HomeMy WebLinkAbout1990-305
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RESOLllTION NUMBER 70 J 0,5'
2 RESOLllTION OF THE CITY OF SAN BERNlUmIN:l AUTH:>RIZING AND Dl>=.:~'.ll'G THE
EXECtlTION OF A CXH!lJNITY DEVEIDPMENl' BIDCK GRANr FUNDING 1\GREEMENl' BE'lWEEN THE
3 CITY OF SAN BERNlUmIN:l AND BETHLEHEM Jl)USE PmJECT, IN::.
4 BE IT RESOLVED BY THE Ml\YOR AND CXlM!I)N CX>UN:lIL OF THE CITY OF SAN
BERNlUmIN:l 1\S roLIDl9S:
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Section 1.
(a) The Mayor of the City of San Bernardino is hereby authorized and
directed to execute, on behalf of the City, an agreement for Cormnunity Develop-
ment Block Grant funding with Bethlehem House Project, Inc., which agreement is
attached hereto as Exhibit "1", and is incorporated herein by reference as
though fully set forth at length. 'Ihe agreement provides for the granting of
Cormnunity Development Block Grant funds in the following amount of $20,000.
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 CERI'IFY that the foregoing resolution was duly adopted by the
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18 Mayor and Conllron Council of the City of S~ ~ino at a /A':J?g/A:J
19 meeting thereof, held on the 1/ d day of' ""<.' 'Iff 1990 by the following
vote, to wit: I .
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RESOLUTION OF THE CITY OF SAN BERNARoOO "A'll'l.'HORIZIm THE EXEClJTION
OF A CDBG 1IGREEMENT BETWEEN CITY AND BETHLEHEM HOUSE
AYES NAYS
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ABSTAIN
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.jJflUn~ f!it~./utrl/J;~i!4te)
City ClerlC ,{f).LP7
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'!he foregoing resolution is hereby approved this ~7c'Loay o~1
1990. v'
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~gBI!I!MI!l'f~
THIS AGREEMENT is entered into effective as of this p"- day of ~'f"
, 1990, at San Ben1ardino, California, between the CITY OF SAN
BERNARDINO, a municipal corporation, referred to as "City", am BEIHLEHEM
HOUSE PROJECI', INC., a non-profit comrmmity service organization, referred to
as "Subrecipient".
City am 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.
(b) Subrecipient represents that the expenditures authorized by this
Agreement are for valid am eligible comrmmity development purposes, as
defined in 24 ern, Part 570 in a=rdance with federal law am regulations,
am 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 am scope of services of this particular grant are set forth in Exhibit
"A", attached hereto am incorporated into this Agreement as though fully set
forth herein.
(c) Subrecipient will corrply with applicable uniform administrative
requirements, as described in 24 ern, Part 570.502.
(d) Subrecipient will carry out each activity, program and/or project
in corrpliance with all federal laws am regulations as set forth in 24 ern,
Part 570, with the following exceptions, (i) the Subrecipient does not assume
the envirorunental responsibilities of the Grantee as described in 24 ern,
Part 570.604, am; (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 "1"
1 12372 .
2 (e) Subrecipient will CClIlply with the requirements set forth in the
3 Uniform Relocation Assistance arrl Real Property Acquisition Policy Act of
4 1970, as amended, (URA) 49 CFR, Part 24 in accordance with federal arrl regu-
5 lations when attempting to or acquiring any building or parcel of larrl. Sub-
6 recipient will be required to obtain written approval fram the Director of
7 Camrnunity 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 re:iJnburse Subrecipient for allcmable costs incurred under
11 the scope of this Agreement arrl applicable federal regulations, which have
12 not been paid for or re:iJnbursed in any other manner by any other agency or
13 private source of funding. Reimbursement shall be made on a monthly basis,
14 with the total of all such reimbursements not to exceed $20,000.
15 3. Tenn.
16 'Ihis Agreement shall cormnence as of the date of execution by City and
17 terminate June 30, 1991.
18 4. Use of Funds: Budaet: 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, arrl in accordance
21 with the program budget submitted by Subrecipient to the city of San Bernar-
22 dino Camrnunity 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 fram state, federal, local or
25 private sources, arrl 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 frcnn funds provided hereunder shall
be specifically identified as travel expenses, which shall be negotiated bet-
ween the City of San Bernardino Community Development Deparbnent 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 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.
(e) 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 cost. Reimbursement payroll shall include those hours duly autho-
rized by the appropriate authority within Subrecipient's organization and,
shall include funds actually received by payee. Any amounts withheld by Sub-
recipient frcnn an errployee's paycheck for taxes, social security, or other
withholding and not i.mrnecli.ately 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 allowed, with the prior written approval
of the Community Development Deparbnent of the City of San Bernardino, to
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1 make changes in the budget during the first three (3) quarters of the fiscal
2 year, so long as SUbrecipient is in COI1pliance 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 Community Development of the City of San Bernardino is obtained,
8 it being understood that the total anount of the grant shall not be varied
9 thereby.
10 (f) 'Ihe parties intend that grant funds be utilized within the time
11 period covered by this agreement, and entitlement to any funds not ~ed
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 m'3.de 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 remain in COI1pliance with all state, federal
17 and local laws prior to the receipt of any reimbursement hereunder. 'Ihis
18 includes, but is not lilnited 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 COI1pliance with all applicable laws. Reimbursements may be subsequently
23 paid, at the discretion of the Director of Community Development, for
24 reimbursement costs incurred during the period when COI1pliance is achieved
25 before expiration of this Agreement.
26 5. Accountinq: 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
a=unting 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 A=unting Principles, and in a manner which
pennits City to trace the expenditures 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 COI1UtIUI1ity
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
carrplied 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 carrplete 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 progl.Cuu, 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 must be perfonned. by a
Certified Public A=untant or some other independent auditor approved in
advance by the City's Director of the Community Development.
6. Services Available to Residents~ Monitorinq and ReDortinq Proaram
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1 Perfonnance.
2 '!he 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 harrlicap. Subrecipient shall
6 COI'lply with Affirmative 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 Community
9 Development of the City of San Bernardino, in a=rdance with 24 ern, Part
10 85.41(c) (d), and Part 85.21. Failure to provide such quarterly performance
11 reports constitutes a violation of this Agreement. Further, the processing
12 by City of Subrecipient's requests for reill1bursement 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 COI'lply 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 maintain a code or standards of conduct which shall govern the
24 performance of its officers, employees or agents in contracting with and ex-
25 pending the federal grant funds made 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 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
fram an adequate number of qualified sources. 'Ihe SUbrecipient shall be
alert to organizational conflicts of interest or non-conpetitive practices
among contractors which may restrict or eliminate conpetition or othe=ise
restrain trade. SUbrecipient agrees to adhere to conflict of interest
provisions set forth in 24 CFR, Part 570.611 and to the procurement rules set
forth in 24 CFR, Part 85.36, in its expenditure of all funds received under
this Agreement.
8. 1\nti-Kick Back Provisions: EQual Dra:>1ovment ODPorttmitv.
All contracts for constn1ction or repair using funds provided under
this Agreement shall include a provision for =illiance with the Copeland
"Anti-Kick Back" Act (18.U.S.C. 874) as supplemented in Department of Labor
Regulations (29 CFR, Part 3). 'Ihis Act provides that each contractor or
subgrantee shall be prohibited fram inducing, by any means, any person emplo-
yed in the constn1ction, =illetion or repair of public work, to give up any
part of the ~tion to which he/she is othe=ise 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 =illiance with Equal
Enployment Opportunity provisions established by Executive Order Number
11246, as amended.
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1 9. PreII'ai.lincr Waqe Reauirement.
2 Nry constnlction contracts awarded by SUbrecipient using funds pro-
3 vided under this Agreement in excess of $2,000.00 shall include a provision
4 for COllilliance with the Davis-Bacon Act (40.U.S.C. 276(a) to 276(a) 7) and as
5 supplemented by the Department 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 mininunn wages specified in a wage detennination nade
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 Department of labor
11 in each solicitation and the award of a contract shall be conditioned upon
12 the acceptance of the wage detennination. SUbrecipient shall report all sus-
13 pected or reported violations to City.
14 10. APProval of city of any Charcres: Use of PrOCU:"lll Inoane.
15 (a) City hereby requires Subrecipient to notify the City, in writing,
16 of its intent to cha1:ge 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 cha1:ges or fees to be cha1:ged by Sub-
19 recipient for such services, and of any rules and regulations governing the
20 provision of services hereunder.
21 (b) Program in=me represents gross income received by the SUbreci-
22 pient directly generated from the use of the funds provided hereunder. Such
23 earnings include interest ean1ed on advances and nay include, but will not be
24 limited to, in=me from service fees, sale of commodities, usage and rental
25 fees for real or personal property purchased using the funds provided by this
26 Agreement. As to such in=me, 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 en::l. of the program
year (June 30, 1991).
11. TEmPorarv Withholdincr.
'Ihe Director of Community Development of the City of San Bernardino
is authorized to withhold the payment of funds to Subrecipient when the Di-
rector detennines 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 Conunon 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 Conunon 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-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. l'roPertv Manaqement 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 (1) year and an acquisition cost of one-thousand dollars ($1,000.00), or more
2 per unit. Real property means land, including land improvements, stJ:uctures
3 and appurtenances thereto, excluding llKlVable machinery and equipment. Non-
4 expeOOable personal property and real property purchased with or improved by
5 funJs provided under this agreement shall be subject to the property manage-
6 ment standards set forth in 24 CFR, Part 85.32.
7 14. TeDni.nation for cause.
8 (a) City reserves the right to tenninate this Agreement in a=rdance
9 with 24 CFR, Part 85.43, and any and all grants and future payments under
10 this Agreement, in whole or in part, at any tillle before the date of canple-
11 tion of this Agreement whenever City detennines that the SUbrecipient has
12 materially failed to canply with the terns and conditions of this Agreement.
13 In the event City seeks to tenninate 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 Common
17 Council at the tillle which the Mayor and Common 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 tenninated for cause.
20 upon detennination by the Mayor and Common Council that the Agreement should
21 be tenninated for cause, notice thereof, including reasons for the detennina-
22 tion, shall promptly be mailed to the Subrecipient, together with infonnation
23 as to the effective date of the tennination. SUch notice may be given orally
24 at that hearing. The detennination of the Mayor and Common Council as to
25 cause shall be final.
26 (b) In the event of any tennination whether for cause or for COlWen-
27 ience, Subrecipient shall forthwith provide to the Connnunity Development De-
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partIrent any arrl all documentation needed by the Community Development De-
partIrent to establish a full record of all monies received by SUbrecipient
arrl to dcx::ument the uses of same.
15. Tennination for Convenience.
City or SUbrecipient may terminate this Agreement, in a=rdance with
24 CFR, Part 85.44, in whole or in part provided both parties agree that the
=ntinuation of the project would not produce beneficial results commensurate
with further expenditure of funds. In such event, the parties shall agree
upon the tennination =nditions, including the effective date arrl, in the
case of partial tenninations, the portion to be tenninated. 'Ihe SUbrecipient
shall not incur new obligations for the tenninated portion after the effec-
tive date arrl 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 in=ed by the SUbrecipient prior to tennination.
16. Reversion of 1\ssets.
SUbrecipient agrees that upon expiration of this Agreement, the SUb-
recipient shall transfer to the City any arrl all COB:; funds not used at the
time of expiration arrl any a=unts receivable attributable to the use of
COB:; funds. SUbrecipient agrees that any real property under its =ntrol,
which was acquired or :improved, in whole or in part, with COEG 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 agreement or such period of time as detennined appro-
priate by the City, or; (ii) 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 thereof attributable to expenditure of, or :improve-
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 and hold hannless the city and
3 its eJlllloyees and agents from all liabilities and charges, expenses (includ-
4 ing counsel fees), suits or losses, however occurring, or damages, arising or
5 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 eJlllloyees or agents of
10 City.
11 18. 1lmendment.
12 'lhis Agreement may be amended or m:xlified 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 CCll1p3l. enforcement of any provision or provisions.
16 19. Assia:nment.
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 and delivered in
21 person or sent certified mail, postage prepaid, addressed as follows:
22
23 As to City:
24 Director
rnmnnrl.ty Developuent Dept.
25 City Hall, Fifth Floor
300 North ''1)1' street
26 san Bernardino, Calif. 92418
As to SUbrec:ipient:
sister Anqela SChwei.g
Bethlehem House Project, Inc.
P.O. Box 8127
Redlands, ell. 92375
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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 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 corrply 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 CDEG program.
12 23. Entire 1\areement.
13 'Ihis Agreement and any document or instrLnnent attached hereto or re-
14 ferred to herein integrates all tenus and corrlitions nentioned 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 instrument, the tenus and conditions 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\GREEMENT BETWEEN CITY OF SAN BERNARDIN) AND BETHLEHEM
HOUSE PROJECT, INC.
1 IN WI'INESS WHERIDF, the parties hereto have executed this agreement on
2 the day and year first hereinabove written.
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ATrEST:
C(~ty~
BY:
BERNARDIN)
/7
, ,-~ ~ ,
. -tM//Zrt?ld~-n~,,-
Clty pf San &rnarc:lino
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13 Approved as to fonn
and legal content:
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JAMES F. PENMAN,
15 City ~ttorney
16 ' I t~
BY: ~~ -;
17 (J
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SUBRECIPIENl'
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By:7~d~1 Coe If'"
Presidatlt
L/
BY: ~Js~1AJ
Bethlehel: a 60-70 bed shelter for abused walen with or without children. Residents are encouraged to
participate for a Ilnilul of three lonths, and they lay relaln for up to two years. Hotline services, crisis
intervention, peer counseling, professional therapy and counseling, education, transportation services, ledlcal
services, and legal advocacy are provided. The progral i. individually-tailored to the needs of each client and
"'..
changes as their needs changes. Therapy and counseling include individual and group p.ychoanalytlc psychotherapy,
peer counseling, Twelve-Step prograls (Alcoholics AnonYlous, Narcotics AnonYlous, AI-Anon, Adult Children of
Alcoholics, Co-dependents AnonYlous), Adults Holested as Children, Parents AnonYlous, Se.ual Assault Recovery,
Elpowerlent of Walen, Assertive Behavior Training, Substance Abu.e Prevention, and STD/Alds Education. Services
are available on a 24-hour basis, 7 days each week.
New Hori,ons: An indlviduali,ed adult education progral offering Nutrition, Health and Weilness (which
Include. CPR and First Aid) job skills developlent, General Education Diplola (GED) preparation, English as a
Second Language, literacy, Regional Dccupationai Prograls (ROP) in Child Care occupations, Florlstry and Floral
Design, and COllercial Food Service Occupations, aerobic., finance and budgeting, .ewing and craft., writing
skills, reading skills, Individual tutoring, relaxation, and child birth preparation for pregnant walen. Hanyof
these courses received acadellc credit through Crafton Hills College.
Bethany: A drop-in counseling and business center in the San Bernardino County central courthou.e. Peer
counselors provide cri.is Intervention, referral to shelter or cOllunlty services, legal assi.tance with Telporary
Re.tralnlng Orders, Orders to Show Cause, Declarations, and court advocacy during hearing. and lediatlon leetlng..
Bethany coordinates Tired of Being Abused (TOBA), a self-help group for battered walen who do not seek .helter and
the DOlestlc Violence Intervention Consortiul (DVIC), a counseling and therapy progral for len In violent
relationship.. This anger lanagelent progral pre.ents coun.ellng and therapy a. a diver.lon frol law enforcelent
intervention. DVIC I. co-sponsored by the San Bernardino County District Attorney. Five hundred len are currently
enroiled.
The Inn: A snack bar co-sponsored by Bethlehel House and Student Service. at the San Bernardino County
Sheriff's Training AcadelY. This off-site job training facility provide. clients with a re-Introductlon to the
working world outside the shelter. Hanagelent, inventory control, larketlng .kill., retail .ales, and hospitality
are taught.
SOleolace Else: A therapeutic and educational enrichlent progral for children frol dOle.tic violence hales.
Serving an average of BOO children per year, the pre.criptlonal progral leets the need. of the children by age
group. There are separate lodalities for Infants and toddlers, preschooler., kindergarten children, and
elelentary-age children.
~ Us Get Started (HUGS): A cOllunity outreach progral in which lelbers of the public establi.h a support
sy.tel for graduates of Bethlehel House Project progral'. They lay provide .upport by per.onal or telephone
contact, gathering and providing slall hou.ehold itel', by providing child care a..I.tance, or by any leans
beneficial to both parties. The all of the progral I. to prevent Bethlehel House Project graduate. frol beginning
their lives anew in a vacuuI.
Future progral' will include:
Children'. Advocate, for Lovlnl Heetlnls with Parents (CALH): A cOllunity outreach progral which proposes to
train and elploy volunteer, to wltnes, and lonltor court-ordered ,upervi,ed vi,ltation for dOlestic violence
falllie. at several locations throughout the County.
Na,areth: a propo,ed 24-bed telporary elergency ,helter for child abu,e vlctll' who IU,t be ,eparated frol
their falille,. Intakes will be done on a 7-day 24-hour buh. Children lay reoaln frol two to .1. week, or until
fo,ter placelent or reunification i, arranged. Psychologl,t" social worker" CPS ca.eworker" and ledlcal care
provide" will be available on-site.
Innocence: A propo,ed ,I.-bed ho'pice for children afflicted with Acquired Illune Deficiency Syndrole (A.I.D.S.)
07/03/90 EXHIBIT. A.
Projected quantlllable objectives lor the propo.ed lundlng period will be (MONTHLY):
-90 to 100 client. In re.ldence
-pre-.chool and ele.entary .chool arrange.ent. lor 50
children
-300 tran.portatlon trips
-legal as.l.tance to 30 p.r.on.
-20 to 25 n.w child psychological .valuatlon.
-drop-In ..rvlc.s lor 30 p.rsons
-..dlcal as.l.tance or r.l.rral lor 30 per.ons
-2,000 cll.nt-unlts 01 p.er coun..llng
-800 cll.nt-hours 01 proles.lonal th.rapy
-250 hot Iln. calls
-8,000 .eal. s.rv.d
-40,000 cll.nt ..rvlce hours
-10 to 15 n.w adult psychological evaluations
N.tworking ag.nci.s which provld. additional r.sourc.s and s.rvlc.s ar.:
CALIFORNIA STATE UNIVERSITY, SAN BERNARDINO: the Depart..nt 01 Nur.lng us.s B.thl.h.. Hou.. as a clinical training
.It. lor r.glst.r.d nurs.s .tudylng H.alth Car. 01 Wo..n and Chlldr.n. CATHOLIC CHARITIES OF SAN BERNARDINO and
B.thl.h.. Hous. have .utual r.l.rral and s.rvlc. agr....nt., Including load, clothing, utility, transportation, and
t..porary and p.r.an.nt housing assl.tanc.. COLTON-REDLANDS-YUCAIPA REGIONAL OCCUPATIONAL PROGRAM (CRY-ROP)
provid.s c.rtlllcat.-.llglbl. cours.s at the B.thl.h.. Hous. sit. In Child Car. Occupation., Florl.try, and
Co...rclal Food S.rvic. Occupations. CRAFTON HILLS COLLEGE: B.thl.h.. Hous. Is a CHC outr.ach .Ite. Educational
and coun..llng group. in the B.thl.h.. Hou.. progra. r.c.lv. coll.g. unit cr.dlt. Cour..s ar. oll.r.d without I...
DEPARTMENT OF PUBLIC HEALTH provid.s on-sit. public h.alth nurs.. lor .up.rvl.ion 01 hlgh-rl.k pr.gnant cll.nts,
n.o-nat.., chronically 111 chlldr.n; the d.part..nt provld.s conlld.ntlal on-.it. AIDS/ARC blood t.stlng and
coun..llng; and priority ..rvlc.s lor chlldr.n 01 B.thl.h.. Hous. at local i..unlzation clinics. B.thl.h.. Hou..
provld.. In-..rvlc. training lor public h.alth .tall and acc.pt. ...rg.ncy r.l.rral 01 batt.r.d wo..n, providing
tran.portatlon to sal.ty wh.n possibl.. DEPARTMENT OF PUBLIC SOCIAL SERVICES provld.s Child Prot.ctlv. S.rvlc..
sup.rvl.or/llalson ..p.clally lor cas.s Ira. B.thl.he. Hous. and r.l.rs do...tlc vlol.nc./child abu.. crossov.r
cas.s on a 'last r.sort' and/or court-.andat.d basi.. DISTRICT ATTORNEY'S OFFICE: B.thl.h.. Hous. has a
M..orandu. 01 Und.rstandlng with the Victl./Wltn..s progra. and provid.. in-..rvlc. training. B.thl.h.. Hous. al.o
.ak.s and acc.pts r.l.rrals. DOMESTIC VIOLENCE INTERVENTION CONSORTIUM: a consortlu. 01 the Di.trlct Attorn.y'.
olllc. I.gal aid .ocl.tl.., and B.thl.h.. Hou.. which ad.lni.t.r. a do...tlc vlol.nc./cri.lnal oll.nder dlv.r.lon
progra. and ang.r control coun..ling progra. with a ..II-h.lp coun..llng and r.l.rral progra. lor wo..n In violent
r.lationshlps. INLAND COUNTIES FAMILY LEARNING CENTER provld.s on-sit. par.nt training cours. approv.d San
B.rnardlno County Child Prot.ctlv. S.rvlc.. and al.o provld.. a lacilltator lor the w..kly on-.it. Par.nts
Anony.ou. group. INLAND COUNTIES LEGAL SERVICES: B.thl.h.. Hou.. i. r.pr...nt.d on the ICLS Board 01 Dlr.ctor.
and has r.l.rral prlvll.g.s lor cll.nts and acc.pts r.l.rral.. LAW ENFORCEMENT AGENCIES: B.thl.h.. Hou.. acc.pts
r.l.rrals and ...rg.ncy Intak.s on a tw.nty-Iour hour basis Ira. all local law .nlorc...nt ag.ncl.., including San
B.rnardlno and Riv.rsld. Counti.s and the city law .nlorc...nt ag.ncl.. in R.dlands, Lo.a Linda, Ontario, Upland,
San B.rnardlno, Chino, Fontana, and Rlv.rsld.. B.thl.h.. Hou.. provld.. a P.ac. Olllc.r Standards and Tralnlng-
c.rtlll.d In.tructor In do..stlc vlol.nc. laws and proc.dur.. lor the San B.rnardlno County Sh.rlll'. Training
Acad..y and oth.r local ag.ncl... LIFECARE MEDICAL TRANSPORTATION SERVICES provld.s direct ...rg.ncy
tran.portatlon ..rvic.. lor B.thl.h.. Hou.. cll.nts without I... PSYCHOLOGICAL ASSOCIATES OF SAN BERNARDINO
provld.. p.ychoth.r.pi.ts and consultants to B.thl.h.. Hou.., sup.rvi... all th.rapy and couns.llng, and .up.rvl...
Int.rn.. SAN BERNARDINO CHILDREN IN CRISIS CENTER provid.s priority .xa.lnatlon, ass.....nt, tr.at..nt, and
advocacy lor .usp.ct.d victl.. 01 child abus.. SAN BERNARDINO COUNTY MEDICAL CENTER, SAN BERNARDINO COMMUNITY
MEDICAL CENTER, LOMA LINDA UNIVERSITY MEDICAL CENTER, SAINT BERNARDINE MEDICAL CENTER, and REDLANDS COMMUNITY
HOSPITAL: B.thl.h.. Hous. .alntalns a protocol lor e..rg.ncy s.rvlc.. which Includ.. tran.portatlon lor 24-hour
Intak. and plac...nt s.rvlc.s. B.thl.h.. Hou.. provid.s in-s.rvlc. training lor ho.pltal p.r.onn.l. Th. hospital.
provld. priority e..rg.ncy ..rvic.s to B.thl.h.. Hous. cll.nt.. SAN BERNARDINO SEXUAL ASSAULT SERVICES provld.s
individual couns.ling lor B.thl.h.. Hous. cll.nts and facilitat.s on-sit. support groups for victl.s, survivors,
and signilicant oth.rs. Und.r t.r.s of MOU, B.thl.h.. Hous. provid.s up to 3 days sh.lt.r lor ho..J.ss, tran.l.nt
rap. vlcti.. r.l.rr.d as SBSAS cll.nts. WASHINGTDN PEDIATRICS MEDICAL GROUP provld.s a c.rtili.d p.dlatrlc nurs.-
practltlon.r (C.P.N.P.l lor on-site clinical s.rvic.s lor childr.n. SAN BERNARDINO COUNTY COALITION AGAINST
DOMESTIC VIOLENCE: B.thl.h.. Hou.. Is a lounding ...b.r 01 thl. coalition which provld.s support and .onltoring to
County'. .h.lt.rs and .al. hou.... SAN BERNARDIND COUNTY COMMISSION ON THE STATUS OF WOMEN I. a n.twork and
coalition ba..d on I.d.ral and stat. .0d.l. which ..rv.. as an Inlor.atlon .xchang., r.l.rral .y.t.., and
.onitorlng ag.ncy lor wo..n's s.rvic.s. B.thl.h.. Hou.. has b..n r.pr.s.nt.d on the Do..stic Viol.nc. Ta.k Forc.
sInce 1985. SOUTHERN CALIFORNIA COALITION OF BATTERED WOMEN: Bethlehel House has been I lelber of thIs
lonltorlng and networking coalition since i986. The coalition provides iratnlng, support servIces, and lonltorlng
for the shelters and safe houses In Southern CalifornIa.
'.~.""- '",
',J'+.
.;";" ,-'
..'.,~'
,,'/
ESTIMATED ANNUAL MAINTIlliANCE AND OPERAT.lDll
BUDGET
Project:
Bethlehem House
A. UTILITIES
Electric
Water
Gas (propane)
Telephone
Disposal Service
other fuel oil
B. ~!ATERIALS
Janitorial Supplies
office Supplies
Recreational Supplies
Ground Supplies
other attached
C. HAIHTENANCE - CAPITAL IMPROVEMENTS
Repairs of Building, Equipment
J.!aintenance of Equipment
Improvements to Property
other
D. INSURA~{CE
Liability
Fire
Other attached
E. PERSONNEL*
POSITION
:1aintenance
Secretary
l\drninistrator
Progra," Staff
Other
~f OF PEOPLE
3
o
4
13
4
HAN~HOURS
2080
o
8320
19696
6760
Estimated Dollar Value
TOTAL
TOTAL
'I'OTJiL
TO'l'.n.L
TOTT<L
*List # of people and man hours based on 2080/hrs per
Dollar Value must include salaries and benefits.
F.
H & 0 ANNUAL TOTALS (Sum A, B, C, D, E)
EXHIBIT "B"
$ 15,600
1,080
3,000
8,400
1,800
2,280
$ 32,160
$,19,000
12,000
6,300
6,000
1 n, 800
$155,100
$ 8,000
4,200
'. 8,000
o
$ 20.200
$ 12,500
o
7,200
$197,000
$ 0
o
106..658
212.]29
,47,890
$366.677
year.
$ 771.117
LINE ITEMS DESIGNATED "OTHER"
B. IIATERIALS
Airfare
11eals/lodging
Conferences
Public relations
Dues
Educational ~at8[ials
Subscriptions
Auto expenses
Brochures
Advertizing
Printing
Food
Laundty
Petty c2sh
Post8.ge
Equip:T!ent rental
Eq\..! 1 pr:-ient l cod';.'::'
Equipment ~urchase
Office furniture
Fscilit'/ tent
I. j ;4SUF:.t.,f':CE
Autor.lobiles
_, PERSm-H-JEL
(1) B.ookkeeper
<: 1) Foc'.j =::.er'Jice ITi8.n2.eer
(2) tIThe i,ll-]" cc<ol'din:::.tor
700.00
200.00
2,300.00
3,000.00
500.00
4,500.00
700.00
11,000.00
7,500.00
1,500.00
2.500.00
:30,000.00
2,500.00
5,000.00
2,000.00
2,500.00
15.000.00
~3. 500. 00
6,000.00
101800.00
-~-----------
-------------
111,800.00
7,200.00
CITY OF SAN BERNARDINO
COMMUNITY DEVELOPMENT DEPARTMENT
COMMUNITY DEVELOPMENT BLOCK GRANT
PROGRAM REQUIREMENTS
FOR
SUBRECIPIENTS
Prepared: February, 1989
EXHmrr .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 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
CDBG PROGRAM
Supplemental Information
a) All accounting records and evidence pertaining to all
costs of each sub recipient 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.
Reoorts/Reoortinq Requirements and Records/Record Keeoinq
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 reauired 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.
Ouarterlv Reoorts
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 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 year 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 fo~th 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, <;;12.._ (',U4IZe: (,oR-D Ii Cu-/~ G)Lec.uT1v&-OFFI~/C , of
(Name an Title of Official)
the bLi+tLY>lf7t-f t-hu5"C Pf?oSBcr ;rJ1J (,
(Name of Agency/Organization) (
located at -.l!,GrMl-h-PIID ch4-L-1 Fo,e1.)114-
,
do hereby make the following certification and assurance to
accompany the Community Development Block Grant Agreement
between 1'3'Ci1-1L,13obfCJf/{ -&/oU)C Pf2-1Jl:CC;r: :TNC-. (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 Pl2Tl-l-UCUtd.-1 -w:,u<;.c PfLo::n::.-<:.-rJ:AJC-
(name of Agency) will comply with all governing require-
ments as stipulated herewith in the performance of the
CDBG Agreement.
) /) ~
.. (J~ .. 'rze!~
./ (Signat~. f Offi all
h -_JL
Community Develo ment Department
g- )- 9D
(Date)
;}--("::.-7.o
(Date)
ELF/lab/3025
2/1989
8