be reminjErl that capital or non-experdable equipment is not
to be purchased with CD~ i'LlOOs. If you neErl to acquire such equipment,
please discuss it with I)::!velopment Department staff.
7. Purchase of Personal Propertv or EauiJ:l11BJlt (Read section "13" of the CDoo
~t
All tan;Jible personal property having a useful life of rore than one (1)
year am an acquisition oost of three hurrlred dollars ($300.00) or rore
per unit shall be subject to the requirements of the Property Management
Standards specifiErl in 24 CFR, Part 85.32, "Common Rule".
8. Procedures
a) All equipment am property purchased in accordance with the above
standards shall be identifiErl as "FErleral Property-HUO", (include
your internal Identification Number). Identification may be achievErl
by tagging or engraving the property or by arrj rrethod that will
result in property Identification Number being oennanently affixed.
b) Maintain a separate record of all such equipment am property.
Information shall include:
-Name/Description
-Serial Number
-Identification Number
-Date Purchased
-Purchase Price
-con:lition (i.e., excellent/goocl/fair/poor)
-G'laracteristics (i,e., color/features, etc.)
-Fhysical IDeation (i.e., address/office/room, etc.)
c) SUJ::ani.t an inventory listing to the City of San Bernardino I)::!velopment
DepartIrent each year endim June 30. Said listing is to be sul:!nitted
by JulY 10 following the end of the year. The list should include all
the information listErl urrler item "b" above.
d) A written request Im.1St be sul:!nittErl to the City of San Bernardino
I)::!velopment Department for arrj approvErl p.rrchases that are not in the
originally approvErl budget (see agreement). Written authorization
Im.1St be obtainErl from the I)::!velopment Department by subrecipient
prior to the purchase of any equipment, whether or not said equipment
was includErl in the agency's original budget.
e) It is the responsibility of the subrecipient to maintain am repair
all property am equipment ~sErl with CD~ i'LlOOs. It is also the
responsibility of the subrecipient to identify all purchased
equipment am property with tags or engraving, am to supply sarre.
9. Fiscal Accountincr and Audit Documentation
The City of San Bernardino I)::!velopment Department requires each agency to
observe and comply with all accounting rules and audit procedures as set
lab: 3025
Rev. 6/11/91
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CDBG l'roGRl\M Im2UIREMENl'S
Fiscal Year 1991/1992
forth in the COB:; agreement. 'Ihe following is a brief description of the
rost prcmdnent requi.renv2nts:
a) As a participant in the City of San Bernardino COB:; Program, each
subrecipient agrees to keep all furrls received fram the city separate
fram any other sources of furrling.
b) Each subrecipient also agrees to keep records of all furrls received
fram the City of San Bernardino in accordance with the procedures set
forth in the "Agreement Accounting an::! Administrative Handbook". A
copy of the Han:fuook is attached.
10. Certification and Assurance
Attached is a copy of the Certification an::! Assurance form to be prepared
an::! signed by the designated governing official (s) of the subrecipient
agency. 'Ibis document is to be attached to the COB:; agreement an::! shall
become part of the governing requi.renv2nts.
lab: 3025
Rev. 6/11/91
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CDB3 PBOOR1lM REQUIREMENl'S
Fiscal Year 1991/1992
c - ~
DEVEIDJ:IMENl' ~ OF THE
CITY OF SAN BE!lN1lRDIN)
''Certification and Assurance"
(To AcoaIQ?aI1y CDBG hJreement)
I, Brian Bost, CEO
(Name arrl Title of Official)
of the Easter Seal Society of the Inland Counties
(Name of Agency/Organization)
located at
241 East Ninth Street, San Bernardino, CA 92410
do hereby make the followirq certification arrl assurance to accompany the
O:lmm.lnity Development Block Grant Agreement between Easter Seal Sac iety
of the Inland Counties (name of organization) arrl
the city of San Bernardino:
a) Certify that the infonnation booklet for COB:; Program requirements has
been read am urrlerstood; arrl
b) Assure that the Easter Seal Society of the Inland Counttname of Agency)
will camply with all governirq requirements as stipulated herewith in the
perfonnance of the COB:; Agreement.
\~v
I;::i:;r~
DeVelopment DepartIrent Representative
Dated: June 26, 1991
Dated:
6-Zf-~0;1
lab: 3025
Rev. 6/11/91
lab: 3025
Rev. 6/11/91
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COB:; PmGRAM REQUIREMENl'S
Fiscal Year 1991/1992