HomeMy WebLinkAbout17-Community Development
. : city OF SAN DER_ ..ARDINO ~EQUEST ,lOR COUNCIL ACTION
From:
Kenneth J. Herderson, Director
Subject:
APE'.9JVAL OF FY 1989/1990 CDBG
l\GREEMENl' titi'.L'WJ:itil'l CITY AND
THE CE:Nl'ER FOR CXlMMCNITY
CX)tJNSELllG AND EDUCATION
Dept:
Community Development
Date: February 13, 1990
Synopsis of Previous Council action:
On February 20, 1989, the Mayor am CuuIlLLJJ1 council adopted the FY 1989/1990
COg:; Program Mix. ']he Program Mix contained an authorized anount of $339,000
for the Appropriated Resel:Ve AccoUnt for consideration of mid-year funded
projects.
On June 5, 1989, the Mayor am c::amm:m council considered am approved the FY
1989/1990 COg:; eligible programs, projects am activities.
Recommended motion:
AOOPT RESOWl'ION
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Contact person:
Ken Herderson/Ed Flores
Phone:
5065
Supporting data attached:
staff Report
Ward:
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FUNDING REQUIREMENTS:
Amount:
$7,895.00
121-544-57755
Source: (Acct. No.)
APPROPRIATED ~.t;KVE
(Acct. DescriPtion)
Finance: CLLJ )J ~
Council Notes:
Anann::li l't~m Nn
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" CITY OF SAN BEA-.4ARDINO - REQUEST .~OR COUNCIL ACTION
STAFF REPORT
I)Jr~ the FY 1989/1990 furrli.rg cycle, the Center for Cammmity
Counsel~ am Fducation submitted a proposal for the purpose of
retrofitt~ the system at the Center. '!he COCAC decided not to
rec:cmnerrl furrli.rg as the lease agreement of the build.i.m with the
City was scheduled to expire in June of 1990, thereby ~ the
proposal ineligible umer federal regulations for governm:mt owned
buildings. With the extension of the lease agreement recently
renewed by the Mayor am Ccmocln Council (Resolution Number 89-463) ,
the proposal ncM qualifies for furrli.rg consideration.
'!he proposal specifically requests CJ:)B; furrli.rg to retrofit the
Center's heating am ai.r-corxtitionin;J system. '!he current system is
over forty (40) years of age am does not provide sufficient heat~
or ai.r-corxtitionin;J to OOIler the CXlUJ'1Sel~ roc:ms. I)Jr~ winter,
the roc:ms get bitterly cold, am in the SUIllller the temperature rises
to approximately 115 degrees in the build.i.m. '!he installation of a
new heating am ai.r-corxtitionin;J system would provide the necessary
canfort levels to aco --date those in:iividuals receiv~ ootpatient
COln'lSelirg am services for substance and/or alcohol abuse.
On December 14, 1989, the Center for r.nmrmlTlity Ccunselirg am Fduca-
tion (AGAPE House) submitted a proposal for furrli.rg assistance to
retrofit the exi.stirg heating am ai.r-corxtitionin;J system am re-
place, where necessary, said system. '!he AGAPE House Center 0pe-
rates as a charitable organization for the pn:pose of provi.din;J
educational am scientific research. '!he organization was specifi-
cally established to aa;IUire, :i.Jlplement am operate human service
pr\.YLCullS which ~ss drug abuse, education, am referral
services. '!he agency utilizes professional am para-professional
assistance in the prevention am rehabilitation of drug depenjent
for residents of the City of san Bemardino am un:irxx>l:pOrated areas
of the COlmty.
On February 8, 1990, staff submitted said proposal to the Cammmity
Developnent Citizen Advisory Ccmnittee for consideration am appro-
val of the project. '!he ccmmmity Devel~tt Citizen Advisory
Ccmnittee (COCAC) rec:c:.mrnerxie approval to the Mayor am o.""o"\T}
Council for furrli.rg of the proposal submitted by the Center for
C'nmnnlTlity Ccunselirg am Fducation.
I l:'E:u..1wu.ern adoption of the attached resolution.
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IOH/lab/3699
attachments
2/13/90
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RESOLUTION NUMBER
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2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AND
DIRECTING THE EXECUTION OF A COMMUNITY DEVELOPMENT BLOCK GRANT
3 FUNDING AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND THE
CENTER FOR COMMUNITY COUNSELING AND EDUCATION
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
5 OF SAN BERNARDINO AS FOLLOWS:
6 section 1.
7 The Mayor of the City of San Bernardino is hereby authorized
8 and directed to execute, on behalf of the City, an agreement for
9 Community Development Block Grant funding with the Center for
10 Community Counseling and Education, which agreement is attached
11 hereto as Exhibit "l", and is incorporated herein by reference
12 as though fully set forth at length. The agreement provides for
13 the granting of Community Development Block Grant funds in the
14 following amount of $7,895.00.
15 section 2.
16 The authorizations to execute the above referenced agreement
17 is rescinded if the parties to the agreement fail to execute it
18 within sixty (60) sixty days of the passage of this resolution.
19 I HEREBY CERTIFY that the foregoing resolution was duly
20 adopted by the Mayor and Common Council of the City of San
meeting thereof, held on the
, 1990 by the following vote, to
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RESOLUTIO~ ~F THE CITY OF SAN BERNARD~~O AUTHORIZING THE
EXECUTION OF A CDBG AGREEMENT BETWEEN CITY AND THE
CENTER FOR COMMUNITY COUNSELING AND EDUCATION
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councilpersons
AYES:
NAYES:
ABSENT:
City Clerk
The foregoing resolution is hereby approved this ____day of
, 1989.
W.R. "BOB" HOLCOMB, MAYOR
City of San Bernardino
Approved as to form
and legal content:
JAMES F. PENMAN,
City Attorney
BY:}r-- J'P e---
KJ~b/3697
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3 THIS AGREEMENT is entered into effective as of this
4 of , 1990, at San Bernardino, California,
5 between the CITY OF SAN BERNARDINO, a municipal corporation,
6 referred to as "City", and the CENTER FOR COMMUNITY COUNSELING
7 AND EDUCATION, a non-profit community service organization,
8 referred to as "subrecipient".
9 city and Subrecipient agree as follows:
10 1. Recitals.
11 (a) Subrecipient has requested financial assistance
12 from City for fiscal year 1989/1990 from funds available through
13 the Community Development Block Grant Program from the united
14 states of America to city.
15 (b) Subrecipient represents that the expenditures
16 authorized by this agreement are for valid and eligible com-
17 munity development purposes, as defined in 24 CFR, Part 570 in
18 accordance with federal law and regulations, and that all funds
19 granted under this agreement will be used for no purpose(s)
20 other than those purposes specifically authorized. The specific
21 purposes and scope of services of this particular grant are set
22 forth in Exhibit "A", attached hereto and incorporated into this
23 agreement as though fully set forth herein.
24 (c) Subrecipient will comply with applicable uniform
25 administrative requirements, as described in 24 CFR, Part
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EXHIBIT "1"
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1 by line-item, to the extent practicable.
2 (b) No travel expenses for out-of-state travel shall
3 be included in this program unless specifically listed in the
4 budget as submitted and approved, and all travel expenses to be
5 funded from funds provided hereunder shall be specifically iden-
6 tified as travel expenses, which shall be negotiated between the
7 City of San Bernardino Community Development Department and Sub-
8 recipient in the budget. Any travel expenses incurred by Subre-
9 cipient above the budgeted amount or for out-of-state travel
10 shall not be eligible for reimbursement unless the prior written I
11 approval of the Director of Community Development of the City of
12 San Bernardino, or his/her designee, has been obtained.
13 (c) Funds shall be used for purposes authorized by the
14 Community Development Block Grant Program only, and no portion
15 of the funds granted hereby shall be used for any purpose(s) not
16 specifically authorized by this agreement.
17 (d) Only net payroll shall be periodically reimbursed
18 by City as an allowable cost. Reimbursement payroll shall in-
19 clude those hours duly authorized by the appropriate authority
20 within Subrecipient's organization and, shall include funds
21 actually received by payee. Any amounts withheld by Subreci
22 pient from an employee's paycheck for taxes, social security, or
23 other withholding and not immediately paid over to another en-
24 tity, shall not be included as wages or expenses eligible for
25 reimbursement as an allowable cost until such time as the with-
26 held taxes, social security, or other withholdings are actually
27 paid over to another entity entitled to such payment. Upon such
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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 obligation.
(e) Subrecipient shall be allowed, with the prior
written approval of the Community Development Department of the
city of San Bernardino, to make changes in the budget during the
first three (3) quarters of the fiscal year, so long as Subreci-
pient is in compliance with section "2" of this agreement at the
time of submission of the budget modification request. A varia-
tion 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) The parties intend that grant funds be utilized
within the time period covered by this agreement, and entitle-
ment 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 commitments made for
services provided during the period of this agreement, but not
yet paid for at the conclusion of this agreement.
(g) Subrecipient shall remain in compliance with all
state, federal and local laws prior to the receipt of any reim-
bursement hereunder. This includes, but is not limited to, all
laws and regulations relative to the fO,rm of organization, local
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1 business licenses and any laws and regulations specific to the
2 business and activity carried out by Subrecipient.
3 5. Accountina: Audit.
4 (a) Prior to the final payment under this agreement,
5 and at such other times as may be requested by the Director of
6 Community Development of the City of San Bernardino, Subreci-
7 pient shall submit to the Director an accounting of the proposed
8 and actual expenditures of all revenues from whatever source
9 accruing to the organization for the fiscal year ending
10 June 30 , 1990.
11 (b) Financial records shall be maintained by Subreci-
12 pient in accordance with Generally Accepted Accounting Princi-
13 ples, and in a manner which permits city to trace the expendi-
14 tures of funds to source documentation. All books and records
15 of Subrecipient are to be kept open for inspection at any time
16 during the business day by the City, its officers or agents, and
17 by any representative of the United States of America authorized
18 to audit community development block grant programs.
19 (c) Standards for financial management systems and
20 financial reporting requirements established by 24 CFR, Parts
21 85.20 and 85.22 shall be fully complied with by Subrecipient.
22 Subrecipient acknowledges that the funds provided are federal
23 funds.
24 (d) Subrecipient's financial management system shall
25 provide for accurate, current and complete disclosure of the
26 financial results of each program sponsored by this agreement.
27 It is the responsibility of Subrecipient to adequately safeguard
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all assets of the program, and Subrecipient shall assure that
they are used solely for authorized purposes.
(e) In addition to the foregoing, Subrecipient shall
at its own expense have the City-funded portion of its program
audited annually, and provide to city a copy of the audit report
within sixty (60) days after receipt of the report by Subreci-
pient. Such audit must be performed by a certified Public
Accountant or some other independent auditor approved in advance
by the city's Director of the Community Development.
6. Services Available to Residents: Monitorina and ReDort-
ina Proaram Performance.
The services of Subrecipient shall be made available to
residents and inhabitants of the City of San Bernardino unless
otherwise noted in Exhibit "A". No person shall be denied ser-
vice because of race, color, national origin, creed, sex, mari-
tal status, or physical handicap. Subrecipient shall comply
with Affirmative Action guidelines in its employment practices.
Subrecipient shall also monitor the program's activities and
submit written reports quarterly, or more often if requested, to
the Director of community Development of the city of San Bernar-
dino, in accordance with 24 CFR, Part 85.41(c) (d), and Part
85.21. Failure to provide such quarterly performance reports
constitutes a violation of this agreement. Further, the proces-
sing by City of Subrecipient's requests for reimbursement shall
be halted following such breach, and shall subject Subrecipient
to temporary withholding as provided for in Paragraph 11 hereof.
City reserves the right to waive such breach, without prejudice
to any other of its rights hereunder, up~n a finding by the
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1 Director of Community Development that such failure was due to
2 extraordinary circumstances and that such breach has been timely
3 cured without prejudice to the City.
4 7. Procurement Practices: Conflict of Interest.
5 Subrecipient shall comply with procurement procedures
6 and guidelines established by 24 CFR, Part 85.36(d) (1), Subreci-
7 pient "Procurement standards". In addition to the specific re-
8 quirements of 24 CFR, Part 85, Subrecipient shall maintain a
9 code or standards of conduct which shall govern the performance
10 of its officers, employees or agents in contracting with and
11 expending the federal grant funds made available to Subrecipient
12 under this agreement. Subrecipient1s officers, employees or
13 agents shall neither solicit nor accept gratuities, favors, or
14 anything of monetary value from contractors or potential con-
15 tractors. To the extent permissab1e by state law, rules, and
16 regulations, the standards adopted by Subrecipient shall provide
17 for penalties, sanctions or other disciplinary actions to be
18 applied for violations of such standards by either the Subreci-
19 pient1s officers, employees or agents, or by contractors or its
20 agents. Subrecipient shall provide a copy of the code or stan-
21 dards adopted to City forthwith. Subrecipient shall undertake
22 informal procurement methods for purchases that do not cost more
23 than $25,000.00, in the aggregate, which call for price or rate
24 quotations from an adequate number of qualified sources. The
25 Subrecipient shall be alert to organizational conflicts of in-
26 terest or non-competitive practices among contractors which may
27 restrict or eliminate competition or otherwise restrain trade.
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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. Anti-Kick Back provisions: Eaua1 EmDlovment ODDor-
tunitv.
All contracts for construction or repair using funds
provided under this agreement shall include a provision for
compliance with the Copeland "Anti-Kick Back" Act (18.U.S.C.
874) as supplemented in Department of Labor Regulations (29 CFR,
Part 3). This Act provides that each contractor or subgrantee
shall be prohibited from inducing, by any means, any person
employed in the construction, completion or repair of public
work, to give up any part of the compensation to which he/she is
otherwise entitled. Subrecipient shall report all suspected or
reported violations to City. All contracts in excess of
$10,000.00 entered into by Subrecipient using funds provided
under this agreement shall contain a provision requiring comp-
liance with Equal Employment Opportunity provisions established
by Executive Order Number 11246, as amended.
9. Prevai1inQ Waqe Reauirement.
Any construction contracts awarded by Subrecipient
using funds provided under this agreement in excess of $2,000.00
shall include a provision for compliance with the Davis-Bacon
Act (40.U.S.C. 276(a) to 276(a) 7) and as supplemented by the
Department of Labor Regulations (29 CFR). Under this Act,
contractors shall be required to pay wages to laborers and mech
anics at a rate not less than the minimum wages specified in a
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1 wage determination made by the Secretary of Labor. In addition,
2 contractors shall be required to pay wages not less often than
3 once a week. Subrecipient shall place a copy of the current
4 prevailing wage determination issued by the Department of Labor
5 in each solicitation and the award of a contract shall becondi-
6 tioned upon the acceptance of the wage determination. Subreci-
7 pient shall report all suspected or reported violations to city.
8 10. ADDrova1 of city of any Charaes: Use of proaram
9 Income.
10 (a) City hereby requires Subrecipient to notify the
11 City, in writing, of its intent to change a fee for any service,
12 the provision of which is assessed pursuant to this agreement.
13 City requiresSubrecipient to obtain the prior written approval
14 of City for any charges or fees to be charged by Subrecipient
15 for such services, (and of any rules and regulations governing
16 the provision of services hereunder).
17 (b) Program income represents gross income received by
18 the Subrecipient directly generated from the use of the funds
19 provided hereunder. Such earnings include interest earned on
20 advances and may include, but will not be limited to, income
21 from service fees, sale of commodities, usage and rental fees
22 for real or personal property purchased using the funds provided
23 by this agreement. As to such income, it shall be first applied
24 to eligible program activities, before requests for reimburse-
25 ment and, in the use, shall be subject to all applicable provi-
26 sions of this agreement. Income not so applied shall be remit-
27 ted to city. Subrecipient shall remit all unspent program in-
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come to the city within thirty (30) days subsequent to the end
of the program year (June 30, 1990).
11. Temporary withho1dinQ.
The Director of Community Development of the city of
San Bernardino is authorized to withhold the payment of funds to
Subrecipient when the Director determines that any violation of
this agreement has occurred. Funds shall be withheld until the
violation is corrected to the satisfaction of the Director.
Subrecipient shall have the right to appeal the decision of the
Director to the Mayor and Common Council. The sole grounds for
such appeal shall be that no violation of the agreement has
occurred. Subrecipient shall file such appeal within fifteen
(15) days after such first notice of withholding. The Mayor and
Common Council shall set a date for the hearing of such appeal
which is within thirty (30) days following the date of filing.
12. Records Retention.
Financial records, supporting documents, statistical
records, and all other records pertaining to the use of the
funds provided under this agreement shall be retained by Subre-
cipient 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 involv-
ing the records, have been fully resolved. Records for non-
expendable property acquired with federal funds provided under
this agreement shall be retained for three (3) years after the
final disposition of such property.
13. Property Manaqement Standards.
Non-expendable personal proper~y, for the purposes of
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1 this agreement, is defined as tangible personal property pur-
2 chased in whole or in part with funds provided under this agree-
3 ment, which has a useful life of more than one (1) year and an
4 acquisition cost of one-thousand dollars ($1,000.00), or more
5 per unit. Real property means land, including land improve-
6 ments, structures and appurtenances thereto, excluding movable
7 machinery and equipment. Non-expendable personal property and
8 real property purchased with or improved by funds provided under
9 this agreement shall be subject to the property management stan-
10 dards set forth in 24 CFR, Part 85.32.
11 14. Termination for Cause.
12 (a) City reserves the right to terminate this agree-
13 ment in accordance with 24 CFR, Part 85.43, and any and all
14 grants and future payments under this agreement, in whole or in
15 part, at any time before the date of completion of this agree-
16 ment whenever City determines that the Subrecipient has materi-
17 ally failed to comply with the terms and conditions of this
18 agreement. In the event City seeks to terminate this agreement
19 for cause, City shall promptly notify the Subrecipient in writ-
20 ing of the proposed termination and the reasons therefore, to-
21 gether with the proposed effective date. Subrecipient shall be
22 given an opportunity to appear before the Mayor and Common
23 Council at the time which the Mayor and Common Council are to
24 consider such recommended termination, and shall be given a
25 reasonable opportunity to show cause why, if any exists, the
26 agreement should not be terminated for cause. Upon determina-
27 tion by the Mayor and Common Council that the agreement should
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be terminated for cause, notice thereof, including reasons for
the determination, shall promptly be mailed to the Subrecipient,
together with information as to the effective date of the termi-
nation. Such notice may be given orally at that hearing. The
determination of the Mayor and Common Council as to cause shall
be final.
(b) In the event of any termination whether for cause
or for convenience, Subrecipient shall forthwith provide to the
Community Development Department any and all documentation
needed by the Community Development Department to establish a
full record of all monies received by Subrecipient and to docu-
ment the uses of same.
15. Termination for Convenience.
City or Subrecipient may terminate 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 expend-
iture of funds. In such event, the parties shall agree upon the
termination conditions, including the effective date and, in the
case of partial terminations, the portion to be terminated. The
Subrecipient shall not incur new obligations for the terminated
portion after the effective date and shall cancel as many out-
standing obligations as possible. City shall allow Subrecipient
full credit for the city's share of the non cancellable
obligations properly incurred by the Subrecipient prior to
termination.
16. Reversion of Assets.
Subrecipient agrees that upon expiration of this agree-
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1 ment, the Subrecipient shall transfer to the City any and all
2 CDBG funds not used at the time of expiration and any accounts
3 receivable attributable to the use of CDBG funds. Subrecipient
4 agrees that any real property under its control, which was
5 acquired or improved, in whole or in part, with CDBG funds in
6 excess of $500.00 shall either, (i) be used to meet one (1) of
7 the three (3) national objectives as set forth in 24 CFR, Part
8 570.208 until five (5) years after expiration of the agreement
9 or such period of time as determined appropriate by the City,
10 or: (ii) is disposed of in a manner which results in the City
11 being reimbursed in the amount of the current fair market value
12 of the property less any portion thereof attributable to expend
13 iture of, or improvement to, the property by such reimbursement
14 is not required after the period of time specified in accordance
15 with (i) noted above.
16 17. Hold Harmless.
17 Subrecipient agrees to indemnify, save and hold harm-
18 less the City and its employees and agents from all liabilities
19 and charges, expenses (including counsel fees), suits or losses,
20 however occurring, or damages, arising or growing out of the use
21 of or receipt of funds paid under this agreement and all opera-
22 tions under this agreement. Payments under this agreement are
23 made with the understanding that the City is not involved in the
24 performance of services or other activities of the Subrecipient.
25 Subrecipient and its employees and agents are independent con-
26 tractor and not employees or agents of city.
27 18. Amendment.
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This agreement may be amended or modified only by writ-
ten agreement signed by both parties, and failure on the part of
either party to enforce any provision of this agreement shall
not be construed as a waiver of the right to compel enforcement
of any provision or provisions.
J.9. Assiqnment.
This agreement shall not be assigned by Subrecipient
without the prior written consent of city.
20. Notices.
All notices herein required shall be in writing and
delivered in person or sent certified mail, postage prepaid,
addressed as follows:
As to City:
As to Subrecipient:
Director
15 community Development Dept.
city Hall, Fifth Floor
16 300 North "D" street
San Bernardino, Calif. 924J.8
Dennis Toutant, Director
Center for community
counseling and Education
607 E. Hiqhland Avenue
San Bernardino, Calif. 92404
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18 2J.. Evidence of Authoritv.
19 Subrecipient shall provide to city evidence in the form
20 of a certified copy of minutes of the governing body of Subreci-
21 pient, or other adequate proof, that this agreement has been
22 approved in all its detail by the governing body of the Subreci-
23 pient, that the person(s) executing it are authorized to act on
24 behalf of Subrecipient, and that this agreement is a binding
25 obligation on Subrecipient.
26 22. certification and Assurance.
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Subrecipient shall comply with the program requirements
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attached hereto as Exhibit "C" which are incorporated by refer-
ence as though fully set forth at length and made a part of this
agreement by execution of all certifications and assurances of
the CDBG program.
23. Entire Aareement.
This agreement and any document or instrument attached
hereto or referred to herein integrates all terms and conditions
mentioned herein or incidental hereto, and supercedes all nego-
tiations and prior writing with respect to the subject matter
hereof.
In the event of conflict between the terms, conditions
or provisions of this agreement, and any such document or in-
strument, the terms and conditions of this agreement shall pre-
vail.
24. No Third Party Beneficiaries.
No third party shall be deemed to have any rights here-
under against any of the parties hereto as a result of this
agreement.
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CDBG AGREb, _~NT BETWEEN CITY AND CENTE~.
FOR COMMUNITY COUNSELING AND EDUCATION
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IN WITNESS WHEREOF, the parties hereto have executed this
agreement on the day and year first hereinabove written.
ATTEST:
CITY OF SAN BERNARDINO
city Clerk
W.R. "BOB" HOLCOMB, MAYOR
City of San Bernardino
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12 Approved as to form
13 and legal content:
14 JAMES F. PENMAN,
City Attorney
15 By: Gr..a-? f ~"-t<_
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SUBRECIPIENT
President
secretary
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CDBG PROPOSAL APl
Page -2-
c) Describe the specific purpose of the project, identify-
ing the problems the project is intended to solve: ____
Prnvitlp YPAr-rnllntl rnmfnrt t'n rp~itlpntA nf ~An RprnArtlinn rpc:piving
counselin2 for dru2 and alcohol problems. Present heating unit is
over 40 years old and does not provide adequate heating.
CATION
11%. proiect Benefi~
To be eligible for
within at least one
gories. Check the
qualifies:
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CDBG funding, a project must qualify
(1) of the three (3) following cate-
one (or more) under which the project
Benefit to low/moderate income persons (at least
fifty-one percent (51') of program/project
beneficiaries) .
b) Prevention or elimination of slum and blight.
a)
x
c) X Urgent health and safety condition.
If category (a) is checked, the following information must
be provided:
Is your program primarily designed to serve the following:
Elderly: Yes No Minority: Yes ~ No
Handicapped: Yes-..L "'"'"'NO".=.. --" -- -- -----
Does your program have income eligibilit~ requirements?
Yes --I. NO_.
What is the project's service area? (Census Tract(s) or
Block Group(s)): ..".,t-cdti.. r.Hy nf ~Rn RprnRrtlino
What is the total number of benefiting persons within the
service area? 2~
Data Source: rH9"tS 99rv..ti in lQRR
IV. Non-Profit and For-Profit Oraanizational Information
If your organization is a non-profit, attached a copy of
your Articles of Incorporation, a list of your board of
directors and your current budget, balance sheets or
annual report.
EXHIBIT "A"
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Agape House Counseling Center
Expense Statement-Summary
November 30, 1989
NOVEMBER
EXPENSES.
Salaries $ 15,933.90
Health insurance 674.22
Payroll tax 1,177.29
Workman's comp 233.38
Unemployment insurance 166.87
Total salaries
and benefits $ 18,185.66
Accounting $ 586.20
Advertising -0-
Consultant 48.85
"Depreciation 7.50
Insurance 167.39
Miscellaneous -0-
O:f:fice 1,184.41
Operating supplies 7.8)
Petty cash -0-
Postage -0-
Print7publication -0-
Rent 300.00
Returned checks 10.00
R&M-equipment -0-
household )62.95
Security 40.84
Telephone 324.72
Training -0-
Travel 262.60
Utilities 244.79
Total expenses $ 3,548.08
TOT AL $ 21,733.74
JULY THRU NOVEMBER
$ 7),744.69
5,547.46
5,456.85
1,334.32
692.86
$ 86,776.18
$ 2,917.20
1,343.43
48.85
37.33
652.03
80.67
2,680.74
71.30
90.78
96.70
913.4)
1.800.00
-0-
34.46
996.53
40.84
1.749.48
215.00
717. 20
1.381.18
$ 15.867.15
$ 102.643.33
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CITY 01' SAIl BIRHARDIBO
COHHUNI'1'Y DIVBLOPKlH'l' DIPAR'1'XlH'1'
(,
COHHUNI'1'Y DEVBLOPHBH'l' BLOCK GRAN'1'
PROGRAM REQUIREMENTS
POR
SUBRBCIPIENTS
Prepare41 Pebruary, 198'
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EXHIBIT "e"
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CITY OF SAN BERNARDINO
C. ~ONITY DEVELOPMENT DEPARTMENT
COMMUNITY DEVELOPMENT BLOCJt GRANT PROGRAM
f'
Suoolemental Information for Subrecioient
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 COBG Program
requirements and responsibilities. To further assist you in
understanding said requirements and responsibilities, the
following summaries and attachments have been prepared to
introduce to or update you on each item. Additionally, this
instructional package will reauire your governing body
designated official to read and sign hiS/her signature as
part of the COBG agreement.
Monthlv Reauest for Reimbursement
Deadline:
Due the fifth (5th) 4ay after end of each calen-
dar month unless otherwise stated in the CDBa
agreement.
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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.
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CDBG 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 COBG !unds
pursuant to federal regulations set forth in Title 24 of
the Code of Federal Regulations.
ReDorts/ReDortina Reauirements and Records/Record ~eeDin9
Reauirements
While staff realizes that report writing and record-keeping
are not the most desirable aspects of any program, it is one
vehicle that provides a measure of program progress and
accomplishments. Thus, all subrecipients participating in
the CDBG Program are reauired to provide the City of San
Bernardino Community Development Department with written
reports of its activities on or before the tenth (loth) 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 programCs). This monthly record
shall include data on the number of low and moderate income
persons and households assisted, Cas 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 ReDorts
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.
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CDBG PROGRAM
Supplemental Information
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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 OMS 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).
Program Honitorina
One of the CitY'sresponsibilities is to monitor each
Enlbrecipient at least once a year. Not only are the
.onitoring 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
C1>BG funds pursuant to Federal Regulations.
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. ~OBG 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 BUD visit(.), they may
wish to monitor one (11 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 Budaet
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
COBG 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-
aent staff.
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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 ProDertvor BauiDment (Read Section 13
or the CDSG Aareelllent
A11 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".
Procedure.
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 Dermanently
affixed.
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'. CDBG Pr09ram
. , ~upplemental In. ;rmation
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., excel lent/good/fa ir/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 endina 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. .
riseal Accountina and Audit Documentation
The City of San Bernardino Community Development Department
requires each agency to observe and comply with all account
iJ)g 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 seoarate from any other sources of
funding.
b) Each subrecipient also agrees to keep records of all funds
received from the City of San Bernardino in accordance
with the procedures set forth in the "Agreement Accounting
and Administrative Handbook". A copy of the Handbook is
attached.
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. CDBG Program
: ,~upplemental In~ .~ation
Audit.
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
qoverning requirements.
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CITY OJ' SAN BERNARDINO
COMHOHI'1'Y DEVELOPKENT DEPAR'1'KENT
"Certification and Assurance"
('1'0 Accompany CDBG Agreement)
I,
(Name and Title of Official)
, of
the
(Name of Agency/Organization)
located at
do hereby make the following certification and assurance to
accompany the Community Development Block Grant Agreement
between (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
(name of Agency) will comply with all governing require-
ments as stipulated herewith in the performance of the
CDBG Agreement.
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(Signature of Official)
(Date)
Community Development Department
(Date)
ELF/lab/3025
2/1989
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