HomeMy WebLinkAbout1991-293
RESOLUTION NUMBER 91-293
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RESOLUTION OF THE !m.YOR 1\ND c:nHlN c:x:>uN::IL OF THE CITY OF SAN BERNll.RDIH>
AtmDRIZIlG 1\ND D.LJ(I!J.;'J:.Ll.'iG THE EXECUTION OF A cx:HIUNITY DEVEIDl'MENl' BIDCK GRl\NT
FUNDIlG 1\GREEMENl' BETWEEN THE CITY OF SAN BERNll.RDIH> 1\ND FIRST FUND OF
CHIlDREN'S RESOtlRCES, INC.
BE IT RESOLVED BY THE !m.YOR 1\ND c:nHlN c:x:>uN::IL OF THE CITY OF SAN
BERNll.RDIH> AS FOLIDWS:
Section 1.
(a) '!he Mayor of the City of San Bernardino is hereby authorized an:l
directed to execute, on behalf of the City, an agreement for Cammunity
Developnent Bl=k Grant fLmii.n:J with FIRST FUND OF CHIlDREN'S RESaJRCFS. mc..
which agreement is attached hereto as Exhibit "1", an:l is iooOl:porated herein
by reference as though fully set forth at l~. '!he agreement provides for
the granting of Cammunity Development Bl=k Grant fI.1njs in the following
amount of $20.000.00.
Section 2.
(a) '!he authorizations to execute the above 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 CERl'IFY that the foregoing resolution was duly adopted by the
Mayor an:l Ccllt'aron Council of the City of San Bernardino at a regular
meeting thereof, held on the 1st day of July
vote, to wit:
1991 by the following
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. t' .
RESOLUTION OF THE CITY OF SAN 1lERNlIRolK) AUTHORIZING THE EXECUTION
OF A CDBG 1\GREEMENT BETWEEN CITY AND FIRST FUND OF CHIIDREN'S8
RESOURCES, IR::.
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2 council If...hArs
3 E'S'I'RAIl.lI.
AYES
Nl'.YS
ABS'12\IN
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4 REILLY
5 HERNANDEZ
6 MAUIlSIEY
7 MINOR
8 FOPE-llJDlAM
9 MILIER
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GJUui... ;~~~"~J--
city Clerk
14 '!he forego:in:] Resolution is hereby approved this 5th day of July
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1991.
/
a /7 ,/0
i /:4:. '~~'--Mayor
city of Eernardino
Approve::i as to fom and
legal content:
JAMES F. PENMAN,
City Attorney
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'!HIS AGREEMENT is entered into effective as of this 1st day of
JULY , 1991, at San Bernardino, California, between the CITY OF SAN
BERNARDll{(), a IlIllI'licipal =rporation, referred to as "city", and FIRST FUND OF
CHIIDREN'S RESOURCE'S. mc.. 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 expen:litures authorized by this
Agreement are for the provision of assistance to children who have
exoerienoed mvsical and sexual abuse. hame1essness and/or qrave necrlect.
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 in=rporated into this Agreement as though fully set forth herein.
(c) SUbrecipient will CXlll1p1y 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 CXlll1pliance 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 envirornnental responsibilities of the Grantee as described in 24 CFR,
Part 570.604, and; (ii) the SUbrecipient does not assume the Grantee's
responsibilities for initiating the review process under Executive Order
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EXHIBIT "I"
1 ~ 12372.
2 (e) SUbrecipient will comply with the requirements set forth in the
3 Uniform Relocation Assistance and Real Property Acquisition Policy Act of
4 1970, as amerrled, (URA), 49 CFR, Part 24 in a=rdance with federal
5 regulations when at~ing to or acquiring any building or parcel of land.
6 SUbrecipient will be required to obtain written approval fram the Executive
7 Director of the Developnent Department prior to any activity taking place
8 within the confines of URA 49 CFR, Part 24, as amerrled.
9 2. Pavments.
10 City shall reimburse SUbrecipient for allowable costs incurred umer
11 the scope of this Agreement and applicable Federal regulations, which have
12 not been paid for or reimbursed in any other manner by any other Agency or
13 private source of fun:ling. Re:iJnbursement will be made at least on a monthly
14 basis, with the total of all such reill1bursements not to exceed $20.000.00.
15 3. Term.
16 '!his Agreement shall cammence Julv 1. 1991. and terminate June 30,
17 1992.
18 4. Use of Funds: Budaet: Travel Limitation.
19 (a) '!he funds paid to SUbrecipient shall be used by it solely for
20 the purposes set forth in Paragraph l(b) of this Agreement, and in a=rdance
21 with the program budget submitted by SUbrecipient to the City of San Bemar-
22 dine Comlmlnity Developrent Department, a copy of which is attached to this
23 Agreement as Exhibit "B". ~s budget shall list all sources of funding for
24 the program covered by this Agreement, whether fram 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 listed in the budget as submitted am ap-
proved, am all travel expenses to be :fun:ied from :fun:is provided hereurxier
shall be specifically identified as travel expense, which shall be negotiated
between the city of San Bernardino Development Department am SUbrecipient in
the budget. Arrj travel expenses incurred by SUbrecipient above the budgeted
amount or for out-of-state travel shall not be eligible for rei1nbursement
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
Developrent Block Grant Program only, am no portion of the :fun:is granted
hereby shall be used for any purpose not specifically authorized by this
Agreement.
(d) Only net payroll shall be periodically reimbursed by City as an
allowable cost. Arrj amounts withheld by SUbrecipient from an employee's pay
for taxes, social security, or other withholding am not inunediately paid
o<ler to another entity, shall not be included as wages or expenses eligible
for rei1nbursement as an allowable cost lUltil such ti:me as the withheld taxes,
social security, or other withholdings are actually paid o<ler to another
entity entitled to such payment. Upon such payment am the submission of
evidence of such payment to the city of San Bernardino Development
Developnent Department, such expenses shall be regarded as an allowable cost,
am the City shall reimburse SUbrecipient for such obligation.
(e) SUbrecipient shall be allowed, with the prior written approval
of the Development Department of the City of San Bernardino, to make changes
to the budget during the first three (3) quarters of the fiscal year, so long
as SUbrecipient is in compliance with Section "2" of this Agreement at the
ti:me of submission of the budget JOOdification request. A variation in the
itemization of costs, as set forth in the proposed budget submitted to City,
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1 not to exceed ten percent (10%) as to any particular line item, shall be
2 allowed, provided that the prior written approval of the Executive Director
3 of the Development Developnent of the city of San Bernardino is obtained, it
4 being urrlerstood that the total amount of the grant shall not be varied
5 thereby.
6 (f) The parties interrl that grant furrls be utilized within the tbne
7 period covered by this Agreement, ani entitlen'el1t to any furrls not expen:led
8 or obligated shall revert to the city. No reserve for the future shall be
9 established with the furrls except as may be authorized to meet commitments
10 made for services provided during the period of this Agreement, but not yet
11 paid for at the conclusion of this Agreement.
12 (g) SUbrecipient shall remain in c::onpliance with all state, federal
13 ani local laws prior to the receipt of any reilllbursement hereunder. This
14 includes, but is not lilnited to, all laws ani regulations relative to the
15 form of organization, local business licenses ani any laws ani regulations
16 specific to the business ani activity carried out by SUbrecipient. Rellnburse-
17 ment shall not be made to Subrecipient which is not operating in c::onpliance
18 with all applicable laws. Reilllbursements may be subsequently paid, at the
19 discretion of the Executive Director of the Development Deparbnent for
20 reilllbursement costs incurred during the period when c::onpliance is achieved
21 before expiration of this Agreement.
22 5. AccountincH Audit.
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(a) Prior to the final payment under this Agreement, ani at such
24 other times as may be requested by the Executive Director of the Development
25 Deparbnent of the City of San Bernardino, SUbrecipient shall submit to the
26 Director an accounting of the proposed ani actual expenditures of all
27 revenues fran whatever source accruing to the organization for the fiscal
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year en:lin:J JI.U1e 30, 1992.
(b) Financial records shall be maintained by SUbrecipient in a=rd-
ance with Generally Accepted A=unting Principles, am in a manner which
pennits City to trace the expenlitures of funds to source documentation. All
books am records of SUbrecipient are to be kept open for inspection at any
time during the business day by the City, its officers or agents, am by any
representative of the united states of America authorized to audit camm.mi.ty
development block grant programs.
(c) Staroards for financial management systems am financial report-
ing requirements established by 24 CPR, Parts 85.20 am 85.22 shall be fully
complied with by SUbrecipient. SUbrecipient acknowledges that the funds
provided are federal funds.
(d) SUbrecipient's financial management system shall provide for
accurate, current am 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, am SUbrecipient
shall assure that they are used solely for authorized purposes.
6. Services Available to Residents: Monitorina and RsDortina PL"",...aw
PerfoX1llllJ1Ce .
!he sel:Vices of SUbrecipient shall be made available to residents and
inhabitants of the City of San Bernardino unless otherwise noted in Exhibit
"A". No person shall be denied sel:Vice because of race, color, national ori-
gin, creed, sex, marital status, or physical haniicap. SUbrecipient shall
comply with Affinnative Action guidelines in its employment practices. SUbre-
cipient shall also lOClnitor the program's activities am submit written re-
ports quarterly, or lOClre often if requested, to the Executive Director of the
Development Department of the City of San Bernardino, in a=rdance with 24
CPR, Part 85.41(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, am may justify teIrq;lorary withhol~ 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 fin:ling by the
5 Executive Director of the Development Department that such failure was due to
6 extraordinary circumstances am that such breach has been t.iJnely cured
7 without prejudice to the City.
8 7. ProcurEInent Practices~ Conflict of Interest.
9 SUbrecipient shall comply with procurement procedures am guidelines
10 established by 24 CFR, Part 85.36(d) (1), SUbrecipient "Procurement
11 stan:lards". In addition to the specific requirements of 24 CFR, Part 85,
12 SUbrecipient shall maintain a code or starxiards of conluct which shall govern
13 the performance of its officers, employees or agents in contracting with am
14 expending the federal grant ftmjs made available to SUbrecipient under 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, rules, am
18 regulations, the stamards adopted by SUbrecipient shall provide for
19 penalties, sanctions or other disciplinary actions to be applied for
20 violations of such starxiards by either the SUbrecipient's officers, employees
21 or agents, or by contractors or their agents. SUbrecipient shall provide a
22 CX1f1Y of the code or starxiards adopted to city forthwith. All procurement
23 transactions without regard to dollar value shall be corxiucted in a manner so
24 as to provide maximum open am free canpetition. 'Ihe SUbrecipient shall be
25 alert to organizational conflicts of interest or non-c:c:ll1patitive practices
26 amorq contractors which may restrict or eli1ninate canpetition or othexwise
27 restrain trade. SUbrecipient agrees to adhere to conflict of interest
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provisions set forth in 24 CFR section 570.611 arxi to the procurement roles
specified in 24 CFR, Part 85.36, in its expenditure of all furds received
un:ler this Agreement.
8. Anti-Kick Back Provisions: Eaual &nDIOYlllellt ClDDOrtunitv.
All contracts for construction or repair usin::J furds provided un:ler
this Agreement shall include a provision for catpliance with the Copelarxi
"Anti-Kick Back" Act (18.U.S.C. 874) as supplemented in Department of Labor
Regulations (29 CFR, Part 3). 'lhis Act provides that each contractor or
subgrantee shall be prohibited from irxlucin::J, by any means, any person em-
ployed in the constroction, catpletion or repair of PJblic work, to give up
any part of the compensation 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 furds
provided un:ler this Agreement shall contain a provision requirin::J catpliance
with Equal ElIployment Opportunity provisions established by Executive Order
Number 11246, as amended.
9. Prevailim' Wacre Reauirement.
Any construction contracts awarded by SUbrecipient usin::J furds
provided un:ler this Agreement in excess of $2,000.00 shall include a provi-
sion for catpliance with the Davis-Bacon Act (40 U.S.C. 276 (a) to 276(a) (7))
arxi as supplemented by Deparbnent of Labor Regulations (29 CFR). Urrler this
Act, contractors shall be required to pay wages to laborers arxi mechanics at
a rate not less than the mini.mum 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 arxi the award of a contract shall be con:litioned 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. lIPProval of city of any ChaJ:qes; Use of P.l.......LCIUl Inoane.
3 (a) city hereby requires SUbrecipient to notify the City, in writ:in:j,
4 of its intent to chaJ:ge a fee for any service, the provision of wnich is
5 assisted p,u-suant to this Agreement. City requires SUbrecipient to obtain
6 the prior written approval of City for any charges or fees to be chaJ:ged by
7 SUbrecipient for such services, an::l of any rules an::l regulations govemi.n;J
8 the provision of services hereurxier.
9 (b) Program income represents gross income received by the
10 SUbrecipient directly generated from the use of furrls provided hereurxier.
11 SUch eam:in::Js include interest earned on advances an::l may include, but will
12 not be limited to, income from service fees, sale of c:anunodi.ties, usage an::l
13 rental fees for real or personal property us:in:j the furrls provided by this
14 Agreement. As to such income, it shall be first applied to eligible program
15 activities, before requests for reilnbursement an::l, 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 pJ:og:talU income to the City within thirty (30) days subsequent to the em of
19 the program year (June 30, 1992).
20 11. TAnnnt'lU'V Withho1C!ioo.
21 'Ihe Executive Director of the Development Department of the City of
22 San I3ernardino is authorized to tenp:>rarily withhold the payment of furrls to
23 SUbrecipient when the Director detennines that any violation of this
24 Agreement has occurred. F'L1n:ls shall be withheld until the violation is
25 corrected 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 an::l Cc:ImllKm Council. 'Ihe sole grounds for such appeal shall be that no
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violation of the Agreement has oocurred. SUbrecipient shall file such appeal
within fifteen (15) elays after such first withholdi.n;J. '!he Mayor am Cclmloon
Council shall set a elate for the hearin] of such appeal which is within
thirty (30) elays followin] the elate of filin].
12. Records Retention.
Financial records, supportin] documents, statistical records, am all
other records pertaining to the use of the furxls provided urrler this Agree-
ment shall be retained by SUbrecipient for a period of three (3) years, at a
minimum, am in the event of litigation, claim or audit, the records shall be
retained until all litigation, claims am audit f~ involvin] the re-
cords, have been fully resolved. Records for non-expendable property acqui-
red with federal furxls provided urrler this Agreement shall be retained for
three (3) years after the final disposition of such property.
13. ProDertv ManaQement Standards.
Non-expendable personal property, for the purposes of this Agreement,
is defined as tangible personal property, purchased in whole or in part with
federal furxls, which has useful life of m::>re than one (1) year am an acqui-
sition cost of one-thousarrl dollars ($1,000.00) or m::>re per unit. Real
property means lam, including lam inprovements, structures am appurten-
ances thereto, excluding movable machinery am equi~. Non-expendable
personal property am real property purchased with or inproved by furxls pro-
vided urrler this Agreement shall be subj ect to the property management stan-
clards set forth in 24 CFR, Part 85.32.
14. Tenni.nation for Cause.
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(a) City reserves the right to tenninate this Agreement in accordance
with 24 CFR, Part 85.43, am any am all grants am future payments urrler
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this Agreement, in whole or in part, at any time before the elate of
completion of this Agreement whenever City deteDnines that the SUbrecipient
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1 has materially failed to CCIll"q;>ly with the tenns and =rxlitions of this
2 Agreement. In the event seeks to tenninate this Agreement for cause, City
3 shall P.L<...ll'!-'Uy notify the SUbrecipient in writin3" 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 Common
6 Council at the time at which the Mayor and Common Council are to consider
7 such rec:anuren:led tennination, and shall be given a reasonable opportunity to
8 shCM cause why, if any exists, the Agreement should not be tenninated for
9 cause. Upon detennination by the Mayor and Common Council that the contract
10 should be tenninated for cause, notice thereof, including reasons for the
11 detennination, shall pronptly be mailed to the SUbrecipient, together with
12 infomation as to the effective date of the tennination. SUch notice may be
13 given orally at that hearin3". The detennination of the Mayor and CamIron
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 Developnent repartm-
17 ent any and all documentation needed by the Developnent Department to
18 establish a full reconi of all nx>nies received by SUbrecipient and to docume-
19 nt the uses of same.
20 15. TeJ:mination 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 project would not
23 produce beneficial results commensurate with further expen:liture of funds. In
24 such event, the parties shall agree upon the tennination =rxlitions,
25 including the effective date and, in the case of partial tenninations, the
26 portion to be tenninated. 'Ihe SUbrecipient shall not incur new obligations
27 for the tenninated portion after the effective date and shall cancel as many
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out:.st.arxiirq obligations as possible. city shall allOlll SUbrecipient full
credit for the city's share of the non-cancellable obligations obligations
properly incurred by the SUbrecipient prior to termination.
16. Reversion of Assets.
SUbrecipient agrees that upon expiration of this Agreement, the
SUbrecipient shall transfer to the City any ani all COB; funjs not used at
the time of expiration ani any a=mts receivable attributable to the use of
COB; funjs. SUbrecipient agrees that any real property urxier its control,
which was acquired or improved, 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 until five (5) years
after expiration of the Agreement or such period of time as det.ennined appro-
priate by the City, or; (ii) is disposed of in a manner which results in the
City being reimbursed in the anount of the current fair market value of the
property less any portion thereof attributable to experxliture of, or
improvement to, the property by SUbrecipient. SUch rei1nbursement is not
required after the period of time specified in "i" above.
17. Hold HaImless.
SUbrecipient agrees to i.rrlemnify, save ani hold hannless the City ani
the Developnent Department ani their E!llployees ani agents fran all
liabilities ani charges, expenses (including counsel fees), suits or losses,
however =ing, or damages, arising or grOIIling out of the use of or
receipt of funjs paid under this Agreement ani all operations under this
Agreement. Payments under this Agreement are made with the urxierstarxiing
that the City ani the Development Deparbnent are not involved in the
perfonnance of services or other activities of the SUbrecipient. SUbrecipient
ani its E!llployees ani agents are Wependent contractors ani not E!llployees or
agents of City ani the Development Department.
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1 18. l\mendment.
2 '!his Agreement may be amerrled 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 CCllI'p31. enforcement of any provision or provisions.
6 19. Assicmnent.
7 '!his 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 writin3" am delivered in
11 person or sent certified mail, postage prepaid, addressed as follows:
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As to City:
As to SUbrecipient:
Peggy Lewis, Exec. Director
First Furrl of allldren' s
Resources, Inc.
385 North Arrowhead, 2m Flcor
San Bernardino, Calif. 92415
Executive Director
Developnent Department
City Hall, Fifth Floor
300 North "0" street
San Bernardino, Calif. 92418
21. Evidence of Authoritv.
SUbrecipient shall provide to City evidence in the fonn of a
certified copy of minutes of the governID3" body of SUbrecipient, or other
adequate proof, that this Agreement has been approved in all its detail by
the governID3" body of the SUbrecipient, that the person(s) executin3" it are
authorized to act on behalf of SUbrecipient, am that this Agreement is a
b~ obligation on SUbrecipient.
22. certification of Assurance.
SUbrecipient shall COlIg;>ly with the program requirements attached
hereto as Exhibit "C", which are inco:rporated by reference as though fully
set forth at len;Jth am made a part of this Agreement by execution of all
certifications am assurances of the cooo program.
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1 certifications and assurances of the COB:; program.
2 23. Entire 1\Qreement.
3 nus 1lgreement and any document or instrument attached hereto or
4 referred to herein integrates all terms and conditions mentioned herein or
5 incidental hereto, and supersedes all negotiations and prior writirg in
6 respect to the subj ect matter hereof. In the event of conflict between the
7 terms, conditions or provisions of this 1lgreement, and any such document or
8 instrument, the terms and conditions of this 1lgreement shall prevail.
9 24. No Third Partv Beneficiaries.
10 No third party shall be deemed to have any rights hereunder against
11 any of the parties hereto as a result of this 1lgreement.
12 IIII
13 IIII
14 IIII
15 IIII
16 IIII
17 IIII
18 IIII
19 IIII
20 IIII
21 I I I I
22 IIII
23 IIII
24 IIII
25 IIII
26 IIII
27 I I I I
28
lab:4433
Rev. 6/11/91
-13-
FY 1991/1992 CDBG 1\GREEMEN1' BETWEEN CITY 1\ND
FIRST FllND OF alILDREN'B RESOURCES, IK::.
1
2 ill WI'INESS WHEREX:lF, the parties hereto have executed this .l\greellent on
3 the day ani year first hereinabove written.
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
A'l'TEST :
=~-z
~.. .---7 7 .-7 ~ / .
, /.,',-/ "", , ./
. ,,/: /~- -
, " "~',: :!~.R. ,'Mayor
'-, ' City of San Bernardino
C\~'~~
Awroved as to fonn ani
legal content:
Y---
t
JAMES F. PENMAN,
City Attorney
BY:t5 - S~)
/~
lab: 4423
Rev. 6/11/91
-14-
CDBG PIDPOSAL APP. .1\TION
Developre1t Departrrent
Page -6-
SCOPE OF SERVICES
II. (b) PROJECT DESCRIPTION.
A critical component of society's demography is a growing population of children
identified as "at risk." These are children who have experienced physical and
sexual abuse, grave neglect, mental, emotional and developmental disabilities,
truancy, homelessness, delmquency, etc.
During the past ten years the County of San Bernardino has experienced a
dramatic increase in this "at risk" population of children served by public agencies
but without a corresponding increase in public resources. In some areas of
children's services, caseloads have increased by 1000%.
It became apparent to the 1984-1985 Grand Jury that this County, on its own, was
unable to meet even the very basic needs of our at-risk youth. The assistance of
our private sector was now imperative. In 1985, the Board of Supervisors,
recognizing the urgent need to immediately respond to the severity of this crisis,
supported the creation of an inter-departmental Children's Network of San
Bernardino County. First Fund of Children's Resources is the nonprofit
component of this network.
The following statistics illustrate the explosion in our at-risk youths' needs which
have so taxed our children's services that currently our system is floundering:
**
**
**
**
**
36,196 reports of child abuse were received by San Bernardino County
Child Protective Services in 1989 (a 20% increase over 1988). Physical
and sexual abuse reports increased by 25% and 19% respectively, while
reports of neglect increased by 19%.
**
84,206 San Bernardino County children relied on Aid for Dependent
Children for the basics of life in December 1989. This represents a
12% increase from 1988. One in five children in our county lives in
poverty.
An estimated 4,482 babies were born drug exposed in San Bernardino
County. 16% of all births in our county are drug exposed infants.
4,457 children received services provided by San Bernardino County
Department of Mental Health.
3,383 homeless women with their 2,453 children received emergency
shelter in a 9-month period in 1989.
4,611 San Bernardino County women, with their 6,624 children,
requested emergency shelter due to spousal abuse (a 12% increase over
1988) .
The foregOing description of children have common unmet basic needs which fall
into these categories:
(1) MEDICAL/DENTAL/OR THODONTIA/OPTOMETRIC
(2) CLOTHING
(3) FOOD
EXHIBIT "A"
CDBG ProPOSAL APP: ATICN
Developrent Department
Page -7-
/,,"
ATTACHMENT A
(4) SELF ESTEEM ISSUES (Le., graduation fees, birthday gifts/parties,
school athletics, etc.)
The requested $20,000 will allow First Fund's proposed program to serve an
additional 200 at-rist; children residing in the City of San Bernardino in receiving
assistance in obtaining even the most basic necessities of life, L e., food, shelter
and clothing. First Fund will use this funding to also meet the physical, mental
and emotional needs of at-risk youth throughout our community by providing
educational, medical and dental assistance which would otherwise be unavailable
to them. These services can be made through individual or group distribution.
The distribution of resources process targets clients (birth to 18 years) of all
children-serving agencies in the County of San Bernardino who are deemed at
risk. The population served is reflective of the County's cultural ethnicity make-
up. Over 51% of the population served is of low to moderate income level by the
very nature of being an abused child or court dependent youth.
The goal of First Fund of Children's Resources is to be directly responsive to an
at-risk child in need; to eliminate bureaucratic red tape; and to distribute donated
dollars quickly and efficiently to the most pressing problems of at-risk children.
The specific objective of the First Fund of Children's Resources is to call to action
the private sector to form a public-private partnership in attaining monetary and
inkind contributions and distribute these goods and services to at-risk children
in San Bernardino County who cannot receive services provided by existing public
programs.
II. (c) PROJECT PURPOSE.
The First Fund of children's Resources is proving itself on a daily basis to be a
viable entity enhancing at-risk children's lives who otherwise suffer a less
enriched existence. In the calendar year 1990, over 9,000 at-risk children were
served through resources distributed valued at $317,520. The specific purpose
of this project is to serve an additional 200 at-risk children residing in the City
of San Bernardino in 1991-1992, thereby decreasing their need for life's essentials
and ultimately alleviating the trauma they suffer as a result of poverty and/or
being abused. The secondary purpose is to demonstrate a working public/private
partnership to benefit children and impacting their lives with the knowledge of
community support.
Examples of problems solved through First Fund distribution are as follows: (See
the complete report attached hereto. )
** orthodontia payments for an abused 14-year-old child who had taken
a part-time job to pay for her braces;
** Food and clothing for an impoverished family with eight children whose
home burned to the ground, killing an 18-month-old child;
** speCialized baby furniture to assist in the care of a medically fragile
infant;
** Plastic surgery to repair severe facial scarring suffered by a low-
income minor as a result of a pit bull attack.
am PR)RQL APPLIC-""'ICIf
De<le1......-.t ~ .
~ -3-
ATTACHMENT B
v. P~~sed Pro~ect Bu&:Iet (Please OarPlete ~lieable Items onlv)
The C01.mty of San Bernardino funds 100% of the operational
a) MmWstratioo expenses. Therefore, 100% of every dollar donated to the
I'rogram iSidirectly used to s~ at-risk youth.
Salaries am FrID]e Benef te: ~
SUWlies: $
Professiooal 5eIvices: $
Trave1/o:nf~/5erninars: $
utilities: $
Insuran::le: $
Office FqJipnent: $
~: $
b) Q:r'lstroctioo $
0) ED;JineeriIl} am Design $
d) land ~itioo $
e) Planning Activities $
f) Rehabilitatioo Activities $
q) ~: ""n,h,,] "t--r;"k ynllt-h $ 211.111111
Total Project Cost: . 20,000
(For ooostructioo, en:]i.neeriIl} an:1 design, lancl. ~itioo am
rehabilitatioo activities cW.y.)
EstiJDator: Not applicable.
F.stiJDator's ~ificatia1S:
h) Identify other flIrdi.n:r soorces: Identify cxmn1t:ments or ~lica-
tialS for furrls fran other soorces to 1Dplement this activity. If
otheJ: furrls have been ~, attach evidence of cx:mnitment.
~1ina 1.mcunt
$ 110,000
$
$
i) Was this project previrosly furrled with roe:; funds? Yes~ No_
If YES, irdicate the yearCs) in Wich am furrls were received
an:1 the cmmtiIx:I entity: 1990-1991 - City of San Bernardino;
1988-198g, 1989=1990, ~9~U-L~~L - County of San Bernardino Economic
and Ccmmmity Deve10pnent Department.
Source of Funds
Date Available
11/01/90 - 10/31/91
County of San Bernardino
j) If yoo have never received roe:; fIIIrlinJ, provide evideooe of artj
previros ~ieroe with other federally f\lIrled ~~alIIS (use
a<illtiooal sheets if ~~!II}'):
EXHIBIT "B"
DEVEIDFMENl' tlEPARmENl' OF THE
CITY OF 8l\N BERNMI)IN:>
CXlMMlJNITY DEVEIDFMENl' BIDClt GRl\Nl'
m:lGRl\M Jm2OIREMENl'S
for
SUBRECIPIENrS
1. SUPPlemental Infonnation for SUbrecipient
As a successful applicant of the City of San Bemardino FY 1991/1992
Camrnunity Development Block Grant (aE) Program, you are not only
agreein;J to provide the BeIVices as stated in your awlication, but also
to abide by the CDoo Program requirements am responsibilities. To
further assist you in urrlerst:an::lin::J said requi.re.ments am responsibili-
ties, the followin;J summaries am attaclnnents 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 am sign hisjher signature as part of the CDoo
agreement.
2. Monthl v Reauest for Reimbursement
Deadline: Due the fifth (5th) day after end of each calendar month
l.Ulless otherwise stated in the CDOO agreement.
Include the followin;J:
a) One (1) canpleted Request for Reimbursement fom.
b) One (1) copy of all checks issued that are bein;J rellnbursed.
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 rellnbursed.
e) One (1) copy of all check stubs, a=untin;J ledgers, aOOjor other
documentation that reflect gross salcu:y am all deductions for each
check(s) issued.
f) One (1) page narrative describing activities UIrlertaken during the
month included for re:i1nbursement.
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 am that the subrecipient oontinues to canply with
the tenus am oorrlitions of the CDoo agreement. (Generally, invoices are
processed within ten (10) days of receipt of same.) '!he City reBeIVes
the right to defer processing of invoices am withhold paynEnts until all
required reports, statements, arxljor certificates have been submitted
am, where necessary, approved.
lab: 3025
Rev. 6/11/91
-1-
CDOO PR:lGR1lM REQUIREMENl'S
Fiscal Year 1991/1992
EXHIBIT "e"
g) All accoontin:] records am evidence pertainin:] to all costs of each
subrecipient am all dcx::uments related to the moo agreement shall be
retained am available for three (3) years follOW'in:] the c::c:mpletion
of the fun:ied program.
h) Each subrecipient agrees to allOW' the City of San Bernardino
Community Development Department to audit the furrled 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 Reauirements and Records/Record KeePincr Reauirements
While staff realizes that report writin:] am record-keepin:] are not the
m:>st desirable aspects of arrj program, it is one vehicle that provides a
IreaSUre of prograJB progress am accomplishments. 'lhus, all subrecipients
participatin:] in the COB> Program are reauired to provide the city of
San Bernardino Development Department with written reports of its
activities on or before the tenth (loth) day of Oc:::tc::ber, January, April
am July of arrj given program year for the previous three (3) IOClIlth
period in addition to a final report when the agreement tenninates. All
reports shall include information on program activities, accomplishments,
new program information am current program statistics on experrlitures,
case loads am activities of the reportin:] period.
Each subrecipient is also required to maintain ll'Onthly records of all
ethnic am racial statistics of persons am families assisted by its
program(s). 'lhis ll'Onthly record shall include data on the rn.nnber of lOW'
amll'Oderate income persons am households assisted, (as determined by
federal incc:ure lilnits), m.nnber of female-headed households, am rn.nnber of
senior citizens assisted. As mentioned earlier, each subrecipient is
required to keep all accountin:] records am evidence pertainin:] to all
costs for three (3) years follOW'in:] c::c:mpletion of the furrled program.
4. Quarterlv Reports
Deadlines: October 10 - for period coverin:] July 1, to September 30, of
P:t'0914lll year.
January 10 - for period covering' October 1, to December 31,
of pJ.VY.Lam year.
April 10 - for period covering January 1, to March 31, of
P:t'091.dIu year.
July 10 - for period covering' April 1 to JUne 30, of proy.Lam
year.
Include the follOW'in:]:
a) One (1) c::c:mpleted Activity Report (form ntnnber 802) .
b) One (1) CCIllplted Direct Benefit Report (form rn.nnber 045 (a) .
lab: 3025
Rev. 6/11/91
-2-
CDBG l'roGRAM REQUIREMENl'S
Fiscal Year 1991/1992
c) One (1) cx:&1pleted O:>ntract ani SUbcontract Activity Report (fom CJ.lB
2506-006). (For construction projects only.)
It is the responsibility of the subrecipient to prepare ani submit the
require:i reports by the above stated deadlines in order to keep city
staff infomed of any changes to the fun::l.ed program(s).
5. ProQram Moni torinq
One of the City's responsibilities is to monitor each subrecipient at
least once a year. Not only are the monitor~ visits intended to ensure
each agency's continued compliance with COB:; requirements, but also serve
as an opportunity for City staff to become more knowledgeable of each
agency's program(s). The monitor~ visits also serve as an opportunity
to provide infomation to other City staff, the Mayor ani CalIrron Council
ani other interested persons.
Listed below is typical infomation City staff will be seeking,
observations that might be made, ani items we may wish to review:
a) The accomplishment(s) of the program(s) to date.
b) Whether or not program objectives are be~ met.
c) That the inten:led client group is be~ served.
d) The number of people on staff.
e) The existence ani 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 resel:Ves the right to have its internal
auditor conduct an onsite audit of the program as part of the its annual
audit of all COB:; fun::l.s pursuant to Federal Regulations.
Although the tems ''monitoring'' ani "audit" may appear sanewhat
formidable, please be assured that your agency will be notified in
advance of any request for a monitor~ visit. Also, please be advised
that representatives from HUD monitor the COB:; program fNery year. Olr~
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 Buda'et
Another require:i element of your COB:; agreement with the City is the
program budget. Please submit an updated line item budget reflect~
your approved COB:; allocation. Also, include a copy of your overall
program budget with a summary of your fun::l.~ source(s) ani the total
agency budget. The COB:; portion of your total program or agency budget
should be identifiable.
In past years, SfNeral agencies have raised questions ~ minor
budget modifications or adjustments. Staff realizes that the approved
budget may require minor adjustments dur~ the life of the program ani
request that you discuss proposed changes with Developnent Department
staff.
lab: 3025
Rev. 6/11/91
-3-
CDBG l'roGRAM REQUIREMENl'S
Fiscal Year 1991/1992
Again, please be remirrled that capital or non-experrlable equipnent is not
to be p..u:c:hased with CDoo furrls. If you need to acquire such equipnent,
please discuss it with Development Department staff.
7. Purchase of Personal Propertv or EclUitllleI1t (Read Section "13" of the CDoo
1\areeIlIent
All tan:Jible personal property havin;J a useful life of Il'Ore than one (1)
year ani an acquisition cost of three hun:lred dollars ($300.00) or Il'Ore
per tmit shall be subject to the requirements of the Property Management
Starrlards specified in 24 CFR, Part 85.32, "Comlt'on Rule".
8. Procedures
a) All equipnent ani property p..u:c:hased in accordance with the above
starrlards shall be identified as "Federal Property-HUD", (include
your internal Identification Number). Identification may be achieved
by taggin;J or ergravin;J the property or by any method that will
result in property Identification Number bein;J permanentlv affixed.
b) Maintain a separate record of all such equipnent ani property.
Information shall include:
-Name/Description
-Serial Number
-Identification Number
-Date Purchased
-Purchase Price
-con:lition (i.e., excellent/good/fair/poor)
-Q1aracteristics (i,e., color/features, etc.)
-Rlysical IDeation (i.e., address/office/room, etc.)
c) SUbmit an inventory listin;J to the City of San Bernardino Development
Department each vear endinq June 30. Said listin;J is to be sul::anitted
by Julv 10 follCMin;J the end of the year. The list should include all
the information listed uOOer item "b" above.
d) A written request nnlSt be submitted to the city of San Bernardino
Development Department for any approved p.m::hases that are not in the
originally approved budget (see agreement). Written authorization
nnlSt be obtained from the Development Deparbnent by subrecipient
prior to the ~ of any equipnent, whether or not said equipnent
was included in the agency's original budget.
e) It is the responsibility of the subrecipient to maintain ani repair
all property ani equipnent p..u:c:hased with CDoo furrls. It is also the
responsibility of the subrecipient to identify all p..u:c:hased
equipnent ani property with tags or ~vin;J, ani to supply same.
9. Fiscal Acoountinq and Audit Doc:umentation
'!he city of San Bernardino Development Deparbnent requires each agency to
observe ani comply with all aCCOlUltin;J rules ani audit procedures as set
lab: 3025
Rev. 6/11/91
-4-
CDBG PmGRl\M REX2tlIREMENl'S
Fiscal Year 1991/1992
.
forth in the COB:; agreement. '!he fo11owi.n;J is a brief description of the
JOOSt praninent requirements:
a) As a participant in the City of San Bernardino COB:; Program, each
subrecipient agrees to keep all fI.1rxjs receiverl fran the city separate
frcm any other sources of f\.lrrlirq.
b) Each subrecipient also agrees to keep records of all fI.1rxjs receiverl
fran the city of San Bernardino in accordance with the procedures set
forth in the "Agreement A=unti.n;J arxi lIdrninistrative Harxlbook". A
copy of the Harxlbook is attacherl.
10. certification and Assurance
Attacherl is a copy of the Certification arxi Assurance form to be prepared
arxi signed by the designaterl govE!n'l.i.nJ official(s) of the subrecipient
agency. '!his dOCl.nNmt is to be attacherl to the COB:; agreement arxi shall
became part of the govemi.n;J requirements.
lab: 3025
Rev. 6/11/91
-5-
CDBG PR:lGRAM Im;lUIREMENl'S
Fiscal Year 1991/1992
L
. .
DEVEIDl'MENl' DEPAR'lMENT OF THE
CITY OF m\N BERNARDIID
''Certification and Assurance"
(To ~ny CDBG 1\greement)
I, NANCY ARIAS, Interim Executive Director
(Name and Title of Official)
of the CHILDREN'S FUND
(Name of Agency/Organization)
located at 385 North Arrowhead Avenue, San Bernardino, CA. 92415-0132
do hereby make the following certification and assurance to acxx:&lPCU1Y the
<mmunity Development Block Grant Agreement between CHILDREN'S l'UND
(name of organization) and
the city of San Bernardino:
a) Certify that the information booklet for COB:; Program requirements has
been read and umerstood; and
b) Assure that the CHILDREN'S FUND (name of Agency)
will COll'ply with all governing requirements as stipulated herewith in the
performance of the COB:; Agreement.
~./ t2 '
It!N~ U-ulAJ)
Signa of Official)
~~~
Development Deparbnent Representative
Dated:
08/07/91
Dated :
'0/111 f
I
lab: 3025
Rev. 6/11/91
lab: 3025
Rev. 6/11/91
-6-
CDBG PROGRAM Im2UIREMENl'S
Fiscal Year 1991/1992