HomeMy WebLinkAbout1990-304
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RESOLUTION NUMBER '10 dol
RESOLUTION OF THE CITY OF SAN 1lERNMDIN:I AUTHDRIZIm AND D.L.l<&:J.'uG THE
EXEClJ'l'ION OF A CXlMMlJNITY DEVEIDFMENT BIDCK GRAN!' FllNDIm 1\GREEMENT BETWEEN THE
CITY OF SAN 1lERNMDIN:I AND INIAND MEDIATION OOARD.
BE IT RESOLVED BY THE MAYOR AND 00MItJN ~ OF THE CITY OF SAN
1lERNMDIN:I AS FOLIDWS:
Section 1.
(a) 'Ihe Mayor of the City of San Bernardino is hereby authorized and
directed to execute, on behalf of the City, an agreement for Community Develop-
ment Block Grant fundirg with Inland Mediation Board, which agreement is
attached hereto as Exhibit "1", and is incorporated herein by reference as
though fully set forth at length. The agreement provides for the grantirg of
Community Development Block Grant funds in the followirg amount of $25,000.
Section 2.
(b) 'Ihe authorizations to execute the.above referenced agreement is res-
cinded if the parties to the agreement fail to execute it within sixty (60)
sixty days of the passage of this resolution.
I HEREBY CERl'IFY that the foregoirg resolution was duly adopted by the
Mayor and Common Council of the.. City of San Bernardino at a /~./~j
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meetirg thereof, held on the jtf,t;(day of'. \"",4 1990 by the followirg
vote, to wit: (
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RESOLUTION OF THE CITl( OF SAN BERNARDIN:> AU'l'HORIZIm THE EXECUTION
OF A CDBG 1\GREEMENT BETWEEN CITl( AND INIAND MEDIATION BOARD
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2 COUncil Members
FSTRlII:li\
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REILLY
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FIDRES
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MAUISIEY
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MINOR
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roPE-IIJDIAM
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MILlER
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AYES
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~YS
ABSTAIN
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City Cler: ~ 7
:: The foregoing resolution is hereby approved this 171iday Qr~,
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Approved as to form and
19 legal content:
20 JAMES F. PENMAN,
21 City ArrOrney....., ;2~
By: ~ I-
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~~B~~!ni~~
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THIS AGREEMENT is entered into effective as of this 1"'/ day of C~
- {I'
, 1990, at San Bernardino, California, between the CITY OF SAN
BERNARDlliO, a municipal corporation, referred to as "City", and INIAND MEDIA-
TION OOARD, 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 Conum.mity Development
Block Grant Program from the united States of Anerica to City.
(b) Subrecipient represents that the expenditures authorized by this
Agreement are for valid and eligible community development purposes, as
defined in 24 CFR, Part 570 in a=rdance with federal law and regulations,
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-
poses and scope of services of this particular grant are set forth in Exhibit
"A", attached hereto and incorporated into this Agreement as though fully set
forth herein.
(c) Subrecipient will comply with applicable unifonn administrative
requirements, as described in 24 CFR, Part 570.502.
(d) Subrecipient will carry out each activity, program and/or project
in compliance with all federal laws and regulations as set forth in 24 CFR,
Part 570, with the following exceptions, (i) the Subrecipient does not assume
the environmental responsibilities of the Grantee as described in 24 CFR,
Part 570.604, and; (ii) the Subrecipient does not assume the Grantee's re-
sponsibilities for initiating the review process under Executive Order Number
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EXHIBIT "I"
1 12372 .
2 (e) SUbrecipient will comply with the requirements set forth in the
3 Uniform Relocation Assistance and Real Property Acquisition Policy Act of
4 1970, as amended, (URA) 49 CFR, Part 24 in a=rdance with federal and regu_
5 lations when attempting to or acquiring any building or parcel of land. Sub-
6 recipient will be required to obtain written approval from the Director of
7 Community Development prior to any activity taking place within the confines
8 of URA 49 CFR, Part 24, as amended.
9 2. Pavments.
10 city shall reimburse SUbrecipient for allowable costs incurred under
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 funding. Reimbursement shall be made on a tronthly basis,
14 with the total of all such reimbursements not to exceed $25,000.
15 3. Tenn.
16 This Agreement shall commence as of the date of execution by City and
17 terminate June 30, 1991.
18 4. Use of Funds: Budcret: Travel Limitation.
19 (a) The funds paid to Subrecipient shall be used by it solely for
20 the purposes set forth in Paragraph l(b) of this Agreement, and in a=rdance
21 with the program budget submitted by SUbrecipient to the City of San Bernar-
22 dino Community Development Department, a copy of which is attached to this
23 Agreement as Exhibit "B". This budget shall list all sources of funding 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 fie 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 Community Development Department 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 his/her designee, has been 0b-
tained.
(c) F\.1OOs 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 cost. 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-
recipient from an enployee'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 rei.mburseIoont 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 Department, such expenses shall be regarded
as an allowable cost, and the city shall reimburse Subrecipient for such ob-
ligation.
(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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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 t.i1ne of submission of the budget IOOdification 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) 'Ibe parties intern. that grant funds be utilized within the t.i1ne
period covered by this agreement, and entitlement to any funds not expended
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 commit:Jnents
made for seJ:Vices 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. 'Ibis
includes, but is not limited to, all laws and regulations relative to the
form of organization, local business licenses and any laws and regulations
specific to the business and activity carried out by SUbrecipient. Reim-
bursement shall not be made to a Subrecipient which is not operating in
compliance with all applicable laws. Reimbursements may be subsequently
paid, at the discretion of the Director of Community Development, for
reimbursement costs incurred during the period when compliance is achieved
before expiration of this Agreement.
s. Acoo1mtincH Audit.
(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 expen:litures of all revenues from
whatever source a=ing 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 A=unting Principles, and in a manner which
permits City to trace the expen:litures of funds to source documentation. All
books 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 em, 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 management system shall provide for
accurate, current and complete disclosure of the financial results of each
program sponsored by this Agreement. It is the responsibility of SUbreci-
pient to adequately safeguard all assets of the program, and SUbrecipient
shall assure that they are used solely for authorized puxposes.
(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 must be performed by a
Certified Public A=untant or some other independent auditor approved in
advance by the City's Director of the Cammunity Development.
6. Services Available to Residents: Monitorioo and RePortioo P.LV<.lLa.n
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1 Perfonnance.
2 The services of Subrecipient shall be made available to residents and
3 inhabitants of the City of San Bernardino unless otherwise noted in Exhibit
4 "A". No person shall be denied service because of race, color, national
5 origin, creed, sex, marital status, or physical handicap. Subrecipient shall
6 comply with Affinnative Action guidelines in its e.nployment practices. Subre-
7 cipient shall also monitor the program's activities and submit written re-
S ports quarterly, or more often if requested, to the Director of Cammunity
9 Development of the City of San Bernardino, in a=rdanoe with 24 CFR, Part
10 85.41(c) (d), and Part 85.21. Failure to provide such quarterly perfonnanoe
11 reports constitutes a violation of this Agreement. Further, the processing
12 by City of Subrecipient's requests for reimbursement shall be halted follow-
13 ing such breach, and shall subject Subrecipient to te.nporaJ:y 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 Cammunity Development that such failure was due to
17 extraordinary circumstances and that such breach has been tinely cured with-
18 out prejudice to the City.
19 7. Procurement Practices: COnflict of Interest.
20 Subrecipient shall comply with procurement procedures and guidelines
21 established by 24 CFR, Part 85.36(d) (1), Subrecipient "Procurement stan-
22 dards". In addition to the specific requirements of 24 CFR, Part 85, Subre-
23 cipient shall maintain a code or standards of conduct which shall govern the
24 perfonnance of its officers, e.nployees or agents in contracting with and ex-
25 pending the federal grant funds made available to Subrecipient under this
26 Agreement. Subrecipient's officers, e.nployees 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 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 informal p=rement 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 munber of qualified sources. The Subrecipient shall be
alert to organizational conflicts of interest or non-corrpetitive practices
among contractors which may restrict or eliminate COI1petition or othmwise
restrain trade. Subrecipient agrees to adhere to conflict of interest
provisions set forth in 24 CFR, Part 570.611 and to the pr=urement rules set
forth in 24 CFR, Part 85.36, in its expenditure of all funds received under
this Agreement.
8. Anti-Kick Back Provisions: Ecrual &nDlovment ClPDOrtunitv.
All contracts for constnlction or repair using funds provided under
this Agreement shall include a provision for CClllpliance with the Copeland
"Anti-Kick Back" Act (18.D.S.C. 874) as supplemented in Deparb1ient of labor
Regulations (29 CFR, Part 3). 'Ibis Act provides that each contractor or
subgrantee shall be prohibited from inducing, by any means, any person emplo-
yed in the constnlction, CClllpletion or repair of public work, to give up any
part of the CClllpenSation to which he/she is otheJ: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 CClllpliance with Equal
Enployment Opportunity provisions established by Executive Order Number
11246, as amended.
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1 9. Prevailincr Waae Reauirement.
2 Mrf 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 CCllt'pliance with the Davis-Bacon Act (40.U.S.C. 276(a) to 276(a) 7) and as
5 supplemented by the ~t of labor Regulations (29 CFR). Under this
6 Act, contractors shall be required to pay wages to laborers and mechanics at
7 a rate not less than the minimum wages specified in a wage determination 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 determination issued by the DepartInent 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. APProval of city of any CharCl'es: Use of Proc4L"'" Inoane.
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 fram 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 fram service fees, sale of cammodities, 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 reilnbursernent and, in the use, shall be sub-
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ject to all applicable provisions of this Agreement. In=me 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 end of the program
year (June 30, 1991).
11. TeI\1IXlrarv wi thholdinq.
'!he Director of Community Developm=nt of the City of San Bernardino
is authorized to witllhold the payment of funds to Subrecipient when the Di-
rector determines that any violation of this Agreement has occurred. Funds
shall be witllheld 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. 'Ihe 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. 'Ihe Mayor and Common Council shall set a date for the hearing of
such appeal which is within thirty (30) days follOll/ing 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-expendable 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. ProIJertv Manaaement standards.
Non-expendable personal property, for the purposes 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 (1) year and an acquisition cost of one-thousarrl dollars ($1,000.00), or more
2 per unit. Real property means land, including land i.rrprovernents, structures
3 and appurtenances thereto, excluding movable nachinery and equipment. Non-
4 expendable personal property and real property purchased with or i.rrproved by
5 funds provided under this agreement shall be subject to the property nanage-
6 ment standards set forth in 24 CFR, Part 85.32.
7 14. Tennination for Cause.
8 (a) city reserves the right to terminate this Agreement in a=rdance
9 with 24 CFR, Part 85.43, and any and all grants and future payments urrler
10 this Agreement, in whole or in part, at any time before the date of COIl'ple-
11 tion of this Agreement whenever City determines that the SUbrecipient has
12 naterially failed to COIl'ply with the tenus and conditions of this Agreement.
13 In the event city seeks to terminate this Agreement for cause, city shall
14 promptly notify the Subrecipient in writing of the proposed termination 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 Cormnon
17 Council at the time which the Mayor and Cormnon Council are to consider such
18 recommended tennination, and shall be given a reasonable opportunity to show
19 cause why, if any exists, the Agreement should not be terminated for cause.
20 Upon determination by the Mayor and Cormnon Council that the Agreement should
21 be terminated for cause, notice thereof, including reasons for the detennina-
22 tion, shall pronq:>tly be nailed to the SUbrecipient, together with information
23 as to the effective date of the termination. SUch notice nay be given orally
24 at that hearing. The determination 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 De-
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parbnent any and all documentation needed by the Conununity Developoont De-
parbnent to establish a full record of all monies received by SUbrecipient
and to document the uses of same.
15. TeJ:mi.nation for COnvenience.
City or SUbrecipient may teminate this Agreement, in accordance with
24 CFR, Part 85.44, in whole or in part provided both parties agree that the
continuation of the project would not produce beneficial results commensurate
with further expenditure of funds. In such event, the parties shall agree
upon the temination conditions, including the effective date and, in the
case of partial teminations, the portion to be teminated. '!he SUbrecipient
shall not incur new obligations for the teminated portion after the effec-
tive date and shall cancel as many outstanding obligations as possible. city
shall allow Subrecipient full credit for the City's share of the non-cancell-
able obligations properly incurred by the SUbrecipient prior to temination.
16. Reversion of Assets.
SUbrecipient agrees that upon expiration of this Agreement, the Sub-
recipient shall transfer to the City any and all CDB:; funds not used at the
time of expiration and any accounts receivable attributable to the use of
CDB:; funds. SUbrecipient agrees that any real property under its control,
which was acquired or :i.nproved, in whole or in part, with CDB:; funds in
excess of $500.00 shall either, (i) be used to meet one (1) of the three (3)
national objectives as set forth in 24 CFR, Part 570.208 until five (5) years
after expiration of the agreenent or such period of time as detemined appro-
priate by the City, or; (E) is disposed of in a manner which results in the
City being reimbursed in the amount of the current fair market value of the
property less any portion therecf attributable to expenditure of, or :i.nprove-
ment to, the property by Subrecipient. Such reimbursement is not required
after the period of time specified, in (i) above.
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1 17. Hold Hannless.
2 Subrecipient agrees to indemnify, save an:i hold hannless the City an:i
3 its enployees an:i agents from all liabilities an:i charges, expenses (includ-
4 ing counsel fees), suits or losses, hCM'ever =ing, or daroages, arising or
5 grCM'ing out of the use of or receipt of funjs paid under this Agreement an:i
6 all operations under this Agreement. Payments under this Agreement are mde
7 with the understan:iing that the City is not involved in the perfonnance of
8 services or other activities of the Subrecipient. Subrecipient an:i its em-
9 ployees an:i agents are independent contractors an:i not enployees or agents of
10 City.
11 18. l\mendment.
12 'Ibis Agreement my be amended or rrodified only by written agreement
13 signed by both parties, an:i 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 COIt'pel enforcement of any provision or provisions.
16 19. Assicnunent.
17 'Ibis 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 an:i delivered in
21 person or sent certified mil, postage prepaid, addressed as follCM'S:
22
23 As to City:
24 Director
C!nmllmity Developnent Dept.
25 City Hall, Fifth Floor
300 North ''D'' street
26 San Bernard:ino, Calif. 92418
As to Subrecipient:
Ms. Betty Davidow
Inland Mediation Board
420 North Lemon Avenue
Ontario, a. 91764
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21. Evidence of Authoritv.
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1 Subrecipient shall provide to City evidence in the form of a certi-
2 fied copy 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 conply with the program requirements attached
9 hereto as Exhibit "C" which are incorporated by reference as though fully set
1 0 forth at length and made a part of this agreement by execution of all certi-
11 fications and assurances of the CDB3 program.
12 23. Entire 1\areement.
13 'Ibis Agreement and any document or inst.roment attached hereto or re-
14 ferred to herein integrates all tenus and conditions IOOntioned 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 conflict between the
17 tenus, conditions or provisions of this Agreement, and any such document or
18 inst.roment, the tenus and conditions of this Agreement shall prevail.
19 24. No Third Partv 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.
22 IIII
23 IIII
24 IIII
25 IIII
26 IIII
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CDBG l\GREEMENT BETWEEN CITY OF SAN m;:RNl\RDPD l\ND INIAND
MEDIATION BOARD
1 IN WI'INESS WHEREOF, the parties hereto have executed this agreement on
2 the day and year first hereinabove written.
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ATl'ES'l':
1:
. c f'j:Mf.u<
city Clerk
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;' . 'If:
' ~:,' j ~!e'~;/
1-~//Lt7;
CITY OF SAN BERNl\RD1XI /
BY: /'
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//'-/',.-/
/
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\'T.R. Holcomb, Mayor.
City of San Bernardino
SUBRECI
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12 BY:
13 Approved as to fom
and legal content:
14
JAMES F. PENMAN,
15 City Attorney
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INLAND MEDIATION BOARD
FAIR HOUSING AND HOUSING MEDIATION
SCOPE OF SERVICES
The Fair Housing Program services to be provided by Inland
Mediation Board consists of the following:
1. Hiring, salary, benefits, and full responsibility for
its staff;
2. Training volunteers to handle mediation sessions,
perform telephone counseling, and initiate complaint
resolution;
3. Publicizing the existence of the Board throughout the
service area;
4. Acting as referral agency for those persons who require
technical or professional information as may be
available from existing community organizations or
other institutions; and
5. Handling all adminstrative duties pertaining to accrued
costs of operation and paying all bills;
6. Furnishing the County, Commission and City with a copy
of a financial audit completed within 12 months of
execution of the contract, but in no case later than
November 30, 1991.
Fair Housing
7. Accepting complaints from individuals alleging discri-
mination in housing;
8. Making an effort to negotiate or mediate cases of
discrimination in housing and if unsuccessful refer
cases for further investigation to the State Department
of Fair Employment and Housing or HUD Fair Housing;
9. Prepare monthly discrimination statistical reports on
the numbers of complaints and the cetegories of
alledged discrimination;
10. Conduct public housing workshops to inform people of
their rights and responsibilities under State and
Federal laws with respect to Fair Housing;
11. Special Fair Housing workshops can be arranged for
interested community groups i.e. service clubs;
12. Disseminate Fair Housing brochures explaining both
Federal and State laws to public and community agencies
for distribution.
07/03/90
1
EXHIBIT "A"
13. Apartment Association working relationship:
A. Outreach
(1) Fair Housing articles published in associa-
tion newsletter.
(2) Exhibitor at the Annual Nights of the Round-
table-promoting Fair Housing.
B. Education
(1) Teach two CAM (Certified Apartment Manager)
courses on Fair Housing law and policies.
(2) Assist properly owners and managers with
problems concerning their business practices
as they relate to Fair Housing.
14. Realtors working relationship:
A. Outreach
(1) Serving on the Equal Opportunity Committee
for the Inland Empire West Board of Realtors.
(2) Assist the Board as a technical advisor
regarding Fair Housing laws.
B. Education
(1) Teach two community college courses to real
estate licenses for continuing education
enphasing the Fair Housing laws.
15. Building Industry Association
A. Outreach
(1) Assist the association as a technical advisor
regarding Fair Housing laws
Analysis Recommendations
Education
1. Property owner/manager, and Real tors Educational
Meeting - (example enclosed)
2. City staff information exchange - How - To - Help
the citizens of the community with Housing
Discrimination Problems - i.e., code enforcement.
Enforcement
1. Formulate a testing program with the City
Councils' approval.
2
ACTIVITY DESCRIPTION
INLAND MEDIATION BOARD
This project activity is designed to complement the strategy for
increasing housing opportunities for members of minority groups
'and female-head of households and including efforts to achieve
special deconcentration of such housing opportunities and actions
to affirmatively further fair housing.
The projected budget for mediation program.
FAIR HOUSING/HOUSING MEDIATION
Projected Budget
July 1, 1990 through June 30, 1991
Expenses:
Salaries
1. Personnel:
a. Wages
b. Fringe Benefits
c. Workers Compensation
Sub total
2. Consultant/Contract Service
a. Audit/Bookkeeping
b. Computer Maintenance
Sub total
3. Travel
4. Space Rental
5. Consumable Supplies
a. General Office Supplies
b. pos tage
c. Workshop
d. Training Material
Sub total
6. Rental, Lease or Equipment Purchase
a. Computer Software
b. Furniture Purchase
c. Copier Leasing
Sub total
7. Insurance
a. Business and Property Liability
b. Personal Liability-Errors & Omissions
Sub total
8 . Other:'
a. Telephone
b. Promotion & Advertising
c. Office Cleaning
Sub total
TOTAL
.'
EXHIBIT "B"
420 N. Lemon Avenue . Ontario. CA 91764 . (714) 984.2254 . (800) 321.0911
, *Ci ty of San
Bernardino
$75,000
10,500
1,000
86,500
12,750.00
1,785.00
" 170.00
14,705.00
4,000 680.00
1,020 173.40
5,020 853.40
1,130 193.10
15,460 2,628.20
3,200 544.00
2,500 425.00
400 68.00
500 115.00
6,600 1,122.00 -,
,
500 85.00
1,000 1 70 . 00
2,000 340.00
3,500 ' 595.00
5,000 850.00
2,500 425.00
7,500 1,275.00
21,000 3.570.00
1,300 221. 00
900 153.00
23,200 3.944.00
*25,315.71
$148,910 '
CITY OF SAN BERNARDINO
CITY OF RANCHO CUCAMONGA
CITY OF ONTARIO
CITY OF UPLAND
CITY OF CHINO
COUNTY OF SAN BERNARDINO
Fair Housing represents
Housing Mediation
.'
17%
10%
19%
10% .
8%
36%
no Housing Mediation 25,315
14,890
28,293
14,890
.11,913
53.609
$148,910
I 50% of budget
50%
CITY OF SU BERNARDINO
COMMUNITY DEVELOPMENT DEPARTMENT
COMMUNITY DEVELOPMENT BLOClt GRANT
PROGRAM REQUIREMENTS
FOR
SUBRECIPIENTS
Prepared: February, 1989
EXHIBIT 'C'
CITY OF SAN BE~ARDI~O
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 require 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
COBG PROGRAM
Supplemental Information
a) All accounting records and evidence pertaining to all
costs of each subrecipient and all documents related to
the COBG 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 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.
Ouarter1v 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 permanentlv
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 BAN BERNARDINO
COMMUNITY DEVELOPMENT DEPARTMENT
"Certification and Assurance"
(To Accompany CDBG Agreement)
I,
"
, of
the
~~-t/J ; 4,
do hereby make
accompany the
between
of organizati
and assurance to
ant Agreement
(name
a) Certify that the information booklet for CDBG Program
requirements has beif r,1ad jd understoc:d; ~;d, /
b) Assure that the ~~~Litt1bJ~.~
(name of Agency) w1ll comply with al~erning require-
ments as stipulated herewith in the performance of the
CDBG Agreement.
1 .
.. b~1'2;;. iJ90
I "(Dat:'e)
rlo/1o
( (Date)
ELF/lab/3025
2/1989
8