HomeMy WebLinkAbout1991-294
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RESOLUTION NUMBER
91-294
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RESOLUTION OF THE Ml\.YOR AND CXIH:lN <:x:ltlN::IL OF THE CITY OF Sl\N BERNl\.RI)IN)
2 1W'l'HlRIZIm AND DIRn:~'.lJ.\G THE EXElCtlTION OF A cn!MVNITY DEVEIDPMENl' BUlCK GRANr
FtlNDIm 1lGREEMENl' .....~'W"""'" THE CITY OF Sl\N BERNl\.RI)IN) AND OFFICE ON
3 llGIm/CATlDLIC CIIARlTIES
4 BE IT RESOLVED BY THE Ml\.'lroR AND CXlMIt)N OOUN::IL OF THE CITY OF Sl\N
BERNl\.RI)IN) 1\8 FOLIDWS:
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Section 1.
(a) 'Ihe Mayor of the city of San Bernardino is hereby authorized and
directed to execute, on behalf of the City, an agreement for Community
Development Bl=k Grant furxli.rq with OFFICE ON AGING/CA'IHOLIC CHARITIES. which
agreement is attached hereto as Exhibit "1", and is incorporated herein by
reference as though fully set forth at length. 'Ihe agreement provides for the
grant:in;J of Community Development Bl=k Grant funis in the follow:in;J amunt of
$20.000.00.
Section 2.
(a) 'Ihe authorizations to execute the above referenced agreement is res-
cin:led if the parties to the agreement fail to execute it within sixty (60)
sixty days of the passage of this Resolution.
I HEREBY CERTIFY that the forego:in;J resolution was duly adopted by the
Mayor and CcillIlocln Council of the City of San Bernardino at a regular
meet:in;J thereof, held on the 1st day of July
vote, to wit:
1991 by the follow:in;J
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RESOLUTION OF TIlE CITY OF SAN BERNMDIN:l AtmDRIZIm TIlE EXECUTION
OF A CDBG 1lGREEMEN'l' BETWEEN CITY AND OFFICE ON llGIm/CATIK)LIC CHARITIES
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Council Members
AYES
NAYS
ABlm\IN
FS'I'RAIl!'\
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REIILY
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HERNANDEZ
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MAUOOIEY
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MINOR
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roPE-llJDIAM
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MILIER
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.'~ ' /}y
U .;:...~,A..L_{" ' J "', 'tA',,"-/i../I''--V/('~
City Clerk ,.
'!he forego:in;r Resolution is hereby approved this 5th day of July
1991.
/
Approved as to fom am
legal content:
J1\MES F. PENIO\N,
City Attorney
By:~
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Res. 91-294>
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~gBI!I!~lnL'I'
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nITS 1\GREEMENT is entered into effective as of this 1st day of
July , 1991, at San Bernardino, California, between the CITY OF SAN
BERNARDINO, a municipal corporation, referred to as "City", aro. OFFICE ON
AGING/CATHOLIC CHARITIES. a nonprofit community service organization,
referred to as "SUbrecipient". City aro. SUbrecipient agree as follows:
1. Recitals.
(a) SUbrecipient has requested financial assistance from city for
fiscal year 1991/1992 from fun:ls available through the Community Development
Block Grant Program from the united states of AIrerica to City.
(b) SUbrecipient represents that the expen:litures authorized by this
Agreement are for oersonnel manaqement assistance for elderlY persons. frail
aro. vulnerable elderlY to transform their lives from a state of depenjencv to
dvnamic inter-depeOOence aro. shared autonamv. which are valid and eligible
community development purposes, as defined in CFR Part 570 in a=rdance with
federal law aro. regulations, aro. that all fun:ls granted umer this Agreement
will be used for no purpose other than those purposes specifically
authorized. The specific purposes aro. 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 cx::aTIply with applicable uniform administrative
requirements, as described in 24 CFR, Part 570.502.
(d) SUbrecipient will carry out each activity, program an:ijor project
in compliance with all federal laws aro. regulations as set forth in 24 CFR,
Part 570, with the following exceptions, (i) the SUbrecipient dces not assume
the envirornnental responsibilities of the Grantee as described in 24 CFR,
Part 570.604, aro.; (ii) 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 UOOer Executive Order
2 ~ 12372.
3 (el SUbrecipient will comply with the requirements set forth in the
4 Unifonn Relooation Assistance ani Real Property Acquisition Policy Act of
5 1970, as amen:led, (URAl, 49 CFR, Part 24 in accordance with federal
6 regulations when attempting to or acquiring any building or parcel of lani.
7 SUbrecipient will be required to obtain written approval fram the Executive
8 Director of the Development Department prior to any activity taking place
9 within the confines of URA 49 CFR, Part 24, as amen:led.
10 2. Pavments.
11 City shall rei1nburse SUbrecipient for allowable costs incurred under
12 the scope of this Agreement ani applicable Federal regulations, which have
13 not been paid for or re:iJnbursed in any other marmer by any other Agency or
14 private source of fun:ling. Reimbursement will be made at least on a IroIlthly
15 basis, with the total of all such reimbursements not to exceed $20.000.00.
16 3. Tenn.
17 'Ibis Agreement shall commence JUlv 1. 1991. ani tenninate June 30,
18 1992.
19 4. Use of Funds; Budclet; Travel Limitation.
20 (al '!he funds paid to SUbrecipient shall be used by it solely for
21 the puIpOSes set forth in Paragraph l(bl of this Agreement, ani in accordance
22 with the program budget submitted by SUbrecipient to the City of San Bernar-
23 dine Community Development Deparbnent, a copy of which is attached to this
24 Agreement as Eldlibit "B". 'Ibis budget shall list all sources of funding for
25 the program covered by this Agreement, whether fram state, Federal, looal or
26 private sources, ani shall identify which sources are paying for which speci-
27 fic portions of the program, by line-item, to the extent practicable.
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(b) No travel expenses for out-of-state travel shall be included in
this program 1.U1less specifically listed in the budget as sul:mitted arxl. ap-
proved, arxl. all travel expenses to be funded fram funds provided hereurrler
shall be specifically identified as travel ~, which shall be negotiated
between the City of San Bernardino Development Department arxl. SUbrecipient in
the budget. Arw travel expenses incurred by SUbrecipient above the budgeted
amount or for out-of-state travel shall not be eligible for reimbursement
1.U1less the prior written approval of the Executive Director of Development
Department of the city of San Bernardino, or designee, has been obtained.
(e) F'un1s shall be used for purposes authorized by the Community
Development Block Grant Program only, arxl. no portion of the funds granted
hereby shall be used for any purpose not specifically authorized by this
AgreeIrent.
(d) only net payroll shall be periodically reimbursed by City as an
allowable cost. Arw am:JUI'lts withheld by SUbrecipient fram an employee's pay
for taxes, social security, or other withholding arxl. not llnmediately paid
aver to another entity, shall not be included as wages or expenses eligible
for reimbursement as an allowable cost lUltil such time as the withheld taxes,
social security, or other withholclings are actually paid Oller to another
entity entitled to such payment. Upon such payment arxl. the sul:mission of
evidence of such payment to the City of San Bernardino Development
Development Department, such expenses shall be regarded as an allowable cost,
arxl. the city shall reilnburse 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
time of sul:mission of the budget rralification request. A variation in the
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itemization of costs, as set forth in the proposed budget submitted to City,
not to excee:i ten percent (10%) as to any particular line item, shall be
allowed, provided that the prior written approval of the Executive Director
of the Development Development of the City of San Bernardino is obtained, it
being understood that the total anount of the grant shall not be varied
thereby .
(f) '!he parties intend that grant f\Jrrls be utilized within the time
period covered by this Agreement, and entitlement to any f\Jrrls not expended
or obligated shall revert to the City. No reserve for the future shall be
established with the f\Jrrls except as may be authorized to meet carmnitments
made 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, federal
and local laws prior to the receipt of any reimbursement hereurrler. fuis
includes, but is not limited to, all laws and regulations relative to the
form of organization, local business licenses and any laws and regulations
specific to the business and activity carried out by SUbrecipient. Reimburse-
ment shall not be made to SUbrecipient which is not operating in compliance
with all applicable laws. Reimbursements may be subsequently paid, at the
discretion of the Executive Director of the Development Department for
reimbursement costs incurred during the period when compliance is achieved
before expiration of this Agreement.
5. Accountina: Audit.
(a) Prior to the final payment under this Agreement, and at such
other times as may be requested 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 expenditures of all
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revenues from Whatever source a=uing to the organization for the fiscal
year en:ii.n:J June 30, 1992.
(b) Financial records shall be maintained by SUbrecipient in a=rd-
ance with Generally Accepted A=unting Principles, and in a manner which
penn:its City to trace the expenJitures of furrls to source documentation. All
books and records of SUbrecipient are to be kept open for inspection at any
tine during the business clay by the city, its officers or agents, and by any
representative of the United states of America authorized to audit cammmity
develcpnent block grant programs.
(e) Standards for financial management systems and financial report-
ing requirements established by 24 em, Parts 85.20 and 85.22 shall be fully
ocanplied with by SUbrecipient. SUbrecipient acknowledges that the furrls
provided are federal furrls.
(d) SUbrecipient's financial management system shall provide for
accurate, current and ocanplete disclosure of the financial results of each
program sponsored by this},greement. It is the responsibility of SUbreci-
pient to adequately safeguard all assets of the program, and SUbrecipient
shall assure that they are used solely for authorized p.JrpOSes.
6. services Available to Residents: Monitorincr and ReDortiJXJ P.l......,L...ll
Perfonnance.
'Ihe services 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 service because of race, color, national ori-
gin, creed, sex, marital status, or I=ilysical harrlicap. SUbrecipient shall
ocanply with Affinnative Action guidelines in its employment practices. SUbre-
eipient shall also =nitor the program's activities and submit written re-
ports quarterly, or !lOre often if requested, to the Executive Director of the
Developnent Department of the City of San Bernardino, in a=rdance with 24
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1 CFR, Part 85.41(c) (d) an:i Part 85.21. Failure to provide such quarterly
2 perfonnance reports may prevent the processin;J by City of SUbrecipient's
3 requests for reimbursement, an:i may justify tenporary withholdin;J 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 hereunder, upon a finiin:J by the
6 Executive Director of the Development Department that such failure was due to
7 extraordinary circumstances an:i that such breach has been timely cured
8 without prejudice to the City.
9 7. ProcurEInent Practices1 COnflict of Interest.
10 SUbrecipient shall CClI'ply with procurement procedures an:i guidelines
11 established by 24 CFR, Part 85.36(d) (1), SUbrecipient "Pr=urement
12 staOOards". In addition to the specific requirements of 24 CFR, Part 85,
13 SUbrecipient shall maintain a code or stan:iards of coniuct which shall govern
14 the perfonnance of its officers, employees or agents in contractin;J with an:i
15 expen:iin;J the federal grant fun::1s made available to SUbrecipient un:ier this
16 Agreement. SUbrecipient's officers, employees or agents shall neither solicit
17 nor accept gratuities, favors, or anythi.rq of m:metary value fram contractors
18 or potential contractors. To the extent pennissable by state law, roles, an:i
19 regulations, the standards adopted by SUbrecipient shall provide for
20 penalties, sanctions or other disciplinary actions to be applied for
21 violations of such stan:iards by either the SUbrecipient's officers, employees
22 or agents, or by contractors or their agents. SUbrecipient shall provide a
23 copy of the code or standards adopted to City forthwith. All procurement
24 transactions without regard to dollar value shall be corxiucted in a manner so
25 as to provide maximum open an:i free competition. '!he SUbrecipient shall be
26 alert to organizational conflicts of interest or non--c::oIrq:letitive practices
27 am:>n;J contractors which may restrict or elilninate competition or otherwise
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restrain trade. SUbrecipient agrees to adhere to conflict of interest
1 provisions set forth in 24 CFR section 570.611 and to the pr=urement rules
2 specified in 24 CFR, Part 85.36, in its expenditure of all fi.lnjs received
3 under this 1Igreement.
4 8. Anti-Kick Back Provisions: EQual :DIs)lovment ClDPortunitv.
5 All contracts for construction or repair usin;J fi.lnjs provided under
6 this Agreement shall include a provision for compliance with the Copeland
7 "Anti-Kick Back" Act (18.U.S.C. 874) as supplemented in Deparbnent of Labor
8 Regulations (29 CFR, Part 3). 'Ihis Act provides that each contractor or
9 subgrantee shall be prohibited from irxiucin;J, by any means, any person em-
10 ployed in the construction, completion or repair of public work, to give up
11 any part of the c:onq:leI1Sation to which he/she is otherwise entitled. SUbreci-
12 pient shall report all suspected or reported violations to City. All con-
13 tracts in excess of $10,000.00 entered into by SUbrecipient usin;J fi.lnjs
14 provided under this Agreement shall contain a provision requirin;J compliance
15 with Equal En;lloyment Opportunity provisions established by Executive Order
16 Number 11246, as amended.
17 9. Prevailincr Waqe Reauirement.
18 Mrj construction contracts awarded by SUbrecipient usin;J fi.lnjs
19 provided under this Agreement in excess of $2,000.00 shall include a provi-
20 sion for oompliance with the Davis-Bacon Act (40 U.S.C. 276 (a) to 276(a) (7))
21 and as supplemented by Deparbnent of Labor Regulations (29 CFR). Under this
22 Act, contractors shall be required to pay wages to laborers and mechanics at
23 a rate not less than the minimum wages specified in a wage detennination made
24 by the Secretary of Labor. In addition, contractors shall be required to pay
25 wages not less often than once a week. SUbrecipient shall place a copy of
26 the current prevailin;J wage detennination issued by the Department of Labor
27 in each solicitation and the award of a contract shall be conditioned 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. ADDroval of city of any Charcres; Use of P.l.VYLGlll Inoane.
4 (a) city hereby requires SUbrecipient to notify the City, in writing,
5 of its intent to charge a fee for arrj service, the provision of which is
6 assisted pursuant to this 1Igreement. City requires SUbrecipient to obtain
7 the prior written approval of City for arrj charges or fees to be charged by
8 SUbrecipient for such services, and of arrj rules and regulations governing
9 the provision of services hereun:ler.
10 (b) Program income represents gross incane received by the
11 SUbrecipient directly generated from the use of fun:ls provided hereunder.
12 SUch earnings include interest earned on advances and may include, but will
13 not be limited to, income from service fees, sale of <AJIUl,ulities, usage and
14 rental fees for real or personal property using the fun:ls provided by this
15 1Igreement. As to such income, it shall be first applied to eligible program
16 activities, before requests for reilllbursement and, in the use, shall be
17 subject to all applicable provisions of this 1Igreement. Income not so
18 applied shall be remitted to City. SUbrecipient shall remit all unspent
19 program income to the City within thirty (30) clays subsequent to the em of
20 the proglalll year (June 30, 1992).
21 11. TeltI:lorarv Withholdinq.
22 The Executive Director of the Development Deparbnent of the City of
23 San Bernardino is authorized to tenporarily withhold the payment of fun:ls to
24 SUbrecipient when the Director determines that arrj violation of this
25 1Igreement has occurred. Funds shall be withheld until the violation is
26 corrected to the satisfaction of the Executive Director. SUbrecipient shall
27 have the right to appeal the decision of the Executive Director to the Mayor
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arxi CcIlIllDn COUncil. '!he sole grourrls for such appeal shall be that no
violation of the Agreement has occurred. SUbrecipient shall file such aweal
within fifteen (15) days after such first withholding. '!he Mayor arxi Cannnon
COUncil shall set a date for the hearing of such appeal which is within
thirty (30) days follOllTing the date of filing.
12. Records Retention.
Financial records, supporting documents, statistical records, arxi all
other records pertaining to the use of the funds provided urxier this Agree-
ment shall be retained by SUbrecipient for a period of three (3) years, at a
minin1l.nn, arxi in the event of litigation, clam or audit, the records shall be
retained I.U1til all litigation, claiJns arxi audit firxlings involving the re-
cords, have been fully resolved. Records for non-expendable property acqui-
red with federal funds provided urxier 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 ~ of this Agreement,
is defined as tangible personal property, purchased in whole or in part with
federal funds, which has useful life of more than one (1) year arxi an acqui-
sition cost of one-thousand dollars ($1,000.00) or more per =it. Real
property means larxi, including larxi ilnprovements, structures arxi appurten-
ances thereto, excluding movable machinery arxi equipment. Non-expendable
personal property arxi real property purchased with or ilnproved by funds pro-
vided urxier this Agreement shall be subject to the property management stan-
dards set forth in 24 CFR, Part 85.32.
14. Tenni.nation for Cause.
(a) city reserves the right to tenninate this Agreement in a=rdance
with 24 CFR, Part 85.43, arxi any arxi all grants arxi future payments urrler
this Agreement, in whole or in part, at any tiJne before the date of
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1 completion of this Agreement whenever City detennines that the SUbrecipient
2 has materially failed to comply with the tenns and coOOitions of this
3 Agreement. In the event seeks to tenninate this Agreement for cause, City
4 shall pranptly notify the SUbrecipient in writing of the proposed tennination
5 and the reasons therefore, together with the proposed effective date. SUbrec-
6 ipient shall be given an opportunity to appear before the Mayor and Con1l\'Qn
7 Council at the time at which the Mayor and Con1l\'Qn Council are to consider
8 such rec:amnen:led tennination, and shall be given a reasonable opportunity to
9 show cause why, if any exists, the Agreement should not be tenninated for
10 cause. Upon detennination by the Mayor and Con1l\'Qn Council that the contract
11 should be tenninated for cause, notice thereof, including reasons for the
12 detennination, shall pranptly be mailed to the SUbrecipient, together with
13 infonnation as to the effective date of the tennination. SUch notice may be
14 given orally at that hearing. '!he detennination of the Mayor and Con1l\'Qn
15 Council as to cause shall be final.
16 (b) In the event of any tennination whether for cause or for
17 convenience, SUbrecipient shall forthwith provide to the Development Departm-
18 ent any and all documentation needed by the Development Department to
19 establish a full record of all lOOnies received by SUbrecipient and to docume-
20 nt the uses of same.
21 15. Te1'IIIi.nation for COnvenience.
22 City or SUbrecipient may tenninate this Agreement in whole or in part
23 provided both parties agree that the continuation of the project would not
24 produce beneficial results COITIllIeIlSUrate with further experxiiture of furrls. In
25 such event, the parties shall agree upon the tennination corxlitions,
26 including the effective date and, in the case of partial tenninations, the
27 portion to be tenninated. '!he SUbrecipient shall not incur new obligations
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for the tenninated portion after the effective date arxi shall cancel as many
outstaniin;J obligations as possible. city shall allow SUbrecipient full
credit for the City's share of the non-cancellable obligations obligations
properly i.n=red by the SUbrecipient prior to tennination.
16. Reversion of Assets.
SUbrecipient agrees that upon expiration of this Agreement, the
SUbrecipient shall transfer to the city any arxi all CDai furrls not used at
the till1e of expiration arxi any accounts receivable attributable to the use of
CDai furrls. SUbrecipient agrees that any real property un:ier its control,
which was acquired or improved, in whole or in part, with CDai furrls 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 1\greement or such pericxi of till1e as determined appro-
priate by the City, or; (ii) is disposed of in a manner which results in the
City bein;J reiJnbursed in the amount of the current fair market value of the
property less any portion thereof attributable to expenditure of, or
improvement to, the property by SUbrecipient. SUch reimbursement is not
required after the pericxi of till1e specified in "i" above.
17. Hold HaJ:mless.
SUbrecipient agrees to i.rxiemni.fy, save arxi hold hannless the City arxi
the Develc:.pnent Deparbnent arxi their employees arxi agents fran all
liabilities arxi charges, expenses (includin;J counsel fees), suits or losses,
however =in;J, or damages, arisin;J or growin;J out of the use of or
receipt of furrls paid un:ier this Agreement arxi all operations urrler this
1\greement. Payments urrler this Agreement are made with the urrlerstaniin;J
that the City arxi the Development Department are not involved in the
perfo:rmance of services or other activities of the SUbrecipient. SUbrecipient
arxi its employees arxi agents are i.meperxlent contractors arxi not employees or
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1 agents of City ani the Developrent Department.
2 18. 1\mendlllent.
3 '!his Ay.L=nent may be ameOOed or m:xlified only by written agreerrent
4 signed by both parties, ani 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 C01I'q)el enforcement of any provision or provisions.
7 19. Assianment.
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 writin:)' ani delivered in
12 person or sent certified mail, postage prepaid, addressed as follows:
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As to city:
As to SUbrecipient:
sister Monica Kim, Director
Office on Agin::f/Catholic
C1larities
150 East olive street
Colton, calif. 92324
Executive Director
Developrent Deparbnent
city Hall, Fifth Floor
300 North "0" street
San Bernardino, calif. 92418
21. Evidence of Authoritv.
SUbrecipient shall provide to City evidence in the fom of a
certified copy of minutes of the governin:J bcxiy of SUbrecipient, or other
adequate proof, that this Agreement has been approved in all its detail by
the governin:J bcxiy of the SUbrecipient, that the person(s) executin:)' it are
authorized to act on behalf of SUbrecipient, ani that this Agreement is a
b:in:lin:J obligation on SUbrecipient.
22. certification of Assurance.
SUbrecipient shall CClITply with the program requirements attached
hereto as Exhibit "C", which are incorporated by reference as though fully
set forth at len;Jth ani made a part of this Agreement by execution of all
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1 certifications am assurances of the COB:; program.
2 23. Entire llareeInent.
3 'lhis Agreement am any d=ument or instrument attached hereto or
4 referred to herein integrates all teI:ms am con:litions mentioned herein or
5 incidental hereto, am supersedes all negotiations am prior writiIg in
6 respect to the subj ect matter hereof. In the event of conflict between the
7 teI:ms, con:litions or provisions of this Agreement, am any such document or
8 instrument, the teI:ms am con:litions of this Agreement shall prevail.
9 24. No Third Party 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 Agreement.
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lab:4433
Rev. 6/11/91 -13-
FY 1991/1992 CDBG 1\GREEMEN'l' BETWEEN CITY AND
OFFICE ON lIGIm/CATII)LIC CImRITIES
1
2 IN WITNESS WHEREOF, the parties hereto have executed this Agreement on
3 the day and year first hereinabove written.
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
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23
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,
,
A'1"l'EST:
iJ . ..~
{}\'~<:'-;"-L2.. .He ~''-C,'I/
.. CITY L
SUBRECIPIENl' /,17J
~~/v-
Approved as to form and
legal content:
BY: Fath..r Alfr..d I,o Pinto
President
BY:
JAMFS F. PENMAN,
City Attomey
BY:~~
./
Secretary
lab: 4423
Rev. 6/11/91
-14-
of::- .,../ ~~
SCOPE OF SERVICES
II. PROJECT DESCRIPTION:
b) Studies and reports from professionals in the field of aging
and adult protection services continue to suggest that elder
abuse is a phenomenon, affecting many, many of vulnerable
elderly people. Emotional abuse, neglect and financial!
material exploitation account for approximately 68% of all
domestic abuse cases. The largest incidence of abuse cases
involve low-income elderly, particularly older women living
alone. Experience has demonstrated that older women are more
likely to become victims of elder abuse than older men. Be-
cause of the high incidence of abuse many of our elderly face
an inevitable life of institutionalization. Many of these
elderly, who at some point in their lives enjoyed independent
living within their own homes now must be subjected to an
institutional setting.
The Personal Management Assistance Program sponsored by the
Office of Aging is an abuse prevention program designed to
meet the needs of elderly victims and those who are at-risk
of being victimized. As a primary provider of informal sup-
port service, the Office of Aging, has discovered that many
of our low-income, (San Bernardino City has 2,068 low-income
seniors), frail, forgotten and shut-in elders find it very
difficult to'cope and handle various obstacles affecting
their daily living. The very systems designed to assist them
to maximize their independence in their homes become the
threats toward inevitable institutionalization. For example,
Social Security forms, medical insurance claims, financial
records, balancing check records, all very important contributions
to enhancing independent living, often times become unsurmoun-
table obstacles for the low-income, frail, forgotten, and shut-in,
thus increasing their vulnerability to abuse and neglect. The
Personal Management Assistance Program works out of a model of
social empowerment by which Senior Citizens are better able to
manage their own affairs and live better quality life more in-
dependently in their own homes. The program is composed of net-
work of volunteers trained in several fields (e.g. health in-
surance, social security, Medicare, Medicaid, some legal matters)
to give assistance and advice to the low-income, frail, forgotten,
and shut-in, in terms of completing benefit applications,
balancing check records, medical insurance claims, government
benefits, and referrals to appropriate government and community
resources. Volunteers are able to explain eligibility require-
ments to various assistance programs. Inasmuch as the tangible
benefits of this program allow for continued independent living
the intangible benefits such as: companionship, close ties,
friendships, become a very important aspect of such an informal
support system. The program seeks to empower the low-income,
frail, forgotten and shut-in to transform their lives from a
EXHIBIT "A"
ATTACHllENT A
II. Cont. Addendum
b) state of dependence to dynamic inter-dependence and shared
autonomy. The program is conversely intended to assist low-
income seniors in their struggle to achieve their rights
and dignity.
Addendum A-2
CUlG POOK&!. ~O"'IClf
D8Yel~ 0eplIrtIIIl. ,
Page -3-
v. P...~sed pro1ect BOO:ret (Please th!rllete kolieable ItsDs Onlvl
a) MnWstration
Salaries am Frirqe Benefits: $ 16,108.00
SlWlies: $
Professional SeIvices: $
Travel/Conferen::es/5eminars: $ 270.00
utilities & Rent: $ 1.920.00
Insuran::e: $ 480.00
Office Equiptent: $
Payroll Processing $ 528.00
Membership $ 90.00
Mileage Reimbursement $ 430.00
Postage $ 174.00
$
$
$
g) other: $
Total Project Cost: $ 20,000.00
(For constr.lcticn, erqineerin:; an:l. design, lard acquisition an:l.
rehabilitation activities a'lly.)
Estimator:
Estimator's Qualifications:
h) Identifv other ~ sam::es: Identify o::mnitnerrt:s or ~1ica-
tions for funds fran other soorces to ilIt:>lement this activity. If
other funds have been ~rol/ec1, attach eviderx::e of cxmnitment.
Source of Funds
FunclfM J.moo.mt
$ 13,500.00
Incarr$ 4,000.00
$
Date Available
7-1991
10-1991
Oiocese of San Bernardino
Sisters of Charity of the
i) Was this project previoosly fuOOed with a:a; funds? Yes -L No_
If YES, iniicate the year(s) in...nidl a:a; funds were received
an:l. the grantin:J entity: F Y 1 990 -1 991
J&mmunity Oevelooment Deoartment. Citv of San Bernardino
j) If yell have never received CE fundirq, provide evi.cleIre of any
previoos E!lq)erierce with other federally furded prUl;jL"""" (use
additional sheets if neces~~1:Y):
EXHIBIT "B"
DEVEIDl'MENl' DEPARDIEN1' OF THE
CITY OF S1\N BERNl\RJ)lN:)
CXHroNITY DEVEIDl'MENl' BIDCK GRANl'
PROGRAM ~UIREMENl'S
for
SUBRECIPIENl'S
1. SUpplemental Infonnation for SUbrecipient
As a successful applicant of the City of San Bernardino FY 1991/1992
Community Development Block Grant (CDB:;) Program, you are not only
agreein;J to provide the services as stated in your awlication, but also
to abide by the CDB:; Program requi.renents ani responsibilities. To
further assist you in urrlerstan:l.in;J said requirements ani responsibili-
ties, the followin;J surranaries ani attachments have been prepared to
introduce to or update you on each item. Mditionally, this
instructional package will reauire your governin;J body designated
official to read ani sign hisjher signature as part of the CDB:;
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 followin;J:
a) One (1) CXlIlpleted Request for Reimbursement form.
b) One (1) copy of all checks issued that are bein;J reil1lbursed.
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 reil1lbursed.
e) One (1) copy of all check stubs, accountin;J ledgers, an:l/or other
documentation that reflect gross salcu:y arxi all deductions for each
check(s) issued.
f) One (1) page narrative describin;J activities urrlertaken durin;J the
month included for rellnbursement.
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 ani that the subrecipient continues to CXlIlply with
the terms ani corrlitions of the CDB:; agreement. (Generally, invoices are
processed within ten (10) days of receipt of saIre.) 'lhe City reserves
the right to defer processin;J of invoices ani witl1hold payments until all
required reports, statetoonts, an:l/or certificates have been submitted
ani, where necessary, awroved.
lab: 3025
Rev. 6/11/91
-1-
CDBG PROGRAM ~UIREMENl'S
Fiscal Year 1991/1992
EXHIBIT "e"
g) All accountirq records ani evidence pertai.nirq to all costs of each
subrecipient ani all documents related to the COB:; agreement shall be
retained ani available for three (3) years follCMirq the conpletion
of the fun:ied program.
h) Each subrecipient agrees to allow the City of San Bernardino
Community Development Department to audit the funjed program as part
of its armual audit of all COB:; funis pursuant to federal regulations
set forth in Title 24 of the Code of Federal Regulations.
3. ReportslRePortinq ReclUirements and Reoords/ReCOrd Keepinq ReclUirements
While staff realizes that report writirq ani record-keepirq are not the
lIOSt desirable aspects of any program, it is one vehicle that provides a
measure of program progress ani accc:anplishments. 'lbus, all subrecipients
participatirq in the cooo 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
ani July of any given program year for the previous three (3) lOClnth
period in addition to a final report when the agreement terminates. All
reports shall include infOl"l1l3.tion on program activities, accc:anplishments,
new program infol"l1l3.tion ani current program statistics on experrlitures,
case loads ani activities of the reporting period.
Each subrecipient is also required to maintain lOClnthly records of all
ethnic ani racial statistics of persons ani families assisted by its
program(s). 'Ibis lOClnthly record shall include data on the number of low
ani Jroderate income persons ani households assisted, (as detennined by
federal incane limits), rn.nnber of female-headed households, ani rn.nnber of
senior citizens assisted. As mentioned earlier, each subrecipient is
required to keep all accountirq records ani evidence pertai.nirq to all
costs for three (3) years followirq conpletion of the fun:ied program.
4. Quarterlv Reports
Deadlines: october 10 - for period covering July 1, to september 30, of
program year.
January 10 - for period covering october 1, to DEl""-h<>.r 31,
of PX"':jLaUl year.
April 10 - for period covering January 1, to March 31, of
PJ:"':lLaUl year.
July 10 - for period covering April 1 to J\me 30, of program
year.
Include the follCMing:
a) One (1) conpleted Activity Report (fonn rn.nnber 802) .
b) One (1) ~ted Direct Benefit Report (fonn number 045 (a) .
lab: 3025
Rev. 6/11/91
-2-
CDBG PROGRAM REQUIREMENl'S
Fiscal Year 1991/1992
c) One (1) OCIIIpleted O:mtract an:i SUbcontract 1Ictivity Report (fonn GIB
2506-006). (For construction projects only.)
It is the responsibility of the subrecipient to prepare an:i submit the
required reports by the above stated deadlines in order to keep city
staff informed of any chan;Jes to the furrled program(s) .
5. P!:WLaDI Monitorinq
One of the City's responsibilities is to IOClnitor each subrecipient at
least once a year. Not only are the IOClnitoring visits interrled to ensure
each agency's continued OCIIIpliance with CDOO requirements, but also serve
as an opportunity for City staff to become IOClre kn<:Mledgeable of each
agency's program(s). 'lhe =nitoring visits also serve as an opportunity
to provide information to other City staff, the Mayor an:i CamlIon Council
an:i other interested persons.
Listed below is typical information city staff will be seeking,
observations that might be made, an:i items we may wish to review:
a) 'lhe aCOClllplishment(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) '!he mnnber of people on staff.
e) The existence an:i maintenance of client files.
f) Assistance city staff can provide.
In addition to IOClnitoring each agency once a year, the City of San
Bernardino Development Department reserves the right to have its internal
auditor conduct an onsite audit of the program as part of the its annual
audit of all CDOO furrls pursuant to Federal Regulations.
Although the tenns "IOClnitoring" an:i "audit" may appear sanewhat
fonnidable, please be assured that your agency will be notified in
advance of any request for a IOClnitoring visit. Also, please be advised
that representatives from HUD IOClnitor the CDOO program fNery year. nrring
HUD visit(s), they may wish to =nitor one (1) or IOClre 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""LQlU Budclet
Another required element of your CDOO agreement with the City is the
program budget. Please submit an updated line item blXiget reflecting
your approved CDOO allocation. Also, include a copy of your overall
program budget with a summary of your furrling source(s) an:i the total
agency budget. 'lhe COOO portion of your total program or agency budget
should be identifiable.
In past years, SfNeral agencies have raised questions regarding minor
budget IOCldifications or adjustJnents. staff realizes that the approved
budget may require minor adjustments during the life of the program an:i
request that you discuss proposed changes with Developnent Department
staff.
lab: 3025
FIN. 6/11/91
-3-
CDllG l'RJGRAM REQUIREMENl'S
Fiscal Year 1991/1992
lIgain, please be remirrled that capital or non-experrlable equipnent is not
to be purchased with CDEG furrls. If you need to acquire such equipment,
please discuss it with Developrent Departnent staff.
7. Purchase of Personal ProPertY or EQuitl1l8I1t (Read Section "13" of the CDBG
J\QreEment
All tan:Jible personal prq>erty hav:im a useful life of IOClre than one (1)
year an:i an acquisition rost of three huOOred dollars ($300.00) or ll'Ore
per unit shall be subject to the requirements of the Property Management
standards specified in 24 CFR, Part 85.32, "Conlrron Rule".
8. Procedures
a) All equipment an:i prq>erty purchased in a=rdance with the above
stan::iards shall be identified as "Federal Property-HUO", (include
your internal Identification Number). Identification may be achieved
by tagg:im or en:Jrav:im the prq>erty or by arrj method that will
result in property Identification Number be:im permanently affixed.
b) Maintain a separate record of all such equipment an:i property.
Information shall include:
-Name/Description
-Serial Number
-Identification Number
-D3.te Purchased
-Purchase Price
-<:orxlition (Le., excellent/good,lfair/poor)
-<llaracteristics (i,e., color/features, etc.)
-Physical Location (Le., address/office/rocm, etc.)
c) SUJ:nnit an inventory list:im to the City of san I3ernardino Developrent
Department each year en:iincr June 30. Said list:im is to be suJ::ani.tted
by July 10 follClt/:im the errl of the year. 'Ihe list shoold include all
the information listed un::ier item "b" above.
d) A written request Im.ISt be suJ::ani.tted to the City of san Bernardino
Developrent Department for arrj approved prrc.hases that are not in the
originally approved b.ldget (see agreement). Written authorization
must be obtained fran the Develqmmt Department by subrecipient
prior to the purchase of arrj equipment, whether or not said equipment
was included in the agency's original b.ldget.
e) It is the responsibility of the subrecipient to maintain an:i repair
all property an:i equipment purchased with CDEG furrls. It is also the
responsibility of the subrecipient to identify all purchased
equipnent an:i property with tags or en:Jrav:im, an:i to Sl.lJ;t)ly same.
9. Fiscal AccountiM and Audit Documentation
'Ihe city of san Bernardino Development Department requires each agency to
observe an:i c:orrply with all account:im rules an:i audit procedures as set
lab: 3025
Rev. 6/11/91
-4-
CDBG PR:lGR1lM ~UIREMENl'S
Fiscal Year 1991/1992
.
forth in the COB; agreement. '!he followin;J is a brief description of the
nost prominent requirements:
a) As a participant in the city of San Bernardino COB; Program, each
subrecipient agrees to keep all furrls received fran the City separate
!ran any other sources of fun:lirq.
b) Each subrecipient also agrees to keep records of all furrls received
fran the City of San Bernardino in accordance with the procedures set
forth in the "Agreement Accountin;J ani Administrative Harxlbook". A
copy of the Harxlbook is attached.
10. certification and Assurance
Attached is a copy of the Certification ani Assurance fom to be prepared
ani signed by the designated governin;J official(s) of the subrecipient
agency. 'Ihis document is to be attached to the COB; agreement ani shall
becane part of the governin;J requirements.
lab: 3025
Rev. 6/11/91
-5-
CDBG POOGR1lM ~
Fiscal Year 1991/1992
.
.
.
DEVEIDE'MENl' DEP1\1mIENl' OF THE
CITY OF SAN BERNMDIKl
''Certification and Assurance"
(To AcoaIpany CDBG 1\greement)
I, Charlp~pttA ~riffin rnnrrnl1pr
(Name an:l Title of Official)
of the
Catholic Charities
(Name of Agency/Organization)
located at 150 East Olive Street. Colton. ell 9?'l?4
do hereby nake the follCM~ certification arrl assurance to aCCClllpal1Y the
Cammmity Deve10prrent Block Grant Agreement between
Catholic Charities (name of organization) an:l
the city of San Bernardino:
a) Certify that the information booklet for CD8:i Program requi.l:'enmts has
been read an:l unierstood; arrl
b) Assure that the Catholic Charities (name of Agency)
will comply with all gov~ requirements as stipulated herewith in the
performance of the CD8:i Agreement.
rated: J'!t:Z-/9/
rated:
r/;Z/7 I
I I
Development De
t Representative
lab: 3025
Rev. 6/11/91
lab: 3025
Rev. 6/11/91
-6-
CDBG PROGIW{ REQUIREMENl'S
Fiscal Year 1991/1992