HomeMy WebLinkAbout1991-258
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RESOLUTION NUMBER 91-258
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RESOLUTION OF THE Ml\.YOR AND CXIM>N ~L OF THE CITY OF 8l\N BERNMDIN:l
2 AUTH:>RIZINl AND D.u<8.:r.uG THE EXECUTION OF A CXHroN.ITY DEVEIDHlENT BUlCK GRAN!'
FllNDINl llGREEI!EN'l' BETWEEN THE CITY OF 8l\N BERNNlDINJ AND 8l\N BERNNlDINJ B:>YS
3 AND GIRIS CLUB, IKl., (Rehabilitation).
4 BE IT RESOLVED BY THE Ml\.YOR AND CXIM>N Q)UK:IL OF THE CITY OF 8l\N
BERNNlDINJ 1\8 FOLIJJI4S:
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section 1.
(a) 'Ihe Mayor of the city of San Bernardino is hereby authorized am
directed to execute, on behalf of the city, an agreement for Community
Development Block Grant furxiinJ with SAN BERNARDlliO OOYS AND GIRIS CIlJB. me..
(Rehabilitation). which agreement is attached hereto as Exhibit "1", am is
incorporated herein by reference as though fully set forth at lergth. 'Ihe
agreement pl"OlTides for the grantinJ of Communi.ty Development Block Grant funds
in the followinJ amount of $12.000.00.
Section 2.
(a) 'Ihe authorizations to execute the aJoove referenced agreement is res-
cin:1ed 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 foregoinJ resolution was duly adopted by the
Mayor am Canunon Council of the city of San Bernardino at a
reqular
June
1991 by the followinJ
meetinJ thereof, held on the 17th day of
vote, to wit:
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RESOLUTION OF THE CITY OF SAN BERNl\RDIm AU'1'ItJRIZIm THE EXECUTION
OF A CDBG 1\GRmmN1' Hti'~'W1:itil'l' CITY AND SAN BERNl\RDIm BOYS AND GIRIS CLUB
(Rehabilitation) .
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ABS'l2\IN
Nl\.YS
AYES
Council Members
FSTRAIlA
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REILLY
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HERNANDEZ
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MAUL6lEY
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MINOR
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roPE-IDDIAM
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MILlER
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~C~/
'!he foregoing Resolution is hereby approved this 19th day of June
1991.
~... ~"
! ~.:w( / ~"-
TOM MINOR. MAYOR PRO TEMPORE
City of San Bernardino
Approved as to form am
legal content:
JAMES F. PENMMl,
City Attorney
~J
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Res.' 91-258
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THIS AGREEMENT is entered into effective as of this ~ day of
June
, 1991, at San Bernardino, California, between the CITY OF SAN
BERNARDINO, a nnmicipal corporation, referred to as "City", ani SAN
BERNARDINO toYS AND GIRIS CllJB (Rehabilitation). a nonprofit CClIl1J\1lll1ity
service o:rganization, referred to as "Subrecipient". City ani Subrecipient
agree as follows:
1. Recitals.
(a) Subrecipient has requested financial assistanoe 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 experxiitures authorizai by this
Agreement are for the installation of caroetinq. paintinq (interior ani
exterior). ani repair leakY roof areas that are damaqinq racquetball courts.
which are valid ani eligible COITIlllI.lI1ity development purposes, as definai in
CFR Part 570 in a=rdance with faieral law ani regulations, ani that all
funds granted under this Agreement will be usai for no purpose other than
those purposes specifically authorizai. The specific purposes ani scope of
services of this particular grant are set forth in Exhibit "A", attachai
hereto ani incorporated into this Agreement as though fully set forth herein.
(c) Subrecipient will CCll1l'ly 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 CCll1l'liance with all faieral laws ani regulations as set forth in 24 CFR,
Part 570, with the follCMing exceptions, (i) the Subrecipient does not assume
the enviromental responsibilities of the Grantee as described in 24 CFR,
Part 570.604, ani; (E) the Subrecipient does not assume the Grantee's
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EXHIBIT "I"
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1 responsibilities for initiating the review process under Executive Order
2 Number 12372.
3 (e) SUbrecipient will ~ly with the requirements set forth in the
4 unifonn Relocation Assistance and Real Property Acquisition Policy Act of
5 1970, as amen1ed, (URA), 49 CF'R, Part 24 in a=rdance with federal
6 regulations when atterrq;lting to or acquiring any building or parcel of land.
7 SUbrecipient will be required to obtain written approval from the Executive
8 Director of the Development Deparbnent prior to any activity taking place
9 within the confines of URA 49 CF'R, Part 24, as amen1ed.
10 2. Pavments.
11 City shall rellnburse SUbrecipient for allowable costs incurred under
12 the scope of this Agreement and applicable Federal regulations, which have
13 not been paid for or reimbursed in any other manner by any other Agency or
14 private source of fuOOing. Rei1nbursement will be made at least on a monthly
15 basis, with the total of all such reimbursements not to exceed $12.000.00.
16 3. Tenn.
17 'Ibis Agreement shall ccamrence Julv 1. 1991. and tenninate June 30,
18 1992.
19 4. Use of Funds; Budqet; Travel Limitation.
20 (a) The funjs paid to SUbrecipient shall be used by it solely for
21 the purposes set forth in Paragraph l(b) of this Agreement, and in a=rdance
22 with the program budget submitted by SUbrecipient to the City of San Bernar-
23 dino cammuni.ty Development Deparbnent, a copy of which is attached to this
24 Agreement as Exhibit "B". This budget shall list all sources of funding for
25 the program covered by this Agreement, whether from state, Federal, local or
26 private sources, and shall identify which sources are paying for which speci-
27 fie 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 :Eurrled from funds provided hereurrler
shall be specifically identified as travel expense, which shall be negotiated
between the City of San Bernardino Development Department am SUbrecipient in
the budget. l>urj travel expenses i.ncl=ed by SUbrecipient above the budgeted
amount or for out-of-state travel shall not be eligible for rei.mburserrent
unless the prior written approval of the Executive Director of Development
Department of the city of San Bernardino, or designee, has been obtained.
(e) F\Jrx'Is shall be used for purposes authorized by the Conununity
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 reilnbursed by city as an
allowable cost. l>urj amounts withheld by SUbrecipient from an ~loyee's pay
for taxes, social security, or other withholcJ.inq am not ill1mediately paid
aver to another entity, shall not be included as wages or expenses eligible
for re.in1bursement as an allowable cost until such t:iJne as the withheld taxes,
social security, or other withholdiIr;Js are actually paid aver 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 reiInburse SUbrecipient for such obligation.
(e) SUbrecipient shall be allowed, with the prior written approval
of the Development Deparbnent of the city of San Bernardino, to make chan;Jes
to the budget during the first three (3) quarters of the fiscal year, so long
as SUbrecipient is in COllpliance with Section "2" of this Agreement at the
t:iJne of submission of the budget Il1Odi.fication 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 being understood that the total aJl'DUI1t of the grant shall not be varied
6 thereby .
7 (f) ihe parties intend that grant funds be utilized within the time
8 period CClITered by this Agreement, and entitlement to any funds not experrled
9 or obligated shall revert to the City. No reserve for the future shall be
10 established with the funds except as may be authorized to meet commitments
11 made for services provided during the period of this Agreement, but not yet
12 paid for at the conclusion of this Agreement.
13 (g) SUbrecipient shall remain in compliance with all state, federal
14 and local laws prior to the receipt of any re.i1nbursement hereurxier. ihis
15 includes, but is not limited to, all laws and regulations relative to the
16 fonn of organization, local business licenses and any laws and regulations
17 specific to the business and activity carried out by SUbrecipient. Reimburse-
18 ment shall not be made to SUbrecipient which is not operating in compliance
19 with all applicable laws. Re.iJnbursements may be subsequently paid, at the
20 discretion of the Executive Director of the Development Department for
21 re.iJnbursement costs incurred during the period when compliance is achieved
22 before expiration of this Agreement.
23 5. Accountina: Audit.
24 (a) Prior to the final payment un:ler this Agreement, and at such
25 other tiJnes 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 accounting of the proposed and actual expenditures of all
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revenues fram whatever source accruing to the organization for the fiscal
year endirq June 30, 1992.
(b) Financial records shall be maintained by SUbrecipient in accord-
ance with Generally Accepted Accountirq Principles, an:i in a manner which
permits City to trace the expenjitures of furrls to source documentation. All
books an:i records of SUbrecipient are to be kept open for inspection at arrj
time durirq the business day by the city, its officers or agents, an:i by arrj
representative of the united states of America authorized to audit cammunity
developnent block grant programs.
(c) Stan1ards for financial management systems an:i financial report-
irq requirements established by 24 CFR, Parts 85.20 an:i 85.22 shall be fully
complied with by SUbrecipient. SUbrecipient acknowledges that the furrls
provided are federal furrls.
(d) SUbrecipient's financial management system shall provide for
accurate, current an:i complete 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, an:i SUbrecipient
shall assure that they are used solely for authorized purposes.
6. Services Available to Residents: Monitorincr and ReDortincr Pr.......LC1IU
Performance.
'Ihe seIVices of SUbrecipient shall be made available to residents and
inhabitants of the City of San Bernardino unless othe=ise noted in Exhibit
"A". No person shall be denied service because of race, color, national ori-
gin, creed, sex, marital status, or physical harrlicap. SUbrecipient shall
comply with Affirmative Action guidelines in its employment practices. SUbre-
cipient shall also monitor the program's activities an:i submit written re-
ports quarterly, or l1K)re often if requested, to the Executive Director of the
Development Deparbnent of the city of San Bernardino, in accordance with 24
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1 em, Part 85.41(c) (d) am Part 85.21. Failure to provide such quarterly
2 performance reports may prevent the processing by City of SUbrecipient's
3 requests for reimbursement, am may justify ~rary withholding as provided
4 for in Paragraph "11" hereof. city reserves the right to waive such breach,
5 without prejudice to any other of its rights hereurxier, upon a fin:ling by the
6 Executive Director of the Development Department that such failure was due to
7 extraordinary circumstances am that such breach has been timely cured
8 without prejudice to the City.
9 7. ProcurEment Practices: Conflict of Interest.
10 SUbrecipient shall COIlply with procurement procedures am guidelines
11 established by 24 em, Part 85.36(d) (1), SUbrecipient "Procurement
12 Starrlards". In addition to the specific requirements of 24 em, Part 85,
13 SUbrecipient shall maintain a code or starrlards of conduct which shall govern
14 the perfo:rmance of its officers, employees or agents in contracting with am
15 expendirx;J the federal grant funds made available to SUbrecipient urxier this
16 Agreement. SUbrecipient's officers, employees or agents shall neither solicit
17 nor accept gratuities, favors, or anything of IIOnetary value fran contractors
18 or potential contractors. To the extent pennissable by state law, rules, am
19 regulations, the starrlards adopted by SUbrecipient shall provide for
20 penalties, sanctions or other disciplinary actions to be applied for
21 violations of such starrlards 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 starrlards adopted to city forthwith. All procurement
24 transactions without regard to dollar value shall be corxlucted in a manner so
25 as to provide maximum open am free COIlp6tition. The SUbrecipient shall be
26 alert to organizational conflicts of interest or non~titive practices
27 among contractors which may restrict or eliminate COIlp6tition or otherwise
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restrain trade. SUbrecipient agrees to adhere to =nflict of interest
provisions set forth in 24 CFR Section 570.611 and to the procurement roles
specified in 24 CFR, Part 85.36, in its expenditure of all furrls received
un1er this Agreement.
8. lmti-Kick Back Provisions: EQUal SIlPlovment ODDortlmitv.
All =ntracts for =nstruction or repair us:in:J furrls provided un1er
this AyLeement shall include a provision for compliance with the Copeland
"Anti-Kick Back" Act (18.U.S.C. 874) as supplemented in Deparbnent of Labor
Regulations (29 CFR, Part 3). This Act provides that each =ntractor or
suhgrantee shall be prohibited from induc:in:J, by arrj means, arrj person em-
ployed in the =nstruction, completion or repair of public work, to give up
arrj part of the compensation to which he/she is othenlise entitled. SUbreci-
pient shall report all suspected or reported violations to city. All =n-
tracts in excess of $10,000.00 entered into by SUbrecipient us:in:J furrls
provided under this Agreement shall =ntain a provision requir:in:J compliance
with Equal Ellployment Opportunity provisions established by Executive Order
Number 11246, as amen::ied.
9. Prel7ai.lim Waae Reauirement.
Arr:i construction contracts awarded by SUbrecipient us:in:J furrls
provided un1er this Agreement in excess of $2,000.00 shall include a provi-
sion for compliance with the Davis-Bacon Act (40 U.S.C. 276(a) to 276(a) (7))
and as supplemented by Department of Labor Regulations (29 CFR). Urxier 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 rede
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 copy of
the current prevail:in:J wage determination issued by the Deparbnent of Labor
in each solicitation and the award of a contract shall be corxtitioned upon
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1 the acceptance of the wage detennination. SUbrecipient shall report all sus-
2 pected or reported violations to City.
3 10. 1IDDroval of City of any Charqes; Use of ~,^,Law Inoane.
4 (a) city hereby requires SUbrecipient to notify the city, in writin3',
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 governin3'
9 the provision of services hereun:l.er.
10 (b) Program income represents gross income received by the
11 SUbrecipient directly generated from the use of fun:l.s provided hereun:l.er.
12 SUch earnings include interest earned on advances and may include, but will
13 not be limited to, income from service fees, sale of ,^"",o,LAlities, usage and
14 rental fees for real or personal property usin3' the fun:l.s provided by this
15 Agreement. As to such income, it shall be first applied to eligible program
16 activities, before requests for reiInbursement and, in the use, shall be
17 subject to all applicable provisions of this Agreement. Income 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 erxl. of
20 the program year (June 30, 1992).
21 11. TeIra:lorarv withho1C!incr.
22 'Ihe Executive Director of the Development Department of the City of
23 San Bernardino is authorized to telrp:lrarily withhold the payment of fun:l.s to
24 SUbrecipient when the Director detennines that any violation of this
25 Agreement has occurred. Fun::ls shall be withheld until the violation is
26 =rrected 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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and Cc:lrl1m:m Council. 'Ihe sole grounds for such appeal shall be that no
violation of the Agreement has ocx::u=ed. SUb:recipient shall file such appeal
within fifteen (15) days after such first withholding. 'Ihe Mayor and Common
Council shall set a date for the hearing of such appeal which is within
thirty (30) days following the date of filing.
12. Records Retention.
Financial records, supporting documents, statistical records, and all
other records pertaining to the use of the ti.lnJs provided unier this Agree-
ment shall be retained by SUb:recipient for a period of three (3) years, at a
minimum, and in the event of litigation, claim or audit, the records shall be
retained until all litigation, claims and audit fiIrlings involving the re-
cords, have been fully resolved. Records for non-experrlable property acqui-
red with federal ti.lnJs provided under this Agreement shall be retained for
three (3) years after the final disposition of such property.
13. ProPertY ManaQelnent Standards.
Non-experrlable personal property, for the purposes of this Agreement,
is defined as t.an:Jible personal property, ~ in whole or in part with
federal ti.lnJs, which has useful life of =re than one (1) year and an acqui-
sition cost of one-thousarrl dollars ($1,000.00) or =re per unit. Real
property means land, including land improvements, stnlctures and aw-rrten-
ances thereto, excluding movable machinery and equipment. Non-experrlable
personal property and real property purchased with or improved by ti.lnJs pro-
vided unier this Agreement shall be subject to the property management stan-
dards set forth in 24 CFR, Part 85.32.
14. TeJ:mination for Cause.
(a) City reserves the right to teDninate 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 ti.Jre before the date of
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1 carrp1etion of this 1Igreement whenever city determines that the SUbrecipient
2 has materially failed to carrp1y with the tenus ani oorxlitions of this
3 1Igreement. In the event seeks to tenni.nate this 1Igreement for cause, City
4 shall promptly notify the SUbrecipient in writing of the proposed tenni.nation
5 ani the reasons therefore, together with the proposed effective date. SUbrec-
6 ipient shall be given an opportunity to appear before the Mayor ani Cornnv:>n
7 Council at the time at which the Mayor ani Caimron Council are to consider
8 such recommerxied tenni.nation, ani shall be given a reasonable opportunity to
9 show cause why, if arr:t exists, the 1Igreement should not be tenni.nated for
10 cause. Upon detenni.nation by the Mayor ani Cornnv:>n Council that the contract
11 should be tenni.nated for cause, notice thereof, including reasons for the
12 detenni.nation, shall promptly be mailed to the SUbrecipient, together with
13 information as to the effective date of the tenni.nation. SUch notice may be
14 given orally at that hearing. 'lhe detenni.nation of the Mayor ani CaImron
15 Council as to cause shall be final.
16 (b) In the event of arr:t tenni.nation whether for cause or for
17 convenience, SUbrecipient shall forthwith provide to the Development Deparbn-
18 ent arr:t ani all doctnnentation needed by the Development Department to
19 establish a full record of all mnies received by SUbrecipient ani to doctnne-
20 nt the uses of saII'e.
21 15. Tennination for COnvenience.
22 City or SUbrecipient may tenni.nate this 1Igreement in whole or in part
23 provided both parties agree that the continuation of the project would not
24 produce beneficial results commensurate with further experxtiture of funds. In
25 such event, the parties shall agree upon the tenni.nation con:litions,
26 including the effective date ani, in the case of partial tenni.nations, the
27 portion to be tenni.nated. 'lhe SUbrecipient shall not incur new obligations
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for the tenninated portion after the effective date am shall cancel as many
outst:.aniing 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 tennination.
16. Reversion of Assets.
SUbrecipient agrees that upon ~iration of this Agreement, the
SUbrecipient shall transfer to the city arrj am all CDOO :f1.lnjs not use:i at
the time of ~iration am arrj accounts receivable attributable to the use of
CDOO:f1.lnjs. SUbrecipient agrees that arrj real property under its control,
which 1tIaS acquired or ~roved, in whole or in part, with CDOO :f1.lnjs in
excess of $500.00 shall either, (i) be use:i to meet one (1) of the three (3)
national objectives as set forth in 24 CFR, Part 570.208 until five (5) years
after ~iration of the Agreement or such period of time as detennined appro-
priate by the City, or; (ii) is disposed of in a manner which results in the
city being reiInbursed in the am::mnt of the =rent fair market value of the
property less arrj portion thereof attributable to expen:liture of, or
~rovement to, the property by SUbrecipient. Such reimbursement is not
required after the period of time specified in "i" above.
17. Hold Hal:mless.
SUbrecipient agrees to :in:lemni.fy, save am hold hamless the City am
the Development Department am their employees am agents from all
liabilities am charges, expenses (including counsel fees), suits or losses,
however =ing, or damages, arising or growing out of the use of or
receipt of :f1.lnjs paid under this Agreement am all operations under this
Agreement. Payments under this Agreement are made with the understarxiing
that the city am the Development Department are not involved in the
perfonnance of services or other activities of the SUbrecipient. SUbrecipient
am its employees am agents are :in:leperoent contractors am not employees or
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1 agents of City an:'! the Development Department.
2 18. 1\mendment.
3 '!his Agreement may be amerxied or modified only by written agreement
4 signed by both parties, an:'! 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 ~ 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 writing an:'! delivered in
12 person or sent certified mail, postage prepaid, addressed as follows:
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As to City:
As to SUbrecipient:
Jerry Hern:ion, Executive Director
San Bernardino Boys & Girls Club
1180 West 9th street
San Bernardino, Calif. 92411
Executive Director
Developnent Department
City Hall, Fifth Floor
300 North "0" street
San Bernardino, Calif. 92418
21. El7i.dence of Authoritv.
SUbrecipient shall provide to City evidence in the fom 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, an:'! that this Agreement is a
birrling obligation on SUbrecipient.
22. Certification of Assurance.
SUbrecipient shall comply with the program requirements attached
hereto as Exhibit "C", which are inco:rporated by reference as though fully
set forth at length an:'! made a part of this Agreement by execution of all
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1 certifications and assurances of the CDffi program.
2 23. Entire 1\Qreement.
3 '!his AgreeJrent and any document or instrument attached hereto or
4 referred to herein integrates all terms and conditions mentioned herein or
5 incidental hereto, and superse:ies all negotiations and prior writin:J in
6 respect to the subject matter hereof. In the event of conflict between the
7 terms, conditions or provisions of this AgreeJrent, and any such document or
8 instrument, the terms and conditions of this AgreeJrent shall prevail.
9 24. No Third Part Beneficiaries.
10 No third party shall be deemed to have any rights hereurrler against 11 any of the parties hereto as a result of this AgreeJrent.
12 IIII
13 IIII
14 IIII
15 IIII
16 IIII
17 IIII
18 IIII
19 IIII
20 I I I I
21 I I I I
22 IIII
23 IIII
24 I I I I
25 IIII
26 I I I I
27 I I I I
28
lab: 4410
Rev. 6/11/91
-13-
FY 1991/1992 CDIlG 1\GREEMENl' BETWEEN CITY AND
SAN BERNl\RDDD BOYS AND GIRIB CLUB
(Rehabilitation)
1
2
3
4
5
6
7
8
9
10
ill wrrnESS WHERIDF, the parties hereto have executed this Agreement on
the day am year first hereinabove written.
ATTEST:
/-j '} .
I. , J
'.A..,(:/,-,<-- ,"LlC i-.u .j
, CITY ClERK U
11 Approved as to fom am
legal content:
12
13 JAMES F. PENMAN,
city Attorney
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
~
lab: 4410
Rev. 6/11/91
-14-
J?Y:/
/
BY:
BY:
'T' (-','
SCOPE OF SERVICES
DESCR IPT ION OF PROPOSED PROJECT
CITY CDBG PROPOS AL 91/92
CARPETING: ThiJ' Bvys and Girls Club of San Btimardino is in dire
neoe(:! oi n€'w Garpe-t.ing throughout teoen room, the day ~amp room
and the- racquoetball ~rea.. ihe carpoet in those rooms, at. presoent
is faded, badly stained, torn and ~use oi wetness from the-
fain time-11s of mil drew. ESTIMATED COST $4,000.
PAINTING OF THE BOYS AND GIRLS CLUB. INSlDr: AND OUTSIDE"
O<ler tiw past couploe of years grafit.ti writing on the- outside of
~,h~ building had been a significant prob1eln. All~ollgh the-
prot-bm has pretty much subsided, the- pre~nce vf graiitti
v{riting stlll itzists on seve-ral portions of the building. ihe inside
vf (,he building has not had any Toeal problems with grafitti but
the paint is old and is in need oi a iresh .;;<>at. ESTIMATED COST
$5,000
REPldR$ ON ROOF "RACQUETBALL ARE..!>, AS NEEDED: ihe
,::.t.rudmal condition d thit roof i~; yery pl)Or and thereiore hit::
d.:;vek,ped a leak During periods of rainfal1, 'rlater comes d<>ml
th.I,l1O"h th"" r,,,,f "110"1 1<>"'1..", "",t" t.h<> (-'~rn""t "110"1 th"" '-"''''''']J",thail
'_Y..U... '_. '-'.Co,"..t 1...'," '.' 'V v.i. u.......L.VI' V''..l..r~v ....'......LV'v '-" ....'-'.L ~ 0..' '.' '..l...,lJ..\.'" ..n v .L '...J..J"1 .'J VI...J ..tJ..
,-,';' ,.,--l- ,,.J'f -.,-'1'" b"'n"",,~ih 1.~ ii-I'., '^"U'='''''=' ",'""t"'r '~al11a'" ^ ~~, th""
vv'..l..J..... '.J,l 'CoV'lo, 'oV 'vu.W v. 11............. ..........w y,l.J, IV '...... =;"V W v
,:;arfJ'ilt anfl alse- to the vre-od f1<>or inside of tlw raqu-at.tal1 court
ES'TnvIAiED COST $),000.
EXHIBIT "A"
am l'KJrotQ\L APPLI~TICII
D8Yel~ Il8pllrtv. ;
~ -3-
V. P1:ooosed Pro1eot JlI- (Please thrrl'let.e k1Dli-"". It- ~'v1
a) Mministratim
Salaries am Fringe Benetits: $
SUWlies: $
Professial/ll services: $
Travel/CalfelelL:eS/5elIIinars: $
utilities: $
InsuraIx1e: $
Office ~: $
other: $
b) o::nstnx:tim $
c) Erqineerirq am Design $
d) I.an:l hxpisitim $
e) Pl~ Activities $
f) Rehabilitatim Activities $ 12 ,000
q) other: $
Total Project Costl . 12,000
(For ooost.ructim, erqineerirq am design, land acq,iAitim an:!
rehabilitatim activities ally.)
EstJmatar: R R R r::'l 0 1 P)' ~ 11 n c:: h ; n P ::'l n rl M n r r i c::: n n r. r p:::. 't i v p bus i n e s s
EstJmator's C)Jal1ficatialS: SpoTV; rp T pnn" r::'lrppt- Thpc:::p Rrp
pRinting Ann r:=!rppt hllc;;:;npc:::c;:: who c:::prvpc::: 'thp Tnl:::1nn Fmpirp
for many' years.
h) IdentifY other tun:Un:l sooroes: Identify cxmaitlllent:s ar awlic:a-
tia1S far fI.n:3s fran other sooroes to i:ap].emed: this activity. If
other fI.n:3s have been ~, attadl evidence of cc:mnit:ment.
Source ot Funds
F\ml'I; YYY )m:lunt
Date Available
No other funds or sources $
avallable at: '(filS t:lme $
$
i) Was this project previcusly fUrrled with a:ao turds? Yes_ No~
If YES, intic:ate the year(s) in..mich cr.m turds were received
and the qrantiJxJ entity:
j) If yoo have never received am fu!xii.rq, prc:wide evi.derw:le ot arrj
previoos ellperlerx::e with other federally furDld 1'L"'JL""'" (use
lllXlitia1al. sheets if ~etU}'):
EXHIBIT "B"
DEVEIDl'MENl' DEPAR'lMENT OF THE
CITY OF B1IN BERNl\RDIN:)
CXIOOlNITY DEVEIDl'MENl' BIDCK GlU\Nl'
PROGRAM RElQUIREMENl'S
for
SUBRECIPIENl'S
1. SUpplemental Infonnation for SUbrecipient
As a successful applicant of the City of San Bernardino FY 1991/1992
Cammuni.ty Development Block Grant (CDB:.;) Program, you are not only
agreeing to provide the services as stated in your application, rot also
to abide by the CDB:.; Program requirements am responsibilities. To
further assist you in understaming said requirements am responsibili-
ties, the following sununaries am attachments have been prepared to
introduce to or update you on each item. lldditionally, this
insttuctional package will require your governing body designated
official to read am sign hisjher signature as part of the COOO
agreement .
2. Monthl V Reauest for Reimbursement
Deadline: Due the fifth (5th) day after end of each calendar month
unless otherwise stated in the CDBG agreement.
Include the following:
a) One (1) completed Request for ReiInbursement forn.
b) One (1) cqJy of all checks issued that are being rei1nbursed.
c) One (1) cqJy of all bills/receipts that support check(s) issued.
d) one (1) cqJy of all payroll check(s) that are being rei1nbursed.
e) one (1) cqJy of all check stubs, a=unting ledgers, aOOjor other
d=umentation that reflect gross salary am all deductions for each
check(s) issued.
f) one (1) page narrative describing activities undertaken during the
month included for re:i1nbursement.
In response to its part of each agreenent, 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 agreenent am that the subrecipient continues to camply with
the tenus am conlitions of the CDOO agreenent. (Generally, invoices are
processed within ten (10) days of receipt of same.) '!he City reserves
the right to defer processing of invoices am withhold payments until all
required reports, statements, aOOjor certificates have been submitted
am, where necessary, approved.
lab: 3025
Rev. 6/11/91
-1-
CDBG POOGRl\M REQUIREMENl'S
Fiscal Year 1991/1992
KXIIIBIT "e"
g) All accountirq records am evidence pertainin;; to all oosts of each
subrecipient am all documents related to the COB:; agreement shall be
retained am available for three (3) years followin:] the CCIllpletion
of the flmied program.
h) Each subrecipient agrees to allow the City of San Ilernardino
Community Development Deparbnent to audit the flmied program as part
of its annual audit of all COB:; furrls pursuant to federal regulations
set forth in Title 24 of the Code of Federal Regulations.
3. ReportslRePortincr ReQuirements and Records/Reoord KeePincr ReQuirements
While staff realizes that report writirq am record-keepirq are not the
ll'OSt desirable aspects of arrj' program, it is one vehicle that provides a
measure of program progress am aocamplishments. '!hus, all subrecipients
participatirq in the COB:; Program are required to provide the City of
San Bernardino Development 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) m:>nth
period in addition to a final report when the agLeernent tenuinates. All
reports shall include information on program activities, aCCClllplishments,
new program information am current program statistics on expen:lltures,
case loads am activities of the reportirq period.
Each subrecipient is also required to maintain monthly records of all
ethnic am racial statistics of persons am families assisted by its
program(s). '!his m::>nthly record shall include data on the number of low
am m:Jderate income persons am households assisted, (as determined by
federal income lllnits), number of female-headed households, am number of
senior citizens assisted. As mentioned earlier, each subrecipient is
required to keep all accountirq records am evidence pertainin;; to all
costs for three (3) years followin:] CCIllpletion of the furrled program.
4. ouarterlv Reports
Deadlines: october 10 -- for period coverirq July 1, to september 30, of
PZ",:!LdlU year.
January 10 - for period coverirq october 1, to Dec""'-" 31,
of Pru."LdlU year.
April 10 - for period coverirq January 1, to March 31, of
program year.
July 10 - for period covering April 1 to JUne 30, of PZ",:!.LdlU
year.
Include the followin:]:
a) One (1) completed Activity Report (form m.unber 802).
b) One (1) cx::mpeted Direct Benefit Report (form number 045 (a) .
lab: 3025
Rev. 6/11/91
-2-
CDBG PROGRAM RD;lUIREMENl'S
Fiscal Year 1991/1992
c) One (1) COlti'leted Contract am SUbcontract Activity Report (fom 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 infonned of any ~es to the furxied program(s) .
5. P7.""'Ldlll Monitorina
One of the City's responsibilities is to IIlOnitor each subrecipient at
least once a year. Not only are the IIlOnitorin;J visits interrled to ensure
each agency's continued COlti'liance with cnoo requirements, but also sexve
as an opportunity for city staff to become IIlOre knowle::lgeable of each
agency's program(s). '!he IIlOnitorin;J visits also sexve as an opportunity
to provide information to other City staff, the Mayor am Canm:m COUncil
am other interested persons.
Listed below is typical information City staff will be seekin:J,
observations that might be made, am items we may wish to review:
a) '!he aCCOlti'lishrnent(s) of the program(s) to date.
b) Whether or not program objectives are bein;J met.
c) 'Ihat the interrled client group is bein;J sexved.
d) '!he number of people on staff.
e) The existence am maintenance of client files.
f) Assistance City staff can provide.
In addition to IIlOnitorin;J each agency once a year, the City of San
Bernardino Development Department reser/es the right to have its internal
auditor corrluct an onsite audit of the program as part of the its annual
audit of all cnoo furrls pursuant to Federal Regulations.
Although the tenus ''monitorin;J'' am "audit" may appear somewhat
fonnidable, please be assured that your agency will be notified in
advance of any request for a IIlOnitorin;J visit. Also, please be advised
that representatives fran HUD IIlOnitor the cnoo program every year. D.Jrin;J
HUD visit(s), they may wish to IIlOnitor one (1) or IIlOre 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. PL""'LaI" BudcJet
Another required element of your cnoo agreement with the city is the
program budget. Please submit an updated line item budget reflectin;J
your approved cnoo allocation. Also, include a copy of your OITerall
program budget with a summary of your furxling source(s) am the total
agency budget. '!he cnoo portion of your total program or agency budget
should be identifiable.
In past years, several agencies have raised questions regardin;J minor
budget IIlOdifications or adjustments. Staff realizes that the awroved
budget may require minor adjustments durin;J the life of the program am
request that yoo discuss proposed ~es with Develcpnent DepartJrent
staff.
lab: 3025
Rev. 6/11/91
-3-
CDllG PRJGRl\M RB2tJIREMENl'S
Fiscal Year 1991/1992
Again, please be remiIrled that capital or non-expenjable equipment is not
to be purchase:i with CDEG fun:1s. If you need to acquire such equipment,
please discuss it with Developnent Department staff.
7. Purchase of Personal Property or Eauianent (Read Section "13" of the CDEG
1\Qreement
All tarx]ible personal property havin:J a useful life of more than one (1)
year arxi an acquisition cost of three hurrlred dollars ($300.00) or more
per 1.mit shall be subject to the requirements of the Property Management
Standards specified in 24 CFR, Part 85.32, "CarI1m:>n Rule".
8. Procedures
a) All equipment am property p.rrchased in accordance with the above
standards shall be identified as "Federal Property-HUD", (include
your internal Identification Number). Identification may be achieved
by taggin:J or engravin:J the property or by arrj method that will
result in property Identification Number bein:J oennanently affixed.
b) Maintain a separate record of all such equipment am property.
Infomation shall include:
-NamejDescription
-Serial Number
-Identification Number
-Date Purchased
-Pllrchase Price
-corrlition (i.e., excellent/goodjfair/poor)
-QJaracteristics (i,e., color/features, etc.)
-Fhysical location (i.e., address/office/room, etc.)
c) SUbmit an inventory listin:J to the City of San Bernardino Developnent
Department each year endinq June 30. Said listin:J is to be sul:!nitted
by July 10 follCMin:J the end of the year. 'lhe list should include all
the infomation listed un::1er item "b" above.
d) A written request IllUSt be sul:!nitted to the City of San Bernardino
Developnent Department for arrj approved purchases that are not in the
originally approved budget (see agreement). Written authorization
IllUSt be obtained from the Development Department by subrecipient
prior to the purchase of any equipment, \>hlether or not said equipment
was included in the agency's original budget.
e) It is the responsibility of the subrecipient to maintain am repair
all property am equipment p.rrchased with CDEG fun:1s. It is also the
responsibility of the subrecipient to identify all purchased
equipment am property with tags or engravin:J, am to supply same.
9. Fiscal Accounti.nCl and Audit Documentation
'lhe city of San Bernardino Development Department requires each agency to
observe arxi comply with all accountin:J rules arxi audit procedures as set
lab: 3025
Rev. 6/11/91
-4-
CDEG PBOGRllM REQUIREMENl'S
Fiscal Year 1991/1992
forth in the CDoo agreement. '!he follCMi.rg is a brief description of the
lIX)St prcminent requirements:
a) As a participant in the City of San Bernardino CDoo Program, each
subrecipient agrees to keep all fuOOs received fran the City seoarate
fran any other sources of furxii.rq.
b) Each subrecipient also agrees to keep records of all fuOOs received
fran the City of San Bernardino in a=rdance with the proce:lures set
forth in the "Agreement Accounti.rg ani Administrative Harrlbook". A
copy of the Harrlbook is attached.
10. certification and Assurance
Attached is a copy of the Certification ani Assurance fonn to be prepared
ani signed by the designated govenU.n;J official (s) of the subrecipient
agency. 'Illis dOCUIl'el'lt is to be attached to the CDoo agreement ani shall
become part of the govemi.rg requirements.
lab: 3025
Rev. 6/11/91
-5-
a>BG POOGRAM REQUIREMENl'S
Fiscal Year 1991/1992
DEVEIDPMENl' IlEPARIHENl' OF THE
CITY OF !WI llERNMDDD
"certification and Assurance"
(To 1\(''''''"'lJ?'''~ CDBG ~t)
I, Jerry Herndon,
Executive Director
(Nane ani Title of Official)
of the Boys and Girls Club of San Bernardino
(Nane of Agency/Organization)
located at 1180 West 9th Street, San Bernardino, CA 92411
do hereby make the follcwirq certification ani assurance to ao::arpany the
CCmmmity Develq;me.nt Block Grant Agreement between Bovs and Girls
Club of San Bernardino (name of organization) ani
the City of san Bernardino:
a) Certify that the infonnation booklet for COB:; P.l.'"Jlaln requirements has
been read ani unierstood; ani
b) ~ that the Bovs and Girls Club of San Bernardino (name of Agency)
will OC1'l1ply with all governin;J requirements as stiIWated herewith in the
performance of the cooo Agreement.
Dated: June 27, 1991
Dated: 0 - ff~ ?o/
lab: 3025
Rev. 6/J.1/9J.
lab: 3025
Rev. 6/11/91
-6-
CDBG ~ REQUIREMENl'S
Fiscal Year 1991/1992