HomeMy WebLinkAbout1990-298
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RESOWl'ION NUMBER ;?v -Z yy
RESOWl'ION OJ!' THE CITY OJ!' SAN BERNl\RI)IN:) A1JTIKlRl:ZIm AND DIRECTING THE
3 EXECllTION OJ!' A CXHmNITl( DEVEIDI'MENl' BIDCK GRl\Nl' FUNDIm 1\GREEMEN1' BETWEEN THE
CITY OF SAN BERNl\RI)IN:) AND FIRST FUND OF CHILDREN'B RESOURCES.
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BE rr RESOLVED BY THE MAYOR AND <XlM!ot:lN OOUNCIL OJ!' THE CITY OF SAN
5 BERNl\RI)IN:) 1\8 roLIDWS:
Section 1.
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(a) '!he Mayor of the City of San Bernardino is hereby authorized and
8 directed to execute, on behalf of the City, an agreement for Community Develop-
9 ment BI=k Grant funding with First Fund of Children's Resources, which
10 agreement is attached hereto as Exhibit "I", and is incorporated herein by
11 reference as though fully set forth at length. 'Ihe agreement provides for the
12 granting of Community Development BI=k Grant funjs in the following amount of
13 $20,000.
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section 2.
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16 cinded if the parties to the agreement fail to execute it within sixty (60)
(b) 'Ihe authorizations to execute the above referenced agreement is res-
17 sixty days of the passage of this resolution.
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19 ~yor and Camm::Jn Council of the City of S~ Bernardino at a '/,,&do/
20 ~ting thereof, held on the I!IJ day of" \ ':'/~ 1990 by the following
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21 vote, to wit: :/
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23 Ij I I
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25 if I I
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27 I I I
I HEREBY CERl'IFY that the foregoing resolution was duly adopted by the
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RESOLUTION OF THE CITY OF SAN BERNl\RDIro AUTlDRIZIm THE EXECUTION
OF A CDIlG 1\GREEMEN1' BETWEEN CITY AND FIRST FUND OF CHIIDREN'S
RESOURCES.
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2 Colmcil Members
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4 REIlLY
5 FlDRES
6 MADmIEY
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AYES
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NAYS
ABSTAIN
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JAtfLMd~ !!tkiA~~;!CbLJ!,
City Cl k {>LQ~-Z}f
The foregoing resolution is hereby approved this Ill:bday of (~~,J, ,
15 1990. ~
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19 proved as to form am
20 egal content:
21 AMES F. PENMAN,
ity ry
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~gB~~M~!!JI
THIS AGREEMENT is entered into effective as of this !~, day of '~7?<i,r
t/ v
, 1990, at San Bernardino, California, between the CITY OF SAN
BERNARDINO, a municipal corporation, referred to as "City", and FIRST FUND OF
CHIIDREN'S RESOURCES, a non-profit connnunity 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 Conununity Development
Block Grant Program from the United states of America to City.
(b) Subrecipient represents that the expenditures authorized by this
Agreement are for valid and eligible community developnent purposes, as
15 defined in 24 CFR, Part 570 in accordance with federal law and regulations,
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and that all funds granted under this Agreement will be used for no pur-
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
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"A", attached hereto and incorporated into this Agreement as though fully set
forth herein.
(c) Subrecipient will comply with applicable unifonn administrative
22 requirements, as described in 24 CFR, Part 570.502.
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(d) Subrecipient will carry out each activity, program and/or project
24 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 assume
26 the environmental responsibilities of the Grantee as described in 24 CPR,
27 Part 570.604, and; (E) the Subrecipient does not assume the Grantee's re-
28 sponsibilities for initiating the review process under Executive Order Number
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EXHIBIT "I n
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12372.
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(e) SUbrecipient will corrply with the requirements set forth in the
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Uniform Relocation Assistance and Real Property Acquisition Policy Act of
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1970, as amended, (URA) 49 CFR, Part 24 in a=rdance with federal and regu-
5 lations when attenpting to or acquiring any building or parcel of land. Sub-
6 recipient will be required to obtain written approval from the Director of
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Comrmmity Development prior to any activity taking place within the confines
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of URA 49 CFR, Part 24, as amended.
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2. Pavments.
10 City shall reimburse SUbrecipient for allowable costs incu=ed urrler
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 furrling. Reimbursement shall be made on a monthly basis,
14 with the total of all such reimbursements not to exceed $20,000.
15 3. Term.
16 This Agreement shall commence as of the date of execution by City and
17 terminate June 30, 1991.
18 4. Use of Funds; Budqet; Travel Limitation.
19 (a) The furrls 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 dino Comrmmity Development Department, a copy of which is attached to this
23 Agreement as Exhibit "B". This budget shall list all sources of furrling for
24 the program covered by this agreement, whether from state, federal, local or
25 private sources, and shall identify which sources are paying for which speci-
26 fic portions of the program, by line-item, to the extent practicable.
27 (b) No travel expenses for out-of-state travel shall be included in
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this program unless specifically 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 Connnunity Development Deparbnent and Subreci-
pient in the budget. Any travel expenses incurred by Subrecipient above the
budgeted amount or for out-of-state travel shall not be eligible for reim-
bursement unless the prior written approval of the Director of Community De-
velopment of the City of San Bernardino, or hisjher designee, has been 0b-
tained.
(c) Funds shall be used for purposes authorized by the Connnunity
Development Block Grant Program on! y, 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 cost. Reimbursement payroll shall include those hours dulyautho-
rized by the appropriate authority within Subrecipient's o:rganization and,
shall include funds actually received by payee. Any amounts withheld by Sub-
recipient from an employee's paycheck for taxes, social security, or other
withholding and not immediately paid over to another entity, shall not be
included as wages or expenses eligible for reimbursement as an allowable cost
until such time as the withheld taxes, social security, or other withholdings
are actually paid over to another entity entitled to such payment. Upon such
payment and the submission of evidence of such payment to the City of San
Bernardino Community Development Deparbnent, such expenses shall be regarded
as an allowable cost, and the City shall reimburse Subrecipient for such 0b-
ligation.
(e) Subrecipient shall be allcwed, with the prior written approval
of the Community Development Deparbnent of the City of San Bernardino, to
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make changes in 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 submission of the budget modification request. A
variation in the itemization of costs, as set forth. in the budget submitted
to City by Subrecipient, not to exceed ten percent (10%) as to any particular
line item, shall be allowed provided that the prior written approval of the
Director of Community Development of the city of San Bernardino is obtained,
it being understood that the total amount of the grant shall not be varied
thereby .
(f) 'Ihe parties intend that grant funds be utilized within the time
period covered by this agreement, and entitlement to any funds not expen:led
or obligated shall revert to the City. No reserve for the future shall be
established with the funds except as may be authorized to meet comrnibnents
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 hereunder. This
includes, but is not limited to, all laws and regulations relative to the
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 Community Development, for
24 reilllbursement costs incurred during the period when compliance is achieved
25 before expiration of this Agreement.
26 5. Accountincn 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-
(b) Financial records shall be maintained by Subrecipient in a=rd-
ance with Generally Accepted Ac=unting Principles, and in a manner which
pennits City to trace the expenditures of funds to source documentation. All
becks and records of Subrecipient are to be kept open for inspection at any
time 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 management systems and financial report-
ing requirements established by 24 CFR, Parts 85.20 and 85.22 shall be fully
COllplied with by Subrecipient. Subrecipient acknowledges that the funds pro-
vided are federal funds.
(d) Subrecipient's financial management system shall provide for
accurate, current and COllplete 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, and Subrecipient
shall assure that they are used solely for authorized purposes.
(e) In addition to the foregoing, Subrecipient shall at its own
expense have the City-funded portion of its program audited annually, and
provide to City a copy of the audit report within sixty (60) days after
receipt of the report by Subrecipient. SUch audit IrnlSt be performed by a
Certified Public A=untant or some other independent auditor approved in
advance by the City's Director of the Comlm.lnity Development.
6. Services Available to Residents: Monitorinq IlI\d Reoortinq Pro<n'am
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Perfonnance.
The services of SUhrecipient 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
origin, creed, sex, marital status, or physical handicap. SUhrecipient shall
ccntqJly with Affirmative Action guidelines in its enployment practices. SUhre-
cipient shall also rronitor the program's activities and submit written re-
ports quarterly, or rrore often if requested, to the Director of Camrmmity
Development of the City of San Bernardino, in accordance with 24 CFR, Part
85.41(c) (d), and Part 85.21. Failure to provide such quarterly perfonnance
reports constitutes a violation of this Agreement. Further, the processing
by city of SUhrecipient's requests for reimbursement shall be halted follow-
ing such breach, and shall subject SUhrecipient to tenporary withholding as
provided for in Paragraph 11 hereof. city reserves the right to waive such
breach, without prejudice to any other of its rights hereunder, upon a find-
ing by the Director of Camrmmity Development that such failure was due to
extraordinary circumstances and that such breach has been timely =ed with-
out prejudice to the City.
7. Procurement Practices~ Conflict of Interest.
SUhrecipient shall ccntqJly with pro=eroont procedures and guidelines
established by 24 CFR, Part 85.36(d) (1), Subrecipient "Pr=urement stan-
22 dards". In addition to the specific requireroonts of 24 CFR, Part 85, SUhre-
23 cipient shall maintain a code or standards of conduct which shall govern the
24 perfonnance of its officers, enployees or agents in contracting with and ex-
25 pending the federal grant funds made available to SUhrecipient under this
26 Agreement. Subrecipient's officers, enployees or agents shall neither soli-
27 cit nor accept gratuities, favors, or anything of rronetary value fram con-
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tractors or potential contractors. To the extent pennissable by state law,
:rules, 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, employees
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
from an adequate ntm1ber of qualified sources. '!he SUbrecipient shall be
alert to organizational conflicts of interest or non-competitive practices
among contractors which may restrict or eliminate corrq;Jetition or other:wise
restrain trade. SUbrecipient agrees to adhere to conflict of interest
provisions set forth in 24 CPR, Part 570.611 and to the procurement :rules set
forth in 24 CPR, Part 85.36, in its expenditure of all funds received under
this Agreement.
8. lUlti-Rick Back Provisions: EcIua1 EmPlovment Opportunitv.
All contracts for constro.ction or repair using funds provided under
this Agreement shall include a provision for compliance with the Copeland
"Anti-Kick Back" Act (18.D.S.C. 874) as supplemented in Departm:mt of labor
Regulations (29 CPR, Part 3). '!his Act provides that each contractor or
subgrantee shall be prohibited from inducing, by any means, any person emplo-
yed in the constro.ction, completion or repair of public work, to give up any
part of the compensation to which he/she is other:wise 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. Prevailina Waae Reauirement.
Any constnlction contracts awarded by SUbrecipient using funds pro-
vided under this Agreement in excess of $2,000.00 shall include a provision
for c:arrpliance with the Davis-Bacon Act (40.U.S.C. 276 (a) to 276(a) 7) and as
supplemented by the Department of Iabor Regulations (29 CFR). Under this
Act, contractors shall be required to pay wages to laborers and mechanics at
a rate not less than the minimum wages specified in a wage determination made
by the Secretary of Iabor. In addition, contractors shall be required to pay
wages not less often than once a week. SUbrecipient shall place a copy of
the current prevailing wage determination issued by the Department of Iabor
in each solicitation and the award of a contract shall be conditioned upon
the acceptance of the wage determination. SUbrecipient shall report all sus-
pected or reported violations to City.
10. APProval of city of any Cha:rqes: Use of Pro<m!Im Incane.
(a) City hereby requires SUbrecipient to notify the City, in writing,
of its intent to charge a fee for any service, the provision of which is as-
sisted pursuant to this Agreement. City requires SUbrecipient to obtain the
prior written approval of City for any charges or fees to be charged by Sub-
recipient for such services, and of any rules and regulations governing the
provision of services hereunder.
(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 conunod.ities, 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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ject to all applicable provisions of this Agreement. Income not so applied
shall be remitted to city. Subrecipient shall remit all unspent program in-
come to the City within thirty (30) days subsequent to the ern of the program
year (June 30, 1991).
11. TemDorarv Withholdinq.
The Director of Community Development of the City of San Bernardino
is authorized to withhold the payment of funds to Subrecipient when the Di-
rector determines that any violation of this Agreement has occurred. Funds
shall be withheld until the violation is corrected to the satisfaction of the
Director. Subrecipient shall have the right to appeal the decision of the
Director to the Mayor and Common Council. The sole grounds for such appeal
shall be that no violation of the Agreement has occurred. Subrecipient shall
file such appeal within fifteen (15) days after such first notice of with-
holding. The Mayor and Common Council shall set a date for the hearing of
such appeal which is within thirty (30) days following the date of filing.
12. Records Retention.
Financial records, supporting documents, statistical records, and all
other records pertaining to the use of the funds provided under this Agree_
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
retained until all litigation, claims and audit findings involving the re-
cords, have been fully resolved. Records for non-eJqJe11dable property ac-
quired with federal funds provided under this Agreement shall be retained for
three (3) years after the final disposition of such property.
13. l'roPertv Manacrement standards.
Non-expendable personal property, for the pw:poses of this Agreement,
is defined as tangible personal property purchased in whole or in part with
funds provided under this Agreement, which has a useful life of more than one
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(1) year and an acquisition cost of one-thousand dollars ($1,000.00), or lOClre
per unit. Real property means land, including land inprovements, structures
and appurtenances thereto, excluding movable machinery and equipment. Non-
expeOOable personal property and real property purchased with or inproved by
funjs provided under this agreement shall be subject to the property manage-
ment standards set forth in 24 aR, Part 85.32.
14. Tennination for Cause.
(a) City reserves the right to tenninate this Agreement in a=rdance
with 24 aR, Part 85.43, and any and all grants and future payments under
this Agreement, in whole or in part, at any time before the date of comple-
tion of this Agreement whenever City detennines that the Subrecipient has
12 materially failed to comply with the terns and conditions of this Agreement.
13 In the event City seeks to t.enninate this Agreement for cause, city shall
14 promptly notify the Subrecipient in writing of the proposed tennination and
15 the reasons therefore, together with the proposed effective date. Subreci-
16 pient shall be given an opportunity to appear before the Mayor and Conunon
17 Council at the time which the Mayor and Conunon Council are to consider such
18 recormnen:ied termination, and shall be given a reasonable opportunity to show
19 cause why, if any exists, the Agreement should not be tenninated for cause.
20 Upon detennination by the Mayor and Conunon Council that the Agreement should
21 be terminated for cause, notice thereof, including reasons for the determina-
22 tion, shall promptly be mailed to the Subrecipient, together with infonnation
23 as to the effective date of the termination. SUch notice may be given orally
24 at that hearing. The determination of the Mayor and Conunon Council as to
25 cause shall be final.
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(b) In the event of any termination whether for cause or for conven-
27 ience, Subrecipient shall forthwith provide to the Community Development De-
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1 partment any and all documentation needed by the Carnmunity 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. Tel:mi.nation for Convenience.
5 City or Subrecipient may te:nninate 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. '!he 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 in=red 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 coa; funds not used at the
18 time of expiration and any a=unts receivable attributable to the use of
19 coa; funds. Subrecipient agrees that any real property under its control,
20 which was acquired or illlproved, in whole or in part, with coa; 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 detennined appro-
24 priate by the City, or; (ii) is disposed of in a manner which results in the
25 City being reimbursed in the amount of the current fair market value of the
26 property less any portion thereof attributable to expenditure of, or illlprove-
27 ment to, the property by Subrecipient. SUch reilnbursement is not required
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17. Hold Harmless.
SUbrecipient agrees to indemnify, save and hold hannless the City and
its employees and agents from all liabilities and charges, expenses (includ-
ing counsel fees), suits or losses, however occu=ing, or damages, arising or
growing out of the use of or receipt of funds paid under this Agreement and
all operations under this Agreement. Payments under this Agreement are made
with the understanding that the City is not involved in the performance of
services or other activities of the Subrecipient. Subrecipient and its em-
ployees and agents are independent contractors and not employees or agents of
City.
18. l\mendment.
'Ibis Agreement may be amended or modified only by written agreement
signed by both parties, and failure on the part of either party to enforce
any provision of this Agreement shall not be construed as a waiver of the
right to c:onp=l enforcement of any provision or provisions.
19. Assicmrnent.
'lhis 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:
24 Director
Chmnnrlty Developnent Dept.
25 City Hall, Fifth Floor
300 North liD" street
26 San Bernardi.no, calif. 92418
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As to SUbrecipient:
Ms. Peggy Lewis, Director
First Fund of Children's
Resources
385 N. Arrowhead. Ave.
San Bernardi.no, ClI. 92415
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21. Evidence of Authoritv.
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SUbrecipient shall provide to City evidence in the fom of a certi-
fied copy of minutes of the goveming Ixx:ly of Subrecipient, or other adequate
proof, that this Agreement has been approved in all its detail by the govem-
ing Ixx:ly of the Subrecipient, that the person(s) executing it are authorized
to act on behalf of SUbrecipient, and that this Agreement is a binding obli-
gation on SUbrecipient.
22. Certification and Assurance.
SUbrecipient shall comply with the program requirements attached
hereto as Exhibit "C" which are inco:rporated by reference as though fully set
forth at length and made a part of this agreement by execution of all certi-
fications and assurances of the COB:; program.
23. Entire 1\areement.
'!his Agreement and any document or instrument attached hereto or re-
ferred to herein integrates all terms and conditions mentioned herein or in-
cidental hereto, and supercedes all negotiations and prior writing with re-
spect to the subject matter hereof. In the event of conflict between the
terms, conditions or provisions of this Agreement, and any such document or
instrument, the terms and conditions of this Agreement shall prevail.
24. No Third party Beneficiaries.
No third party shall be deemed to have any rights hereunder against
any of the parties hereto as a result of this Agreement.
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CDBG 1\GREEMENr BmWEEN CITY OF Sl\N. BERm\RDIID AND FIRST
FUND OF CHIIDREN'S RESOURCES.
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IN WITNESS WHEREXJF, the parties hereto have executed this agreement on
the day and year first hereinabove written.
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5 ATl'EST:
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7 ~City C erk
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14 Approved as to fonn
and legal exmtent:
15 JAMES F. PENMAN,
16 City Attomey
L? 1
17 BY: ~---
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SUBRECI
BY:
BYD~~
CDBG PROPOSAL APPLICAT'
Community Development Department
P.3ge -) a-
II. (b)
PROJECT DESCRIPTIOK.
A critical component of society's demography is a grOl,ing 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, delinquency, 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
Idthout a con-esponding increase in public resources. In some areas of children's
services, case loads have increased by 1000%.
It became apparent to the 1984-1985 Grand Jury that this County, on its OI.m. was
unable to meet even the very basic needs of our at-risk youth. The assistance of
our private sector "'as no" imperative. In 1985, the Board of Supen'isors,
recognizing the urgent need to immediately respond to the severity of this crisis.
supported the creation of an inter'-depal'tmental Children's Net,,'ork of San Bernardino
County. First Fund ot Children's Resources is the nonprofit component of this
net"-'ork.
Ihe following statistics illustrate the explosion in our at-risk youths' needs "hich
have so taxed OJr children's sel'\'ices that currently our system is floundering:
1988. 74,816 San Bernardino County children relied on AFDC for the basics of
life,
In 1988. San Bernardino Cour:ty DPSS recei\'ed 29,262 reports of child abuse.
In 1988, the number at abused children in foster care or residential treatment
reached 2,681,
In 1988. San Bernardino County ~ental Health provided services for 4.588
children.
Each year 2.640 babies are prenatally exposed to drugs in San Bernardino
County.
Tlw number of childl'en under age fh'e in foster care increased 12)% between
1983 and 1988. Children under age five no'" represent more than one-third
(34%) of all children in foster care.
Homeless childl'en have no predictable place in the child ,,'elfare system.
Since July 4, 1982, the focus on children at risk of physical and sexual abuse
has left the increasing number of homeless and neglected children \'irtually
without services.
The foregoing description of children have con~on unmet basic needs which fall into
these categories:
(1) ~lEDICALI DENTAL I ORTHODONTIA I OPTO~lETRIC
(2) TUTORING, LITERACY ASSISTANCE. COLLEGE ENTR~KC[ E~~l FEES, ETC.
(3) CLOTHING
07/05/90
EXHIBIT "A"
CDBG PROPOSAL APPLI CAli!...
Community Development Department
Page -lb-
(4) SELF [STEE~ ISSUES (i.e., 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-risk children residing in the City of San Bernardino in recl'iving
assistance in obtaining even the most basic necessities in life, i.e., food, shelter
and clothing, First Fund will use this funding to also Illeet the physical. mental
and emotional needs of at-risk ;'outh throughout our community by pro\'iding
educational, medical and dental assistance which would otherwise be unavailable to
them,
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 populat ion served is reflecti\'e of the County's cultural ethnid ty make-up,
O,'er 51% of the population served is of 101, to moderate income level by the very
nature of being an abused child or court dependent youth.
Ihe goal of the First fmld 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 efticient1y to the most pressing problems of at-risk
ch ildr en,
The specific objective of the Fll"st Fund of Children's Resources is to call to
action the private sector to form a public-private p8rtnership in attaining monetary
and inkind contributions and distribute these goods and services to at-risk children
in San Bernardino County I<ho cannot recei\'e sen'ices provided b;' existing public
programs.
II. (c) PROJECT PURPOSE.
The first Fund at Children's Resources is pro\'ing i tselt on a daily basis to be a
viable entity enhancing at-risk children's li\'es "ho athendse suffer a less
el1liched existence. In the calendar year 1989, over 7.000 at-risk children were
served through resources distributed \'alued at 5342.000. The specific purpose of
this project is to serve an additional 200 at-risk children residing in the City of
San Bernardino in 1990-1991 thereby decreasing thell" need for life's essentials and
ultimately alle\'iating the trauma they suffer as a l'esult of poverty and/or being
abused. The secondary purpose is to demonstrate a "orking public/private
partnership to benefit children and impacting their lives ",ith the knO\dedge of
community support.
Examples of problems solved through First Fund Distribution are as follol,s:
(Complete 1989 Distribution Report attached)
Orthodontia payments for an abused 14-year-old child who had taken a part-time
job to pay for her braces;
Food for an impoverished family ",ith four children ",hose home was robbed of
only its food.
Clothing and furniture for an infant ",ho slept in a cardboard box and onlr had
a sleeper to wear because its home burBed dOl.'11;
Hearing aids for a child whose hearing was impaired as a result of abuse.
CDBG PROPOSAL APPL~ ,TIOH
community Development Department
., F.ag. -3-
v. Proposed Pro1eot Budaet (Please oomplete apolicable items
onlvl 100% OF OPERATIONAL EXPENSES ARE ENTIRELY FUNDED
BY THE COUNTY OF SAN BERNARDINO. 100% OF EVERY
a) Administration DONATION RECEIVED IS USED TO SERVE AT-RISK YOUTH.
Salaries and Fringe Benefits: $
Supplies: $
Professional Services: $
Travel/Conferences/Seminars $
utilities: $
Insurance: $
Office Equipment: $
Other: $
b) Construction $
c) Engineering and Design $
d) Land Acquisition $
e) Planning Activities $
f) Rehabilitation Activities $
g) Other: servino at-risk vouth $ 20.000.00
Total Project Cost:
$ 20.000.00
(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 other sources to imple-
ment this activity. If other funds have been approved,
attach evidence of commitment.
Fund
Source
Amount of
Funds Available
$110,000 00
Oat.
Available
Nov.l, lq8q - Oct. 11
1990
rnlln.y nf c;,~n R.,rn.::arrlinn
i) Was this project previously funded with COBG funds?
Yes ~ No ___. If yes, indicate the year(s) in which
COBG funds were received and the granting agency:
Reimbursement grant for administrative expenses for distribution
component: ]q88-198q & lq89-1990 from San Bernardino County
Economic and Community Development Department
j) If you have never received COBG funding, provide
evidence of any previous experience with other feder-
ally funded programs (use additional sheets if neces.
sary):
07/05/90
EXHIBIT "B"
CITY 01' SAlI BERNARDINO
COMMUNITY DEVELOPKENT DEPARTMENT
COMMUNITY DEVELOPMENT BLOCK GRANT
PROGRAM REgUIREMENTS
FOR
SUB RECIPIENTS
Prepared: February, 1989
EXHIBIT .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 (CDBG) Program,
you are not only agreeing to provide the services as stated
in your application, but also to abide by the CDBG 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 CDBG 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.
ReDorts/ReDortina Requirements and Records/Record KeeDina
Reauirements
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 program activities, 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.
Quarterlv 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 I, 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 ot Personal Propertv or Equipment (Read section 13
ot 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 CFB., 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 30, 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 OF SAN BERNARDINO
COMMUNITY DEVELOPMENT DEPARTMENT
"certification and Assurance"
(To Accompany CDBG Agreement)
I, PEGGY LEWIS, Executive Director
(Name and Title of Official)
the FIRST FUND OF CHILDREN'S RESOURCES
(Name of Agency/Organization)
I of
located at 385 North Arrowhead Avenue, Second Floor, San Bernardino, CA 92415-0132
do hereby make the following certification and assurance to
accompany the Community Development Block Grant Agreement
between FIRST FUND OF CH I LDREN' S RESOURCES (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 FIRST FUND OF CHILDREN'S RESOURCES
(name of Agency) will comply with all governing require-
ments as stipulated herewith in the performance of the
CDBG Agreement.
h~~,,,~,',
(si re f Official)
08/0VgO
(Date)
Community Development Department
(Date)
ELF/lab/3025
2/1989
8