HomeMy WebLinkAbout1990-296
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RESOLUTION NllMBER ;7o-.-(Y~
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RESOLUTION OF 'l'HE CITY OF Sl\N BERNMDINJ 1\U'1'HJRIZIm AND DIRh.;n~ 'l'HE
EXElCUTION OF A cnooJNITY DEVEWPMENT BIDCK GRAN!' FllNDIm .llGREEMENl' BETWEEN 'l'HE
3 CITY OF Sl\N BERNMDINJ AND ROLLING S'12\RT, ~. (DEAF SERVICES).
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BE IT RESOLVED BY 'l'HE MAYOR AND CXIM!DN CDUN::IL OF 'l'HE CITY OF Sl\N
BERNMDINJ AS FOLIDWS:
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Section 1.
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(a) The Mayor of the city of San Bernardino is hereby authorized and
directed to execute, on behalf of the City, an agreement for Community Develop-
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ment Block Grant funding with Greater San Bernardino Area Special Olynpics,
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which agreement is attached hereto as Exhibit "1", and is incorporated herein
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by reference as though fully set forth at length. The agreement provides for
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the granting of Community Development Block Grant funds in the following amount
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of $16,007.
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Section 2.
(b) The authorizations to execute the above referenced agreement is res-
cinded if the parties to the agreement fail to execute it within sixty (60)
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sixty days of the passage of this resolution.
I HEREBY CERI'IFY that the foregoing resolution was duly adopted by the
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19 Mayor and Common Council of the City of san.~o at a ,/":tLIfIi)
meeting thereof, held on the /61/ day of . \ J:Jt/ 1990 by the following
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vote, to wit:
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RESOLUTION OF THE CITY OF SAN BERW\RI)IID AUTlJORIZIm THE EXECUTION
OF A COOO 1\GREEMENT BETWEEN CITY AND ROLLING START, IN:l. (DEAF
SERVICES PROGRAM)
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2 Council Members
3 ESTRl\Ill\.
4 REIlLY
5 FlORES
6 MAUDSLEY
7 MINOR
8 FOPE-IDDIAM
9 MIlLER
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AYES
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Nl\YS
1\BSTAIN
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city Clerlt' ~
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'!he foregoing resolution is hereby approved this /7~y Of'~,
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19 Approved as to form and
legal content:
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JAMES F. PENMAN,
21 City IJ::Y
t ,'1
22 By: , (~
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1ab/3961
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13 (b) Subrecipient represents that the expenditures authorized by this
14 Agreement are for valid and eligible community developuent purposes, as
15 defined in 24 CFR, Part 570 in a=rdance with federal law and regulations,
16 and that all funds granted under this Agreement will be used for no pur-
17 pose(s) other than those purposes specifically authorized. The specific pur-
18 poses and scope of services of this particular grant are set forth in Exhibit
19 "A", attached hereto and incorporated into this Agreement as though fully set
forth herein.
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21 (c) Subrecipient will comply with applicable uniform administrative
22 requirements, as described in 24 CFR, Part 570.502.
23 (d) Subrecipient will carry out each activity, program and/or project
in compliance with all federal laws and regulations as set forth in 24 CFR,
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Part 570, with the following exceptions, (i) the Subrecipient does not asStmte
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the environmental responsibilities of the Grantee as described in 24 CFR,
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Part 570.604, and; (ii) the Subrecipient does not assume the Grantee's re-
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sponsibilities for initiating the review process under Executive Order Number
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THIS AGREEMENT is entered into effective as of this /YT day of '-,~
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, 1990, at San Bernardino, Califo:rnia, between the CITY OF SAN
BERNARDmo, a municipal corporation, referred to as "City", and ROLLING
START, mc. (Deaf Services Program), a non-profit 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 1990/1991 from funds available through the Community Development
Block Grant Program from the United states of America to city.
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EXHIBIT "1"
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12372.
(e) SUbrecipient will corrply with the requirements set forth in the
Unifom Relocation Assistance and Real Property Acquisition Policy Act of
1970, as amended, (URA) 49 CFR, Part 24 in a=rdance with federal and regu-
lations when attempting to or acquiring any building or parcel of land. Sub-
recipient will be required to obtain written approval from the Director of
Community Development prior to any activity taking place within the confines
of URA 49 CFR, Part 24, as amended.
2. Pavments.
city shall reimburse SUbrecipient for allowable costs incurred under
the scope of this Agreement and applicable federal regulations, which have
not been paid for or reimbursed in any other manner by any other agency or
private source of funding. Rellnbursement shall be made on a monthly basis,
with the total of all such rellnbursements not to exceed $16,007.
3. Tenn.
'!his Agreement shall commence as of the date of execution by City and
teminate J1.ll1e 30, 1991.
4. Use of Flmds: Budaet: Travel Limitation.
(a) '!he funds paid to Subrecipient shall be used by it solely for
the purposes set forth in Paragraph 1(b) of this Agreement, and in a=rdance
with the program budget submitted by Subrecipient to the City of San Bernar-
dino Community Development Department, a copy of which is attached to this
Agreement as Exhibit "B". This budget shall list all sources of funding for
the program covered by this agreement, whether from state, federal, local or
private sources, and shall identify which sources are paying for which speci-
fic portions of the program, by line-item, to the extent practicable.
(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 and appro-
ved, and all travel expenses to be funded from funds provided hereunder shall
be specifically identified as travel expenses, which shall be negotiated bet-
ween the City of San Bernardino Community Development Department and SUbreci-
pient in the budget. Arry travel expenses incurred by SUbrecipient above the
budgeted amount or for out-of-state travel shall not be eligible for reiln-
bursement unless the prior written approval of the Director of Community De-
velopment of the City of San Bernardino, or his/her designee, has been 0b-
tained.
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18 recipient from an errployee's paycheck for taxes, social security, or other
19 withholding and not immediately paid over to another entity, shall not be
20 included as wages or expenses eligible for reimbursement as an allowable =st
21 until such time as the withheld taxes, social security, or other withholdings
22 are actually paid over to another entity entitled to such payment. Upon such
23 payment and the submission of evidence of such payment to the City of San
24 Bernardino Community Development Department, such expenses shall be regarded
25 as an allowable =st, and the City shall reimburse SUbrecipient for such 0b-
ligation.
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(c) Funds shall be used for purposes authorized by the Community
Development Block Grant Program only, and no portion of the funds granted
hereby shall be used for any purpose(s) not specifically authorized by this
Agreement.
(d) Only net payroll shall be periodically reimbursed by City as an
allowable =st. Reimbursement payroll shall include those hours dulyautho-
rized by the appropriate authority within Subrecipient's organization and,
shall include funds actually received by payee. Any amounts withheld by Sub-
(e) Subrecipient shall be allowed, with the prior written approval
of the Community Development Department of the City of San Bernardino, to
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1 nake changes in the budget during the first three (3) quarters of the fiscal
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year, so long as SUbrecipient is in compliance with Section "2" of this
3 Agreement at the time of submission of the budget modification request. A
4 variation in the itemization of costs, as set forth in the budget submitted
5 to City by Subrecipient, not to exceed ten percent (10%) as to any particular
6 line item, shall be allowed provided that the prior written approval of the
7 Director of Comrm.lnity Development of the City of San Bernardino is obtained,
8 it being understood that the total amount of the grant shall not be varied
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thereby .
10 (f) The parties intend that grant funds be utilized within the time
11 period covered by this agreement, and entitlement to any funds not expended
12 or obligated shall revert to the City. No reserve for the future shall be
13 established with the funds except as may be authorized to meet commitments
14 made for services provided during the period of this Agreement, but not yet
15 paid for at the conclusion of this Agreement.
16 (g) SUbrecipient shall reIrain in campliance with all state, federal
17 and local laws prior to the receipt of any reilllbursement hereunder. This
18 includes, but is not limited to, all laws and regulations relative to the
19 form of organization, local business licenses and any laws and regulations
20 specific to the business and activity carried out by SUbrecipient. Reim-
21 bursement shall not be made to a Subrecipient which is not operating in
22 compliance with all applicable laws. Reimbursements may be subsequently
23 paid, at the discretion of the Director of COl11lllUI1ity Development, for
24 reimbursement costs incurred during the period when compliance is achieved
25 before expiration of this Agreement.
26 5. Acco1mtincH Audit.
27 (a) Prior to the final payment under this Agreement, and at such
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other times as may be requested by the Director of Community Development of
the City of San Bernardino, SUbrecipient shall submit to the Director an
accounting of the proposed and actual expenditures of all revenues from
whatever source accruing to the organization for the fiscal year ending June
30, 1991.
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a=urate, =ent and complete disclosure of the financial results of each
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program sponsored by this Agreement. It is the responsibility of subreci-
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pient to adequately safeguard all assets of the program, and SUbrecipient
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shall assure that they are used solely for authorized purposes.
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(e) In addition to the foregoing, SUbrecipient shall at its own
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expense have the City-funded portion of its program audited annually, and
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provide to City a copy of the audit report within sixty (60) days after
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receipt of the report by Subrecipient. SUch audit must be perfonned by a
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Certified Public A=untant or some other independent auditor approved in
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advance by the city's Director of the Community Development.
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6. Services Available to Residents: Monitorinq and Reoortinq Proqra",
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(b) Financial records shall be maintained by Subrecipient in a=rd-
ance with Generally Accepted A=unting Principles, and in a manner which
permits City to trace the expenditures of funds to source doctnnentation. All
books and records of Subrecipient are to be kept open for inspection at any
t:iJne during the business day by the City, its officers or agents, and by any
representative of the united States of America authorized to audit community
development block grant programs.
(c) Standards for financial nanagement systems and financial report-
ing requirements established by 24 CPR, Parts 85.20 and 85.22 shall be fully
complied with by Subrecipient. Subrecipient acknowledges that the funds pro-
vided are federal funds.
(d) Subrecipient's financial nanagement system shall provide for
1 Perfomance.
2 'Itle seJ:Vices of Subrecipient shall be Il'ade available to residents and
3 inhabitants of the City of San Bernaniino unless otherwise noted in Exhibit
4 "A". No person shall be denied seJ:Vice because of race, color, national
5 origin, creed, sex, mrital status, or physical handicap. Subrecipient shall
6 CClI1ply with Affirll'ative Action guidelines in its employment practices. Subre-
7 cipient shall also monitor the program's activities and submit written re-
8 ports quarterly, or more often if requested, to the Director of Conununity
9 Developnent of the City of San Bernaniino, in a=rdance with 24 ern, Part
10 85.41(c) (d), and Part 85.21. Failure to provide such quarterly perfOrll'ance
11 reports constitutes a violation of this Agreement. Further, the processing
12 by City of Subrecipient's requests for reiInbursement shall be halted follow-
13 ing such breach, and shall subject Subrecipient to temporary withholding as
14 provided for in Paragraph 11 hereof. City reserves the right to waive such
15 breach, without prejudice to any other of its rights hereunder, upon a find-
16 ing by the Director of Community Development that such failure was due to
17 extraordinary circumstances and that such breach has been timely cured with-
18 out prejudice to the City.
19 7. Procurement Practices; Conflict of Interest.
20 Subrecipient shall CClI1ply with procurement procedures and guidelines
21 established by 24 ern, Part 85.36(d) (1), Subrecipient "Procurement stan-
22 dards". In addition to the specific requirements of 24 ern, Part 85, Subre-
23 cipient shall Il'aintain a code or standards of conduct which shall govern the
24 perfo=ce of its officers, employees or agents in contracting with and ex-
25 pending the federal grant funds Il'ade available to Subrecipient under this
26 Agreement. Subrecipient's officers, employees or agents shall neither soli-
27 cit nor accept gratuities, favors, or anything of monetary value from con-
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tractors or potential contractors. To the extent permissable by state law,
nlles, and regulations, the standards adopted by SUbrecipient shall provide
for penalties, sanctions or other disciplinary actions to be applied for
violations of such standards by either the SUbrecipient's officers, errployees
or agents, or by contractors or its agents. Subrecipient shall provide a
copy of the code or standards adopted to city forthwith. SUbrecipient shall
undertake infonnal procurement methods for purchases that do not cost more
than $25,000.00, in the aggregate, which call for price or rate quotations
fram an adequate number of qualified sources. The Subrecipient shall be
alert to organizational conflicts of interest or non-cornpetitive practices
among contractors which may restrict or eliminate corrpetition or otherwise
restrain trade. SUbrecipient agrees to adhere to conflict of interest
provisions set forth in 24 CFR, Part 570.611 and to the procurement nlles set
forth in 24 CFR, Part 85.36, in its expenditure of all funds received under
this Agreement.
8. Anti-Kick Back Provisions: Eaual EmDlovment Opportunitv.
All contracts for constnlction or repair using funds provided under
this Agreement 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 contractor or
subgrantee shall be prohibited fram inducing, by any means, any person errplo-
yed in the constnlction, completion or repair of public work, to give up any
part of the compensation to which he/she is otherwise entitled. SUbrecipient
shall report all suspected or reported violations to City. All contracts in
excess of $10,000.00 entered into by Subrecipient using funds provided under
this Agreement shall contain a provision requiring compliance with Equal
Employment Opportunity provisions established by Executive Order Number
11246, as amended.
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9. Prevailinq Waae ReQuirement.
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Any construction contracts awarded by SUbrecipient using funds pro-
3 vided under this Agreement in excess of $2,000.00 shall include a provision
4 for compliance with the Davis-Bacon Act (40.U.S.C. 276(a) to 276(a) 7) and as
5 supplemented by the Deparbnent of Labor Regulations (29 CFR). Urrler this
6 Act, contractors shall be required to pay wages to laborers and mechanics at
7 a rate not less than the min:i1m..nn wages specified in a wage detennination made
8 by the Secretary of Labor. In addition, contractors shall be required to pay
9 wages not less often than once a week. Subrecipient shall place a copy of
10 the current prevailing wage detennination issued by the Deparbnent of Labor
11 in each solicitation and the award of a contract shall be conditioned upon
12 the acceptance of the wage determination. SUbrecipient shall report all sus-
13 pected or reported violations to City.
14 10. ADDroval of city of any Charqes; Use of Pl...........u Incane.
15 (a) City hereby requires Subrecipient to notify the City, in writing,
16 of its intent to charge a fee for any service, the provision of which is as-
17 sisted pursuant to this Agreement. City requires Subrecipient to obtain the
18 prior written approval of City for any charges or fees to be charged by Sub-
19 recipient for such services, and of any rules and regulations governing the
20 provision of services hereunder.
21 (b) Program income represents gross income received by the SUbreci-
22 pient directly generated from the use of the funds provided hereunder. SUch
23 earnings include interest earned on advances and may include, but will not be
24 limited to, income from service fees, sale of COIml1Odities, usage and rental
25 fees for real or personal property purchased using the funds provided by this
26 Agreement. As to such income, it shall be first applied to eligible program
27 activities, before requests for reimbursement and, in the use, shall be sub-
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1 ject to all applicable provisions of this Agreement. Income not so applied
2 shall be remitted to City. Subrecipient shall remit all unspent program in-
3 come to the city within thirty (30) days subsequent to the errl of the program
4 year (June 30, 1991).
5 11. TE!It1POrarv Withho1dinq.
6 'Ihe Director of Community Development of the city of San Bernardino
7 is authorized to withhold the payment of funds to Subrecipient when the Di-
8 rector determines that any violation of this Agreement has occurred. FUnds
9 shall be withheld until the violation is co=ected to the satisfaction of the
10 Director. Subrecipient shall have the right to appeal the decision of the
11 Director to the Mayor and Common Council. '!he sole grounds for such appeal
12 shall be that no violation of the Agreement has occurred. Subrecipient shall
13 file such appeal within fifteen (15) days after such first notice of with-
14 holding. '!he Mayor and Common Council shall set a date for the hearing of
15 such appeal which is within thirty (30) days following the date of filing.
16 12. Records Retention.
17 Financial records, supporting documents, statistical records, and all
18 other records pertaining to the use of the funds provided urrler this Agree-
19 ment shall be retained by Subrecipient for a period of three (3) years, at a
minimum, and in the event of litigation, claim or audit, the records shall be
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21 retained until all litigation, claims and audit findings involving the re-
22 cords, have been fully resolved. Records for non-expendable property ac-
23 quired with federal funds provided urrler this Agreement shall be retained for
24 three (3) years after the final disposition of such property.
25 13. ProI:lertv Manactement standards.
Non-expendable personal property, for the purposes of this Agreement,
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is defined as tangible personal property purchased in whole or in part with
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funds provided under this Agreement, which has a useful life of more than one
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(1) year arxi an acquisition cost of one-thousand dollars ($1,000.00), or more
per unit. Real property means land, including larxi improvements, structures
and appurtenances thereto, excluding movable machinery arxi equipment. Non-
expendable personal property arxi real property purchased with or improved by
funds provided under this agreement shall be subject to the property manage-
ment standards set forth in 24 CFR, Part 85.32.
14. TeJ:mination for cause.
(a) city reseIVes the right to teminate this Agreement in a=rdance
with 24 CFR, Part 85.43, and any and all grants and future payments unjer
this Agreement, in whole or in part, at any time before the date of comple-
tion of this Agreement whenever City detennines that the Subrecipient has
materially failed to comply with the tenns and conditions of this Agreement.
In the event City seeks to tenninate this Agreement for cause, City shall
prorrptly notify the Subrecipient in writing of the proposed temination and
the reasons therefore, together with the proposed effective date. Subreci-
pient shall be given an opportunity to appear before the Mayor and Common
Council at the time which the Mayor and Common Council are to consider such
recamrnended temination, and shall be given a reasonable opportunity to show
cause why, if any exists, the Agreement should not be teminated for cause.
20 Upon detemination by the Mayor and Common Council that the Agreement should
21 be tenninated for cause, notice thereof, including reasons for the determina-
22 tion, shall prorrptly be mailed to the Subrecipient, together with infonnation
23 as to the effective date of the temination. SUch notice may be given orally
24 at that hearing. 'Ihe detemination of the Mayor and Common Council as to
25 cause shall be final.
26 (b) In the event of any termination whether for cause or for conven-
27 ience, Subrecipient shall forthwith provide to the Community Development J)e-
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1 partment any and all documentation needed by the Comrmmity Development De-
2 partment to establish a full record of all monies received by SUbrecipient
3 and to document the uses of same.
4 15. Tennination for COnvenience.
5 City or SUbrecipient may tenninate this Agreement, in a=rdance with
6 24 CFR, Part 85.44, in whole or in part provided both parties agree that the
7 continuation of the project would not produce beneficial results cammensurate
8 with further expenditure of funds. In such event, the parties shall agree
9 upon the tennination conditions, including the effective date and, in the
10 case of partial tenninations, the portion to be tenninated. The SUbrecipient
11 shall not in= new obligations for the tenninated portion after the effec-
12 tive date and shall cancel as many outstanding obligations as possible. city
13 shall allow SUbrecipient full credit for the City's share of the non-cancell-
14 able obligations properly incurred by the SUbrecipient prior to tennination.
15 16. Reversion of Assets.
16 Subrecipient agrees that upon expiration of this Agreement, the Sub-
17 recipient shall transfer to the City any and all COB;; funds not used at the
18 time of expiration and any accounts receivable attributable to the use of
19 COB;; funds. Subrecipient agrees that any real property under its control,
20 which was acquired or improved, in whole or in part, with COB;; funds in
21 excess of $500.00 shall either, (i) be used to meet one (1) of the three (3)
22 national objectives as set forth in 24 CFR, Part 570.208 until five (5) years
23 after expiration of the agreement or such period of time as determined appro-
24 priate by the city, or; (ii) is disposed of in a manner which results in the
25 City being reilnbursed in the amount of the =rent fair market value of the
26 property less any portion thereof attributable to expenditure of, or improve-
27 ment to, the property by Subrecipient. Such reimbursement is not required
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17. Hold Hannless.
Subrecipient agrees to indemnify, save and hold hannless the City and
its enployees and agents fram all liabilities and charges, expenses (includ-
ing counsel fees), suits or losses, however occurring, or damages, arising or
growing out of the use of or receipt of funds paid under this Agreement and
6 all operations under this Agreement. Payments under this Agreement are made
7 with the understanding that the City is not involved in the performance of
8 services or other activities of the Subrecipient. Subrecipient and its em-
9 ployees and agents are independent contractors and not enployees or agents of
10 City.
11 18. Amendment.
12 'Ibis Agreement may be amended or modified only by written agreement
13 signed by both parties, and failure on the part of either party to enforce
14 any provision of this Agreement shall not be construed as a waiver of the
15 right to compel enforcement of any provision or provisions.
16 19. Assicmrnent.
17 '!his Agreement shall not be assigned by Subrecipient without the
18 prior written consent of city.
19 20. Notices.
20 All notices herein required shall be in writing and delivered in
21 person or sent certified mail, postage prepaid, addressed as follows:
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23 As to City:
As to SUbrecipient:
Ms. Kathy 1\mbrosio, COOrdinator
Rolling start, Inc. (Deaf Services)
443 West 4th street
san Bernardino, C7. 92401
24 Director
CalInunity Developnent Dept.
25 City Hall, Fifth Floor
300 North "D" street
26 san Bernardino, Calif. 92418
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21. Evidence of Authoritv.
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1 SUbrecipient shall provide to City evidence in the fom of a certi-
2 fied =py of minutes of the governing body of SUbrecipient, or other adequate
3 proof, that this Agreement has been approved in all its detail by the govern-
4 ing body of the SUbrecipient, that the person(s) executing it are authorized
5 to act on behalf of SUbrecipient, and that this Agreement is a binding obli-
6 gation on SUbrecipient.
7 22. certification and Assurance.
8 SUbrecipient shall comply with the program requirements attached
9 hereto as Exhibit "C" which are in=rporated by reference as though fully set
10 forth at l~ and made a part of this agreement by execution of all certi-
11 fications and assurances of the CDI'G program.
12 23. Entire 1\clreement.
13 This Agreement and any document or instnIment attached hereto or re-
14 ferred to herein integrates all tenus and =nditions mentioned herein or in-
15 cidental hereto, and supercedes all negotiations and prior writing with re-
16 spect to the subject matter hereof. In the event of =nflict between the
17 tenus, =nditions or provisions of this Agreement, and any such document or
18 instnnnent, the tenus and =nditions of this Agreement shall prevail.
19 24. No Third party Beneficiaries.
20 No third party shall be deemed to have any rights hereunder against
21 any of the parties hereto as a result of this Agreement.
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CDBG 1\GREEMEN1' BETWEEN CITY OF'SAN BERNlIRDIID AND ROLLIN:;
STAR!', INC. (DElIF SERVICES).
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IN WITNESS WHEREOF, the parties hereto have executed this agreement on
the clay and year first hereinabove written.
A'l'I'EST:
CITl( OF SAN BE:RNlUIDnb
/U'(/ 'c'Z f!!~i-tJ. iL
City Cl
'I/l<<.'{}/ $'1:''./.'"
j.Oj/-Li:;
, I
-' /', <. /
J3t:~." //. I
~.~. H'olcomb, Mfyor
City of San Bernardino
s
BY:
~k ~CLt
Secretary
Approved as to fom
and legal content:
JAMES F. PENMAN,
City Attorney
BY: ~~7h
(J
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SCOPE OF SERVICES
Rolling Start Deaf Services offers a full range of services for the Deaf/Hearing
Impaired community of San Bernardino. It is the only community based organization
that provides interpreter services, employment preparation, accessible housing
referrals, advocacy, and information and referral that can be utilized not only
by the Deaf but the community at large. Deaf Services also provides Deaf Aware-
ness and Sign Language Classes.
It is estimated that one in ten persons has some form of Hearing Impairment.
With the menengitis epidemic and the increase of noise poluLion, the sLatistics
will rise dramatically in the near future. This is evidenced by the increasing
number o[ peopl'e "ho come to us [or counselling due Lo loss of hearing (Deafened
Adults). ....
The Hearing Imp~ired desperately need the services of interpreters to carryon
the normal communication function in the medical, business and other private
types of settings. In some cases it could be hazardous to the deaf person if
they do not understand "hat a doctor has prescribed, or if the doctor misunder-
sLands a deaf person's descriptioll of Lheir sympLoms.
When a child is used by a deaf adult to interpret, the adult not only loses the
confidentiality a professional inLerpreter affords, but also is not assured the
quality of communication and may in fact become misinformed. A good example is
a situation "here a child interprets what a teacher is saying to the parent about
that same child's classroom progress.
Rolling SLart provides relay services for Lhe Hearing Impaired persons currenLly
not provided by California Relay Services such as: Spanish/Sign Language bi-
lingual relays, long distance out of staLe relays.
People who utilize sign language as their primary language do not necessarily
understand 4nglish syntax as it is not the same word structure. Therefore,
"riLlen maLerial can be difficulL La ullJersLanu. Our office provides an ouLlet
where the Deaf may come and have forms, letters, etc., interpreted for Lhem so
that they may answer the questions appropriately. Because of Lhe Deaf Services
bi-lingual capabilities, a deaf person may receive communiLy and lor consumer
information directly as the communiLy aL large would from a similar community
services organization thus eliminating a communication barrier and providing
equal access opportunities to the Hearing Impaired of San Bernardino.
A majority of Hearing Impaired are handicapped in their ability to mainstream
in the employment market. Therefore, 90% fall bel 0" the poverty level of income.
Rolling Start Deaf Services serves this poverty level.
07/05/90
EXHIBIT nAn
.Annual Budget .\B 204 Clq C[J8G ~,no" n ~! C "ees Honl,ly
1990/91 $33,019.00 Deaf Services United f!y for Serl'lce Expendnure
Deaf Services 110,700.00 lI,005.\>, 1I1 ,m.ou Ceil ing
PBRS,mELI ,,*,""',*,' "",*,,** ,***~*i****** l~"l'*'f'lli*'f """*"" *,""",*,
Coord inato r 100~ 30,523, 6~ 24,320,00 2,080,00 1,530.00 0,00 UO,04
St,if Interpret 501 11,100.00 0,00 6,810,00 2 I ~OO. 00 1,915,00 915,00
Staff Interpret 501 11,100,00 0,00 5,810,00 2,000,00 1,915,00 915,00
MAL ~9,m,00 24,320,00 15,100,00 5,5iO,00 3,830,00 4,119,11
opm.mG/ II II II II II *** 1111111111 *HH**HU** *il****,i'li**** *********** 11111***1**
I. Office Lease 2,200,00 2,000,00 0,00 0,00 200,00 1E3.33
2. felephone 1,516,00 566,00 250,00 'J.nO 000,00 125,33
3, i ~su ranee 683,00 333.00 0,00 ~uv.OO 150,00 56,92
4, Utilities 1,066,00 566.00 0,00 200,00 300,00 88,83
5, ?ostage m,oo 191.00 90,00 0.00 160,00 36,75
6, Ufice Sup~,lies 100,00 300,00 200,00 i),00 2uu,OU 58.33
7. .J..:vertisin~ 566.00 166,00 0,00 ~, Oi) 500,00 SUO
8. hnting/Copy i ng 134.00 353,00 160,00 i2i,QO 100,00 61.11
9, Rileage/Tmel 1,113,00 W,OO 250,00 l~LOO 950,00 HU5
10, A\!ditfAccnting 1,350,00 150,00 0,00 ;,::0.00 500,00 112,51)
11. 0ffice Hair:c. 600,00 300,0& I}.OO j/J.u0 200,00 SUO
12. ~qljip, Haint./ 916.00 31UO 00 jljO.OO 500,00 70.33
~~~se
13, [lues/Sllbs.iFees 540,00 163,00 50,00 50.00 211.00 45,00
H, COHTRACT LI.BOR ***'*ii*'*'****""****' ii,,**i;;i*'* tin,**'***U*** *iii,*iii*' ,iiiiii'i"
(interpreters) 8,000,00 0,00 0,00 0,00 8,000,00 666,61
iBookkeeping) 1,137,00 1,400.00 0.00 337.DO 0,00 IH,75
15. CC!lputer 333,00 333,00 0,00 0.00 0.00 27,75
5oft'iare
16, GUiee Expense 616,00 06,00 0,00 0.00 200,00 51.33
17, Equip, Purchase 500,00 0,00 0,00 0,00 500,00 41,61
18. ~isc. Expense 350,00 0,00 0,00 150,00 200,00 29,11
19. in-kind Services 0,00 0,00 0,00 0,00 0,00 0,00
TOTAL OP8RATIHG \24,121.00 8,699,00 1,000,00 I,m,oo 13,531,00 2,060,08
TOTAL Personnel! 14 ,151.00 33,019,00 16,100,00 1,m,00 11,367.00 6,119.25
OpmlingBudgets
14 ,151.00
TOTAL' Hinus I L-19 $14,15\'00 0,00 0,00 0,00 11,36UO
~ oi 0verall Budget 0, 15 0,23 0,10 0,23 1.00
CDBG PROPOSAL APPL~~ATION
community Developm,~t Department
Page -3-
v. Proposed Pro~ect BUdqet (Please complete applicable items
onlvl
a) Administration
Salaries and Fringe Benefits:
Supplies:
Professional Services:
Travel/Conferences/Seminars
Utilities:
Insurance:
Office Equipment:
Other: MISCELLANEOUS
b) Construction
c) Engineering and Design
d) Land Acquisition
e) Planning Activities
f) Rehabilitation Activities
g) Other:
Total Project Cost:
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
14,1'i 17
7,100.
101.
16,383.83
70 000 00
.
(For construction, engineering and design, land acquisi-
tion and rehabilitation activities only.)
Estimator:
Estimator's Qualifications:
h) Identifv other fundinq sources: Identify commitments
or applications for funds from ot.her sources to imple-
ment this activity. If other funds have been approved,
attach evidence of commitment.
Fund
Source
DEPT. OF VOC. REHAB
CO. OF S.BDNO - CDBG
SLIAG
Amount of
Funds Available
$18,000.00
10,000.00
21,500.00
Date
Available
PENDING APPROVAL
PENDING APPROVAL
PENDING APPROVAL
i) Was this project previously funded with CDBG funds?
Yes XXX No . If yes, indicate the year (s) in which
CDBG funds were received and the granting agency:
1986. 1987, 1988, 1989 CITY OF SAN BERNARDINO
j) If you have
evidence of
ally funded
sary):
never received CDBG funding, provide
any previous experience with other feder-
programs (use additional sheets if neces-
07/05/90
EXHIBIT "B"
CITY OF SAB BERNARDINO
COMMUNITY DEVELOPKEN'l' DEPARTHEN'l'
COMMUNITY DEVELOPKEN'l' BLOClt GRANT
PROGRAM REQUIREKEN'l'S
FOR
8UBRECIPIEN'l'S
prepared: February, 1989
EXIllBIT .C.
CITY OF SAN BERNARDINO
COMMUNITY DEVELOPMENT DEPARTMENT
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
Supplemental Information for Subrecipient
As a successful applicant of the City of San Bernardino FY
1989/1990 Community Development Block Grant (COBG) Program,
you are not only agreeing to provide the services as stated
in your application, but also to abide by the COBG Program
requirements and responsibilities. To further assist you in
understanding said requirements and responsibilities, the
following summaries and attachments have been prepared to
introduce to or update you on each item. Additionally, this
instructional package will reauire your governing body
designated official to read and sign his/her signature as
part of the COBG agreement.
Monthlv Request for Reimbursement
Deadline:
Due the fifth (5th) day after end of each calen-
dar month unless otherwise stated in the CDBG
agreement.
Include the following:
a) One (1) completed Request for Reimbursement form.
b) One (1) copy of all checks issued that are being
reimbursed.
c) One (1) copy of all bills/receipts that support check(s)
issued.
d) One (1) copy of all payroll check(s) that are being reim-
bursed.
e) One (1) copy of all check stubs, accounting ledgers,
and/or other documentation that reflect gross salary and
all deductions for each check(s) issued.
f) One (1) page narrative describing activities undertaken
during the month included for reimbursement.
In response to its part of each agreement, the City agrees to
pay all invoices within thirty (30) days after it receives
the invoice provided the City is satisfied all expenses have
been incurred within the scope of the executed agreement and
that the subrecipient continues to comply with the terms and
conditions of the CDBG agreement. (Generally, invoices are
processed within ten (10) days of receipt of same.) The City
reserves the right to defer processing of invoices and
withhold payments until all required reports, statements,
and/or certificates have been submitted and, where necessary,
approved.
2
CDBG PROGRAM
Supplemental Information
a) All accounting records and evidence pertaining to all
costs of each subrecipient and all documents related to
the CDBG agreement shall be retained and available for
three (3) years following the completion of the funded
program.
b) Each subrecipient agrees to allow the City of San Bernar-
dino Community Development Department to audit the funded
program as part of its annual audit of all CDBG funds
pursuant to federal regulations set forth in Title 24 of
the Code of Federal Regulations.
Reports/Reportinq Requirements and Records/Record Keepinq
Requirements
While staff realizes that report writing and record-keeping
are not the most desirable aspects of any program, it is one
vehicle that provides a measure of program progress and
accomplishments. Thus, all subrecipients participating in
the CDBG Program are required to provide the City of San
Bernardino Community Development Department with written
reports of its activities on or before the tenth (10th) day
of October, January, April and July of any given program year
for the previous three (3) month period in addition to a
final report when the agreement terminates. All reports
shall include information on program3ctivities, accomplish-
ments, new program information and current program statistics
on expenditures, case loads and activities of the reporting
period.
Each subrecipient is also required to maintain monthly
records of all ethnic and racial statistics of persons and
families assisted by its program(s). This monthly record
shall include data on the number of low and moderate income
persons and households assisted, (as determined by federal
income limits), number of female-headed households, and
number of senior citizens assisted. As mentioned earlier,
each subrecipient is required to keep all accounting records
and evidence pertaining to all costs for three (3) years
following completion of the funded program.
Quarter1v Reports
Deadlines: October 10 -- for period covering July 1, to
September 30, of program year.
January 10 -- for period covering October 1, to
December 31, of program year.
3
CDBG PROGRAM
Supplemental Information
April 10 -- for period covering January 1, to
March 31, of program year.
July 10 -- for period covering April 1 to June
30, of program year.
Include the following:
a) One (1) completed Activity Report (form number 802).
b) One (1) competed Direct Benefit Report (form number
045(a) .
c) One (1) completed Contract and Subcontract Activity Report
(form OMB 2506-006). (For construction projects only.)
It is the responsibility of the subrecipient to prepare and
submit the required reports by the above stated deadlines in
order to keep City staff informed of any changes to the
funded program(s).
Proqram Monitorinq
One of the City'S responsibilities is to monitor each
subrecipient at least once a year. Not only are the
monitoring visits intended to ensure each agency's continued
compliance with CDBG requirements, but also serve as an
opportunity for City staff to become more knowledgeable of
each agency's program(s). The monitoring visits also serve
as an opportunity to provide information to other City staff,
the Mayor and Common Council and other interested persons.
Listed below is typical information City staff will be
seeking, observations that might be made, and items we may
wish to review:
a) The accomplishment(s) of the program(s) to date.
b) Whether or not program objectives are being met.
c) That the intended client group is being served.
d) The number of people on staff.
e) The existence and maintenance of client files.
f) Assistance city staff can provide.
In addition to monitoring each agency once a year, the City
of San Bernardino Community 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
CDBG funds pursuant to Federal Regulations.
4
CDBG PROGRAM
Supplemental Information
Although the terms "monitoring" and "audit" may appear
somewhat formidable, please be assured that your agency will
be notified in advance of any request for a monitoring visit.
Also, please be advised that representatives from HUD monitor
the CDBG program every year. During 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.
Proqram Budqet
Another required element of your CDBG agreement with the City
is the program budget. Please submit an updated line item
budget reflecting your approved CDBG allocation. Also,
include a copy of your overall program budget with a summary
of your funding source(s) and the total agency budget. The
CDBG portion of your total program or agency budget should be
identifiable.
In past years, several agencies have raised questions regard-
ing minor budget modifications or adjustments. Staff
realizes that the approved budget may require minor adjust-
ments during the life of the program and request that you
discuss proposed changes with Community Development Depart-
ment staff.
Again, please be reminded that capital or non-expendable
equipment is not to be purchased with CDBG funds. If you
need to acquire such equipment, please discuss it with
Community Development Department staff.
Purchase of Personal Property or Equipment (Read Section 13
of the CDBG Aqreement
All tangible personal property having a useful life of more
than one (1) year and an acquisition cost of three hundred
dollars ($300.00) or more per unit shall be subject to the
requirements of the Property Management Standards specified
in 24 CFR, Part 85.32, "Common Rule".
Procedures
a) All equipment and property purchased in accordance with
the above standards shall be identified as "Federal
Property-HUD", (include your internal Identification
Number). Identification may be achieved by tagging or
engraving the property or by any method that will result
in property Identification Number being permanently
affixed.
5
CDBG Program
Supplemental Information
b) Maintain a separate record of all such equipment and
property. Information shall include:
1. Name/Description
2. Serial Number
3. Identification Number
4. Date Purchased
5. Purchase Price
6. Condition (i.e., excellent/good/fair/poor)
7. Characteristics (i,e., color/features, etc.)
8. Physical Location (i.e., address/office/room, etc.)
c) Submit an inventory listing to the City of San Bernardino
Community Development Department each vear endinq June 30.
Said listing is to be submitted by Julv 10 following the
end of the year. The list should include all the
information included in item (b).
d) A written request must be submitted to the city of San
Bernardino Community Development Department for any
approved purchases that are not in the originally approved
budget (see agreement). Written authorization must be
obtained from the Community Development Department by
subrecipient prior to the purchase of any equipment,
whether or not said equipment was included in the agency's
original budget.
e) It is the responsibility of the subrecipient to maintain
and repair all property and equipment purchased with CDBG
funds. It is also the responsibility of the subrecipient
to identify all purchased equipment and property with tags
or engraving, and to supply same.
Fiscal Accountinq and Audit Documentation
The City of San Bernardino Community Development Department
requires each agency to observe and comply with all account
ing rules and audit procedures as set forth in the CDBG
agreement. The following is a brief description of the most
prominent requirements:
a) As a participant in the City of San Bernardino CDBG
Program, each subrecipient agrees to keep all funds
received from the City separate from any other sources of
funding.
b) Each subrecipient also agrees
received from the City of San
with the procedures set forth
and Administrative Handbook".
attached.
to keep records of all funds
Bernardino in accordance
in the "Agreement Accounting
A copy of the Handbook is
6
,
CDBG Program
Supplemental Information
Audits
Each subrecipient shall provide the City of San Bernardino
Community Development Department with an audit report,
completed and signed by a Certified Public Accountant. The
audit shall include all information pertinent to the CDBG
funded program including any audit findings.
The audit report shall be prepared and submitted to the City
of San Bernardino Community Development Department as soon
after the close of the year ending June 3D, as is possible,
or immediately after the sUbrecipient's regular audit is
completed (whichever is first).
Certification and Assurance
Attached is a copy of the Certification and Assurance form to
be prepared and signed by the designated governing offi-
cial(s) of the subrecipient agency. This document is to be
attached to the CDBG agreement and shall become part of the
governing requirements.
7
CITY or BAN BERNARDINO
COMMUNITY DEVELOPMENT DEPARTMENT
"Certification and Assurance"
(TO Accompany CDBG Agreement)
I Sandra A. Mattson, President
,
(Name and Title of Official)
the Roll i n q S tar t, I n c .
(Name of Agency/Organization)
, of
located at
443 West Fourth Street
do hereby make the following certification and assurance to
accompany the Community Development Block Grant Agreement
between Rolling Start, Inc. (name
of organization) and the city of San Bernardino:
a) certify that the information booklet for CDBG Program
requirements has been read and understood; and
b) Assure that the Rolling Start, Inc.
(name of Agency) will comply with all governing require-
ments as stipulated herewith in the performance of the
/~BG A"n"m'ntl~=
. -~~~ O~~iCial) ! 7-26~;:te)
~;L~/r
Community Development Department
7-LG ~7=
(Date)
ELF/lab/3025
2/1989
8