HomeMy WebLinkAbout1991-255
RESOLUTION NUMBER 91-255
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RESOLUTION OF THE !mYOR 1\ND CDHJN OOUNCIL OF THE CITY OF SAN BERNlIRDIN:>
2 AtJTII)RIZIH; 1\ND DIRECl'ING THE EXECUTION OF A <nooJNITY DEVEIDPMENl' BWCK GRANT
FtlNDIH; 1\GREEMEN1' BETWEEN THE CITY OF Sl\N BERNlIRDINJ 1\ND laDS 1\GADiST CRIME,
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4 BE IT RESOLVED BY THE !mYOR 1\ND CXlM!DN OOUNCIL OF THE CITY OF SAN
BERNl\RDINJ 1\8 roLIDWS:
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section 1.
(al The Mayor of the city of San Bernardino is hereby authorized ani
directed to execute, on behalf of the City, an agreement for Cormnunity
Development Block Grant funding with KIOO AGAINST CRIME. INC.. which agreement
is attached hereto as E>d1:ibit "1", ani is incorporated herein by reference as
though fully set forth at length. '!he agreement provides for the granting of
Cormnunity Development Block Grant funds in the following amount of $20.000.00.
section 2.
(al '!he authorizations to execute the above referenced agreen-ent is res-
cirrled 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 foregoing resolution was duly adopted by the
Mayor ani Camloon Council of the City of San Bernardino at a reQu1ar
meeting thereof, held on the 17th day of June
vote, to wit:
1991 by the following
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RESOLUTION OF THE CITY OF SAN BERm\RI)lN) AUTHORIZING THE EXECt1l'ION
OF A CDBG 1lGREEMENT BETWEEN CITY AND KIDS 1\GlUNST
CRIME, IN:).
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REILLY
AYES W\YS
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ABSTAIN
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HERNANDEZ
MAUDSIEY
MINOR
roPE-lllDIAM
MILLER
~~~.
City Clerk .
14 The foregoin;J Resolution is hereby approved this l'kh day of June
15 1991.
.~z mf~
"roM MINOR, MAYOR PRO TEMPORE
City of San Bernardino
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Res. 91-255
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THIS AGREEMENT is entered into effective as of this 17thday of
June
, 1991, at San !3enlardino, Califo:rnia, between the CITY OF SAN
BERNARDDlO, a municipal corporation, referred to as "City", and kIllS AGAINST
CRIME, DlC. , 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 Conununity Development
Block Grant Program from the United states of America to city.
(b) SUbrecipient represents that the expemitures authorized by this
Agreement are for the provision of crilne prevention and druq free envirornnent
and teachinq children how not to be victims of crilne, which are valid and
eligible community 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. 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 COIlp1y with applicable unifo:rm administrative
requirements, as described in 24 CFR, Part 570.502.
(d) SUbrecipient will carry out each activity, program and/or project
in COIlpliance with all federal laws and regulations as set forth in 24 CFR,
Part 570, with the following exceptions, (i) the SUbrecipient does not assUll\e
the envirornnental responsibilities of the Grantee as described in 24 CFR,
Part 570.604, and; (ii) the SUbrecipient does not asSUll\e the Grantee's
responsibilities for initiating the review process under Executive Order
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EXHIBIT "1"
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18 4. Use of Funds; BudQ'et; Travel Limitation.
19 (a) The funds paid to Subrecipient shall be used by it solely for
20 the purposes set forth in Paragraph 1 (b) of this Agreement, and in accordance
21 with the program budget submitted by Subrecipient to the city of San Bernar-
22 dine Community Developnent Department, a copy of which is attached to this
(e) Subrecipient will comply with the requirements set forth in the
Unifonn Relocation Assistance and Real Property Acquisition Policy Act of
1970, as amended, (URA), 49 CFR, Part 24 in accordance with federal
regulations when attenpting to or acquiring any building or parcel of land.
Subrecipient will be required to obtain written approval from the Executive
Director of the Development Deparbrent prior to any activity taking place
within the confines of URA 49 CFR, Part 24, as amen::led.
2. Pavments.
City shall reimburse Subrecipient for allCMable costs incurred 1.U1der
the scope of this Agreement and applicable Federal regulations, which have
not been paid for or reimbursed in any other manner by any other Agency or
private source of funding. Reimbursement will be made at least on a m:mthly
basis, with the total of all such reimbursements not to exceed $20.000.00.
3. Tenn.
'!his Agreement shall comrnenoe Julv 1. 1991. and tenninate June 30,
23 Agreement as Exhibit "B". '!his budget shall list all sources of furrling for
24 the program covered by this Agreement, whether from state, Federal, local or
25 private sources, and shall identify which sources are paying for which speci-
26 fic portions of the program, by line-item, to the extent practicable.
27 (b) No travel expenses for out-of-state travel shall be included in
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this program unless specifically listErl in the budget as submittErl an:i ap-
proved, an:i all travel expenses to be funded fram funds provided hereunder
shall be specifically identified as travel expense, which shall be negotiated
between the City of San Bernardino Development Deparbnent an:i SUbrecipient in
the budget. Arq travel expenses incurred by SUbrecipient above the budgetErl
amount or for out-of-state travel shall not be eligible for re:irnbursernent
unless the prior written approval of the Executive Director of Development
Department of the city of San Bernardino, or designee, has been obtained.
(e) Funds shall be used for purposes authorized by the Community
Development Block Grant Program only, an:i no portion of the funds grantErl
hereby shall be used for any pw:pose not specifically authorized by this
Agreement.
(d) Only net payroll shall be periodically reimbursed by city as an
allowable cost. Arq amounts withheld by SUbrecipient fram an e:nployee's pay
for taxes, social security, or other withhold:in:J an:i not immediately paid
over to another entity, shall not be included as wages or expenses eligible
for re:irnbursernent 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 an:i 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,
an:i 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 CCIllpliance with Section "2" of this Agreement at the
time of submission of the budget modification request. A variation in the
itemization of costs, as set forth in the proposed budget submittErl to City,
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not to exceed ten percent (10%) as to any particular line item, shall be
allowed, provided that the prior written approval of the Executive Director
of the Developnent Development of the City of San Bernardino is obtained, it
being understcxxi that the total amount of the grant shall not be varie:i
thereby .
(f) ihe parties interrl that grant fun:ls be utilize:i within the time
period covere:i by this Agreement, and entitlement to any fun:ls not expeOOed
or abligate:i shall revert to the City. No reserve for the future shall be
establishe:i with the fun:ls except as nay be authorize:i to meet commitments
nade for services provided during the period of this Agreement, but not yet
paid for at the conclusion of this Agreement.
(g) SUbrecipient shall remain in compliance with all state, fe:ieral
and local laws prior to the receipt of any reilnbursement hereurxier. This
includes, but is not limite:i to, all laws and regulations relative to the
fonn of organization, local business licenses and any laws and regulations
specific to the business and activity carrie:i out by SUbrecipient. Reilnburse-
ment shall not be nade to SUbrecipient which is not operating in compliance
with all applicable laws. Reilnbursements nay be subsequently paid, at the
discretion of the Executive Director of the Development Department for
reilnbursement costs incurred during the period when compliance is achieve:i
before expiration of this Agreement.
5. Accounti.na; Audit.
(a) Prior to the final payment un:ier this Agreement, and at such
other times as nay be requeste:i by the Executive Director of the Development
Department of the City of San Bernardino, SUbrecipient shall submit to the
Director an accounting of the proposed and actual expen:litures of all
revenues from whatever source accruing to the organization for the fiscal
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year El!'ldin3' June 30, 1992.
(b) Financial records shall be maintained by SUbrecipient in accord-
ance with Generally Accepted Accountin] Principles, am in a manner which
pennits City to trace the expenditures of funds to source documentation. All
books am records of SUbrecipient are to be kept open for inspection at any
tillle durin] the business day by the City, its officers or agents, am by any
representative of the united states of America authorized to audit camrnunity
development block grant programs.
(c) Stamards for financial management systems am financial report-
in] requirements established by 24 em, Parts 85.20 am 85.22 shall be fully
CCIII1plied with by SUbrecipient. SUbrecipient acknov.rledges that the funds
provided are federal funds.
(d) SUbrecipient's financial management system shall provide for
accurate, current am COIlq)lete 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, am SUbrecipient
shall assure that they are used solely for authorized purposes.
6. services Available to Residents: Monitorinq and Reportincr Pr.""LClId
Perfonnance.
'Ihe services of SUbrecipient shall be made available to residents am
inhabitants of the city of San Bernardino unless otherwise noted in Exhibit
"A". No person shall be denied service because of race, color, national ori-
gin, creed, sex, marital status, or physical han:licap. SUbrecipient shall
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COIlq)ly with Affinnative Action guidelines in its ~loyment practices. SUbre-
cipient shall also IlDnitor the program's activities am submit written re-
ports quarterly, or IlDre often if requested, to the Executive Director of the
Development Deparbnent of the City of San Bernardino, in accordance with 24
em, Part 85.4l(c) (d) am Part 85.21. Failure to provide such quarterly
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1 performance reports may prevent the processing by city of SUbrecipient' s
2 requests for reimbursement, and may justify temporary withholding as provided
3 for in Paragraph "11" hereof. City reserves the right to waive such breach,
4 without prejudice to any other of its rights hereun:ier, upon a finding by the
5 Executive Director of the Development Department that such failure was due to
6 extraordinary circumstances and that such breach has been ti1nely cured
7 without prejudice to the City.
8 7. ProcureI1Ient Practices: Conflict of Interest.
9 SUbrecipient shall comply with procurement procedures and guidelines
10 established. by 24 ern, Part 85.36(d) (1), SUbrecipient "Procurement
11 Standards". In addition to the specific requirements of 24 ern, Part 85,
12 SUbrecipient shall maintain a code or standards of conduct which shall govern
13 the performance of its officers, employees or agents in contracting with and
14 expen:ling the federal grant furrls made available to SUbrecipient un:ier this
15 Agreement. SUbrecipient's officers, employees or agents shall neither solicit
16 nor accept gratuities, favors, or anything of monetary value fran contractors
17 or potential contractors. To the extent permissable by state law, roles, and
18 regulations, the standards adopted by SUbrecipient shall provide for
19 penalties, sanctions or other disciplinary actions to be applied for
20 violations of such standards by either the SUbrecipient's officers, employees
21 or agents, or by contractors or their agents. SUbrecipient shall provide a
22 copy of the code or standards adopted to city forthwith. All procurement
23 transactions without regard to dollar value shall be conducted in a manner so
24 as to provide maximum open and free competition. ihe SUbrecipient shall be
25 alert to organizational conflicts of interest or non-competitive practices
26 aIOCln;J contractors which may restrict or elilninate competition or otherwise
27 restrain trade. SUbrecipient agrees to adhere to conflict of interest
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provisions set forth in 24 CFR Section 570.611 am to the procurement rules
specified in 24 CFR, Part 85.36, in its experrliture of all fi.1rrls received
UI'Xier this Agreement.
8. Anti-Kick Back Provisions: EQUal EmPlovment ClDDortunitv.
All contracts for construction or repair usin:J fi.1rrls provided 1.lJ}jer
this Agreement shall include a provision for c:onpliance with the Copelam
"Anti-Kick Back" Act (18.U.S.C. 874) as supplemented in Department of labor
Regulations (29 CFR, Part 3). '!his Act provides that each contractor or
subgrantee shall be prohibited from iIrlucin:J, by any means, any person em-
played in the construction, c:onpletion or repair of public work, to give up
any part of the cx::mpensation 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 usin:J fi.1rrls
provided UI'Xier this Agreement shall contain a provision requirin:J c:onpliance
with Equal EnllloyD'eI'lt Opportunity provisions established by Executive Order
Number 11246, as amended.
9. Prevai1ina Waae Reauiranent.
Arry construction contracts awarded by SUbrecipient usin:J fi.1rrls
provided 1.lJ}jer this Agreement in excess of $2,000.00 shall include a provi-
sion for c:onpliance with the Davis-Bacon Act (40 U.S.C. 276(a) to 276(a) (7))
am as supplemented by Department of labor Regulations (29 CFR). Under this
Act, contractors shall be required to pay wages to laborers am mechanics at
a rate not less than the minimum wages specified in a wage determination 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 prevailin:J wage determination issued by the Department of labor
in each solicitation am the award of a contract shall be conditioned upon
the acceptance of the wage determination. SUbrecipient shall report all sus-
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1 pected or reported violations to city.
2 10. APProval of City of lIJlV Charqes: Use of PrOCl.l:an. Incane.
3 (a) city hereby requires SUbrecipient to notify the City, in writing,
4 of its intent to charge a fee for any service, the provision of which is
5 assisted pursuant to this Agreement. city requires SUbrecipient to obtain
6 the prior written approval of city for any charges or fees to be charged by
7 SUbrecipient for such services, and of any rules and regulations governing
8 the provision of services hereurxier.
9 (b) Program income represents gross income received by the
10 SUbrecipient directly generated fram the use of furxis provided hereurxier.
11 SUch earnings include interest earned on advances and may include, but will
12 not be limited to, income fram service fees, sale of CCIlIIllOdities, usage and
13 rental fees for real or personal property usin:J the furxis provided by this
14 Agreement. As to such income, it shall be first applied to eligible program
15 activities, before requests for reilnbursement and, in the use, shall be
16 subject to all applicable provisions of this Agreement. Income not so
17 applied shall be remitted to City. SUbrecipient shall remit all unspent
18 program income to the City within thirty (30) days subsequent to the end of
19 the program year (June 30, 1992).
20 11. 'I'A1Irlnrary Withholdincr.
21 '!he Executive Director of the Developrent Department of the City of
22 San Bernardino is authorized to tenporarily withhold the payment of furxis to
23 SUbrecipient when the Director determines that any violation of this
24 Agreement has occurred. FUnds shall be withheld until the violation is
25 =rrected to the satisfaction of the Executive Director. SUbrecipient shall
26 have the right to appeal the decision of the Executive Director to the Mayor
27 and Common Council. The sole grourrls for such appeal shall be that no
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violation of the Agreement has occurred. SUbrecipient shall file such appeal
within fifteen (15) days after such first withholding. ihe Mayor and CoImocln
Council shall set a date for the hearin;J of such appeal which is within
thirty (30) days followin;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 :Eun:ls provided un:ier this Agree-
ment shall be retained by SUbrecipient for a period of three (3) years, at a
miniJnum, and in the event of litigation, claim or audit, the records shall be
retained until all litigation, claims and audit finlin;Js involvin;J the re-
cords, have been fully resolved. Records for non-expen::lable property acqui-
red with federal :Eun:ls provided un:ier this Agreement shall be retained for
three (3) years after the final disposition of such property.
13. ProDertv Manaaement standards.
Non-expen::lable personal property, for the purposes of this Agreement,
is defined as tangible personal property, purchased in whole or in part with
federal :Eun:ls, which has useful life of m:>re than one (1) year and an acqui-
sition cost of one-thousand dollars ($1,000.00) or m:>re per unit. Real
property means land, including land ~rovements, structures and appurten-
ances thereto, excludin:J m:>vable machinery and equipment. Non-expen::lable
personal property and real property purchased with or ~roved by :Eun:ls pro-
vided un:ier this Agreement shall be subj act to the property management stan-
dards set forth in 24 CFR, Part 85.32.
14. Tennination for Cause.
(a) City reserves the right to terminate this Agreement in accordance
with 24 CFR, Part 85.43, and any and all grants and future payments under
this Agreement, in whole or in part, at any time before the date of
completion of this Agreement whenever City detennines that the SUbrecipient
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1 has materially failed to camply with the tenns and =nditions of this
2 Agreement. In the event seeks to tenninate this Agreement for cause, city
3 shall p~y notify the Subrecipient in writin;J of the proposed tennination
4 and the reasons therefore, together with the proposed effective date. Subrec-
5 ipient shall be given an opportunity to appear before the Mayor and Camrli::ln
6 Council at the time at which the Mayor and Camrli::ln Council are to consider
7 such recommended tennination, and shall be given a reasonable opportunity to
8 show cause why, if any exists, the Agreement should not be tenninated for
9 cause. Upon detennination by the Mayor and Camrli::ln Council that the contract
10 should be tenninated for cause, notice thereof, including reasons for the
11 detennination, shall promptly be mailed to the Subrecipient, together with
12 infonnation as to the effective date of the tennination. SUch notice may be
13 given orally at that hearin;J. The detennination of the Mayor and Camrli::ln
14 Council as to cause shall be final.
15 (b) In the event of any tennination whether for cause or for
16 convenience, Subrecipient shall forthwith provide to the Development Departm-
17 ent any and all documentation l"eedE'd by the Development Department to
18 establish a full record of all monies received by Subrecipient and to docume-
19 nt the uses of same.
20 15. TenDi.nation for COnvenience.
21 City or Subrecipient may tenninate this Agreement in whole or in part
22 provided both parties agree that the continuation of the proj ect would not
23 produce beneficial results commensurate with further experxii.ture of fun::ls. In
24 such event, the parties shall agree upon the tennination =nditions,
25 including the effective date and, in the case of partial tenninations, the
26 portion to be tenninated. '!he Subrecipient shall not i.n= new obligations
27 for the tenninated portion after the effective date and shall cancel as many
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outstan1in3' obligations as possible. city shall allow SUbrecipient full
credit for the city's share of the non-cancellable obligations obligations
properly incurred by the SUbrecipient prior to teDnination.
16. Reversion of Assets.
SUbrecipient agrees that upon expiration of this Agreement, the
SUbrecipient shall transfer to the City any arrl all COB:; funjs not used at
the tiIne of expiration arrl any a=unts receivable attributable to the use of
COB:; funjs. SUbrecipient agrees that any real property urrler its control,
which was acquired or ill1proved, in whole or in part, with COB:; funjs 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 1.U1til five (5) years
after expiration of the Agreement or such pericxi of tiIne as detennined appro-
priate by the City, or; (ii) is disposed of in a manner which results in the
city being reilllbursed in the amount of the current fair market value of the
property less any portion thereof attributable to experrliture of, or
ill1provement to, the property by SUbrecipient. SUch reiInbursement is not
required after the pericxi of tiIne specified in "i" above.
17. Hold HaImless.
SUbrecipient agrees to indemnify, save arrl hold hannless the City arrl
the Development Department arrl their employees arrl agents fram all
liabilities arrl charges, expenses (including counsel fees), suits or losses,
however =ing, or damages, arising or growing out of the use of or
receipt of funjs paid under this Agreement arrl all operations under this
Agreement. Payments under this Agreement are made with the understarrling
that the City arrl the Development Department are not involved in the
performance of services or other activities of the SUbrecipient. SUbrecipient
arrl its employees arrl agents are independent contractors arrl not employees or
agents of City arrl the Development Department.
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1 18. 1\mendment.
2 'Ihis Agreement may be amenied or IOOdified only by written agreement
3 signed by both parties, am failure on the part of either party to enforce
4 any provision of this Agreement shall not be construed as a waiver of the
5 right to compel enforcement of any provision or provisions.
6 19. Assiqnment.
7 'Ihis Agreement shall not be assigned by SUbrecipient without the
8 prior written consent of City.
9 20. Notices.
10 All notices herein required shall be in writin;J am delivered in
11 person or sent certified mail, postage prepaid, addressed as follows:
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As to City:
As to SUbrecipient:
Nellie Warsaw, President/CEX:l
Kids Against Crime, Inc.
3200 North "E" st., SUite "E"
San Bernardino, Calif. 92405
Executive Director
Developnent Department
City Hall, Fifth Flcor
300 North "0" street
San Bernardino, Calif. 92418
21. Evidence of Authoritv.
SUbrecipient shall provide to city evidence in the fom of a
certified copy of minutes of the governin;J body of SUbrecipient, or other
adequate proof, that this Agreement has been approved in all its detail by
the governin;J body of the SUbrecipient, that the person(s) executin;J it are
authorized to act on behalf of SUbrecipient, am that this Agreement is a
bincli.n:J obligation on SUbrecipient.
22. Certification of Assurance.
SUbrecipient shall comply with the program requirements attached
hereto as Exhibit "C", which are incorporated by reference as though fully
set forth at length am made a part of this Agreement by execution of all
certifications am assurances of the COB:; program.
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1 23. Entire l\areement.
2 'Ibis Agreement and any dOCl.m1e11t or instrument attached hereto or
3 referred to herein integrates all tenns and corxlitions mentioned herein or
4 incidental hereto, and supersedes all negotiations and prior writin3" in
5 respect to the subj ect matter hereof. In the event of conflict between the
6 tenns, con:litions or provisions of this Agreement, and any such dOCl.m1e11t or
7 instrument, the tenns and conditions of this Agreement shall prevail.
8 24. No Third Part Beneficiaries.
9 No third party shall be deemed to have any rights hereunder against
10 any of the parties hereto as a result of this Agreement.
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FY 1991/1992 CDBG 1\GREEMENT BETWEEN CITY AND
KIDS 1\GlUNST CRIME, IN::.
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IN WI'rnE'SS WHEREOF, the parties hereto have executed this Agreement on
the day and year first hereinabove written.
ATl'EST:
6 C(~~r-
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10 Approved as to fom and
legal =ntent:
11
12 JAMES F. PENMAN,
city Attorney
13 BY:~
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15 ./
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lab: 4399
Rev. 6/11/91 -14-
CITY OF Sl\N BERNlIRDIN:)
BUBRECIPIENl'
BY:dJ~~~~
l.dent
BY:~
{l SecretaIy
SCOPE OF SERVICES
am l'OOF<mL APPLICATICII
rt 1991/1992
D m@rn D\':7~JRi
r" 2 5199i
'.W~ v
IEVEIDFtIENl' ~ OF 'n.
CITY OF BAN BERNMDIN:)
rorAL AKXlNl' ~:
$ 20,000.00
PH~] No: '"'l.. q
Date RaoIr'd: ~
Answer all questions which are awlicable to your project as specifically
as possible and attech the required (Icx'I.......tetion.
I. General Infonnation
Name of organization: KIDS AGAINST CRIME, INC.
Address: 3200 No. E Street, Ste E, San Bernardino, CA 92405
Mailing Address: P. O. Box 22004, San Bernardino, CA
zip Code: 92406 Tel~ Number: ( 714 ) 882-1344
Contact Person: Nellie Warsaw
Title: President/CEO
Federal Identification Number/Social security NI.mtler (n:n-plvfit
corporation): 33-0180141
II. Proiect DescriDtion (Check 1\:JDlicable CateclOrv)
Real Prq:lerty Acquisition
- Capital Equipnent Acquisition
- PlaJ'l1'li.rq/stuiies
= Public Facilities (constroct:ion)
x Public 5eIvioes
= RehabilitatiCl1jPreser-
vation
X other (if cbeck, ex-
- plain in space belo.r)
other:
Social and Community Projects
a) Name of Project: Youth-oriented Crime Prevention and Drug-Free
Alternative Communit Activities
Loca on of Pro ect: 3200 No. E Street, Ste E, San Bernardino,
CA 92405
Census Tract(s) ard,Ior Block Gra.1p(s):
Historic Preservation: Is there arrs krt:lwn ardlaelogical 0-:
historical significaooe of the structure, site or area within
ane-half (112) mile frc:m project site? If so, explain: None
b) Provide a detailed description of the lll' 'l<iSed project I::rj
describ~ precisely \<IDat is to be aCXX11plished with the , ,
~ furrls. (Attach aeXlitianal shl:lets if necessa ). Provldlng
educational training programs, coorainatlng'twlce a mo~ yuuLL t-oard
meetings, quarterly parents meetings, twice a month hotline operators/
supervisors support groups, 3 times a year hotline training, once-a-
month Kid's night, developing chapters in schools (10 new chapters
proiected). Quarterly meetings for all chapters, office support for
chapters, providing training in leadership and development of chapters.
Coordinating community projects (fingerprinting, graffiti clean-up, skits,
and school presentations, Speakers Bureau training. Recruitment of 1,000
new members within the City of San Bernardino.
EXHIBIT "A"
a:eG PR:>rosAL APPLI(," T.ctf
e. DeVelcpllElllt Ilepllrt;I1la.~
P8ge -3-
ATTACHMENT B
V. Pr.x>osed Pro1ect JlIlMet (Please ClalDlete ~1icabl. Items OOyl
a) Mministratioo
salaries ani Frin]e Benefits:
S1JRllies: and Pos tage
Pre!ess1eM1= seM.e:es: R en t
Travel/confereooes/Seminars :
utilities:
Insurance:
OffleEf~:= Telephone
other: Prin ting
b) COOstructioo
0) En;Jinee.rin] ani Design
d) Lard Acquisitioo
e) Plannirq Activities
f) Rehabilitatioo Activities
g) other:
Total Project cost:
$20,000.00
(For coostructioo, erqinee.rin:.J am design, lard acx:.rlsitioo ani
rehabilitatioo activities ooly.)
Est.bnator:
Est.bnator's ~ificatiCl'\S:
h) Identify other 1'urdiM soorces: Identify cxmnitments or applica-
tiCl'\S for 1'urrls fran other soorces to ilIplaoent this activity. If
other 1'urrls have been ~, attadl. evi.den::e of cxmnitment.
FuncliM :Amount:
$ 10.294.2'5
$
$
i) Was this project previaJSly fuOOed with a:B; fun:1s? Yes x No
If YES, Wicate the year(s) in Widl. a:B; fun:1s were reoeived-
am the granting errtity: 1989-90 City of San Bernardino Economic
Development Agency
Source of Funds
Date Available
Action Volunteer Agencv
Julv. 1991
j) If yw have never received a::lOO funiirg, provide evidence of arrj
previaJS experieooe with other federally furrled ~U<JL""'" (use
ad1itiooal sheets if neces~a:ry):
EXHIBIT "B"
DEVEIDFMENl' IEPAR1MENl' OF THE
CITY OF SAN BERNll.RDIID
cnIMUNITY DEVEIDFMENl' BIDCK GlU\Nl'
P.OOGRAM RF1JUlREMENl'S
for
SUBRECIPIENl'S
1. SUPPlemental Infonnation for SUbrecipient
As a successful applicant of the City of San Bernardino FY 1991/1992
Cammunity Developnent Block Grant (rnB:;) Program, you are not only
agreein;J to provide the services as statai in your application, but also
to abide by the CDEG Program requirements and responsibilities. To
further assist you in un:ierstandin;J said requirements and responsibili-
ties, the followin;J summaries and attachments have been prepared to
introduce to or update you on each item. Additionally, this
instJ:uctional package will reauire your governin;J body designatai
official to read and sign hisjher signature as part of the CDEG
agreement.
2. Month! v Rec/Uest for Reimbursement
Deadline: Due the fifth (5th) day after end of each calendar month
unless otherwise stated in the CDEG agreement.
Include the followin;J:
a) One (1) CX!lIpletai Request for Rellnbursement form.
b) One (1) copy of all checks issued that are bein;J 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 bein;J reimbursed.
e) One (1) copy of all check stubs, a=untin;J ledgers, an:l,Ior other
dOClD1leI1tation that reflect gross salary and all deductions for each
check(s) issued.
f) One (1) page narrative describin;J activities un:iertaken durin;J the
month included for reimbursement.
In response to its part of each agreement, 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 and that the subrecipient continues to CX!lIply with
the terms and con:litions of the CDEG agreement. (Generally, invoices are
processed within ten (10) days of receipt of same.) 'Ihe City reserves
the right to defer processin;J of invoices and witl1hold payments until all
required reports, statements, arrljor certificates have been submittai
and, where necessary, approved.
lab: 3025
Rev. 6/11/91
-1-
CDBG l'roGRAM REQUIREMENl'S
Fiscal Year 1991/1992
EXHIBIT "c"
g) All accountirY,1 records am evidence pertainirg to all costs of each
subrecipient am all documents related to the CDoo agreement shall be
retained am available for three (3) years followirY,1 the carq:>letion
of the fumed program.
h) Each subrecipient agrees to allow the City of San Bernardino
Conmumity Development Department to audit the funied program as part
of its annual audit of all CDoo funis pursuant to federal regulations
set forth in Title 24 of the Code of Federal Regulations.
3. ReoortslRePortinq ReQuirements and Reoords/Reoord Keepinq ReQuirements
While staff realizes that report writirY,1 am record-keepirY,1 are not the
lTOSt desirable aspects of any program, it is one vehicle that provides a
measure of program progress am accarq:>lislnnents. '!hus, all subrecipients
participatirY,1 in the CDoo Program are reauired to provide the city of
San Bernardino Developnent Department with written reports of its
activities on or before the tenth (10th) day of October, January, April
am July of any given program year for the previous three (3) lOOnth
period in addition to a final report when the agreement tenninates. All
reports shall include infonnation on program activities, accarq:>lishments,
new program infonnation am current program statistics on experrlitures,
case loads am activities of the reportirY,1 period.
Each subrecipient is also required to maintain lOOnthly records of all
ethnic am racial statistics of persons am families assisted by its
program(s). 'Ihis lOOnthly record shall include data on the number of low
am JOOderate income persons am households assisted, (as determined by
federal income limits), number of female-headed households, am number of
senior citizens assisted. As mentioned earlier, each subrecipient is
required to keep all accountirY,1 records am evidence pertainirg to all
costs for three (3) years followirY,1 COI1'pletion of the fumed program.
4. QUarterlv ReDorts
Deadlines: October 10 - for period covering July I, to September 30, of
program year.
January 10 - for period coverirY,1 october I, to December 31,
of program year.
1\pril 10 -- for period covering January I, to March 31, of
prVYL<IIll year.
July 10 -- for period covering 1\pril 1 to June 30, of progl:<IIll
year.
Include the followirY,1:
a) One (1) canpleted Activity Report (fom number 802) .
b) One (1) CClII'peted Direct Benefit Report (fom number 045(a).
lab: 3025
Rev. 6/11/91
-2-
CDIlG PIDGRAM REQUIREMEm'S
Fiscal Year 1991/1992
1---
c) One (1) CClTpleted Contract an:l SUbcontract Activity Report (fom CMB
2506-006) . (For construction projects only.)
It is the responsibility of the subrecipient to prepare an:l submit the
required reports by the above stated deadlines in order to keep City
staff infonned of arrj changes to the fun:led program(s) .
S. PrVCILQUI Monitorincr
One of the City's responsibilities is to monitor each subrecipient at
least once a year. Not only are the monitoring visits inten::led to ensure
each agency's continued compliance with COB; requirements, but also serve
as an opportunity for City staff to beco1re more knowledgeable of each
agency's program(s). The monitoring visits also serve as an opportunity
to provide infonnation to other city staff, the Mayor an:l ComIron Council
an:l other interested persons.
Listed below is typical infonnation city staff will be seeking,
obseJ:vations that might be made, an:l items we may wish to review:
a) 'lhe aCCClTplishJrent(s) of the program(s) to date.
b) Whether or not program objectives are being met.
c) That the inten::led client group is being served.
d) 'lhe number of people on staff.
e) 'Ihe existence an:l 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 cooouct an onsite audit of the program as part of the its annual
audit of all COB; fun:ls pursuant to Federal Regulations.
Although the tenns "monitoring" an:l "audit" may appear samewhat
fonnidable, please be assured that your agency will be notified in
advance of arrj request for a monitoring visit. Also, please be advised
that representatives fram HUD monitor the COB; 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. Proqram BudC/et
Another required element of your COB; agreement with the City is the
program budget. Please submit an upjated line item budget reflecting
your approved COB; allocation. Also, include a copy of your overall
program budget with a summary of your furrling source(s) an:l the total
agency budget. 'lhe COB; portion of your total program or agency budget
should be identifiable.
In past years, several agencies have raised questions rega.rdin;J minor
budget modifications or adjustments. staff realizes that the approved
budget may require minor adjustments during the life of the program an:l
request that you discuss prqlOSed changes with Development Department
staff.
lab: 3025
Rev. 6/11/91
-3-
COB; PRJGRAM REQUIREMENl'S
Fiscal Year 1991/1992
Again, please be remiIrled that capital or non-experrlable equipnent is not
to be purchased with CD~ furrls. If you need to acquire such equipnent,
please discuss it with Development Department staff.
7. Purchase of Personal ProPerty or Eauitment (Read section "13" of the CDBG
llareanent
All tan:Jible personal property having a useful life of more than one (1)
year am an acquisition cost of three hun:lred dollars ($300.00) or more
per unit shall be subject to the requirements of the Property Management
S'taImrds specified in 24 CFR, Part 85.32, "Common Rule".
8. Procedures
a) All equipnent am property purchased in acx::ordance with the above
s'taImrds shall be identified as "Federal Property-HlJD", (include
your internal Identification Number). Identification lI1aY be achieved
by tagging or eIXJraving the property or by any method that will
result in property Identification Number being oermanently affixed.
b) Maintain a separate record of all such equipment am property.
Information shall include:
-NamejDescription
-Serial Number
-Identification Number
-Date Purchased
-Purchase Price
-comition (i.e., excellent/good,lfair/poor)
-QJaracteristics (i,e., color/features, etc.)
-Rlysical IDeation (i.e., address/office/room, etc.)
c) SUbmit an invento:ty listing to the City of San Bernardino Development
Department each year endiJ'lq June 30. Said listing is to be submitted
by July 10 following the end of the year. 'Ihe list should include all
the information listed un:ier item "b" above.
d) A written request nUlSt be submitted to the City of San Bernardino
Development Department for any approved ~ that are not in the
originally approved budget (see agreement). Written authorization
nUlSt be obtained from the Development Department by subrecipient
prior to the purchase of any equipment, whether or not said equipnent
was included in the agency's original budget.
e) It is the responsibility of the subrecipient to lI1aintain am repair
all property am equipment purchased wi th CD~ furrls. It is also the
responsibility of the subrecipient to identify all purchased
equipnent am property with tags or eIXJraving, am to supply same.
9. Fiscal Accounti.ncr and Audit Documentation
'!he City of San Bernardino Development Department requires each agency to
observe am COIll'ly with all accounting rules am audit procedures as set
lab: 3025
Rev. 6/11/91
-4-
CDBG l'roGRl\M REXJUIREMENl'S
Fiscal Year 1991/1992
forth in the COB:; agreement. '!he follOW'irq is a brief description of the
m:>st prominent requirements:
a) As a participant in the City of San Bernardino COB:; Program, each
subrecipient agrees to keep all furrls receiverl from the City seoarate
from any other sources of furrlin::J.
b) Each subrecipient also agrees to keep records of all furrls receiverl
from the city of San Bernardino in a=rdance with the procedures set
forth in the "Agreement Accountirq an::! 1Idmi.nistrative Han:1book". A
copy of the Han:1book is attacherl.
10. certification and Assurance
Attacherl is a copy of the Certification an::! Assurance forn to be prepared
an::! signe:i by the designate:i govemirq officia1(s) of the subrecipient
agency. '!his document is to be attacherl to the COB:; agreement an::! shall
became part of the govemirq requirements.
1ab:3025
Rev. 6/11/91
-5-
CDBG PRJGRAM ~UIREMENl'S
Fiscal Year 1991/1992
DEVEIDFMENl' ~ OF THE
CITY OF SAN BERNMDIN:>
"certification and Assurance"
(To Ar""'""'l["'ny CDBG l\greEI1Ient)
I, ~tj./E;q k/A,eSA-k/,-I7at/~i,l-,L:6"a
(Name am Title of Officialr
of the A'lps; #&N/PS7 c.R/.I?18: ..Lye
(Name of Agency/~anization)
~J d ~
located at 3",2,!)o -IV'tJRt-# e. '5"u/T~ C ;;;AP ~~'/iVOl C,4 9zc,cS-
/
do hereby make the followirq certification am assurance to accompany the
Camrmmity Development Block Grant Agreement between k,,~ .~~/.vrr ~~K1~ .J.~
(name of organization) am '
the city of san Bernardino:
a) certify that the information booklet for CDB:; Program requirements has
been read am urrlerstood; am
b) Assure that the .J!1t>S' ~,vS7 /'-JI!//Hb~,I#~ (name of Agency)
will CCllTply with all governirq requirements as stipulated herewith in the
performance of the CDB:; Agreement.
~~. .~
(S~f Official)
~~~
Development Department Representative
Dated: t/...2 ~/ '7 /
. .
Dated: 6 -,2" - ") /
lab: 3025
Rev. 6/11/91
lab: 3025
Rev. 6/11/91
-6-
CDBG ~ ~UIREMENl'S
Fiscal Year 1991/1992