HomeMy WebLinkAbout1991-251
RESOLt1I'ION NUMBER 91-251
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RESOLt1I'ION OF THE MAYOR AND CXlMMJN OOUNCIL OF THE CITY OF SAN BERNMIDIK>
2 AUTHORIZING AND DIRECTING THE EXECUTION OF A CXlMMUNITY DEVEIDiMENI' BIDCK GImNl'
FUNDING ~ BETWEEN THE CITY OF SAN BER!WmIK) AND HIGHIAND DISTRICT
3 OOUNCIL ON :AGING, ~., (senior citizen Fitness Program)
4 BE IT RESOLVED BY THE MAYOR AND 00Mt<<>N OOUNCIL OF THE CITY OF SAN
BER!WmIK) AS FOLIDWS:
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section 1.
(a) '!he Mayor of the City of San Bernardino is hereby authorized and
directed to execute, on behalf of the City, an agreement for Conununity
Development Block Grant funding with HIGHIAND DISTRIcr axJNCIL ON AGmG. mc..
(Senior Fitness Prooram). which agreement is attached he:reto as Exhibit "1",
and is incorporated he:rein by reference as though fully set forth at length.
'!he agreement provides for the granting of Community Development Block Grant
furrls in the following amount of $3.300.00.
section 2.
(a) '!he 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
Mayor and Conunon council of the City of San Bernardino at a
regular
meeting thereof, held on the 17tlday of June
vote, to wit:
1991 by the following
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RESOLUTION OF THE CITY OF SAN BERNMmlX> AtJTII)RIZIR; THE EXECUTION
OF A CDBG NmEEMENr BETWEEN CITY AND HIGHIAND DISTRICT cx)~L.
ON~, ~., (Senior Fitness Program).
COUncil Members
AYES
~YS
ABSTAIN
FSTRADA
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REILLY
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HERNANDEZ
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MAUOSIEY
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MINOR
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roPE-WDIAM
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MILlER
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~ty~
'!he foregoin:] Resolution is hereby approved this 19th day of June
1991.
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18 TOM MINOR~ MAYOR PRO TEMPORE
City of San Bernardino
19 Approved as to fom and
legal content:
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JAMES F. PENMlm,
city Attorney
By~
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'!HIS AGREEMENT is entered into effective as of this 17 th day of
June , 1991, at San Bernardino, California, between the CITY OF SAN
BERNARDmo, a municipal corporation, referred to as "City", and HIGHlAND
DIS'IRICI' COUNCIL ON AGmG, mc., (Senior citizen Fitness Proqram), a nbnpro-
fit conununity service organization, referred to as "SUbrecipient". City and
SUbrecipient agree as follows:
1. Recitals.
(a) SUbrecipient has requestErl financial assistance from City for
fiscal year 1991/1992 from funds available through the Connnunity Development
Block Grant Program from the Unital states of America to City.
(b) SUbrecipient represents that the expenditures authorized by this
Agreement are for the provision of exercise proorams for senior citizens to
assist in helpim them with flexibility, muscular strencrt:h and cariovascular
endurance, which are valid and eligible conununity development purposes, as
defined in CFR Part 570 in accordance with federal law and regulations, and
that all funds grantErl under this Agreement will be used for no purpose other
than those purposes specifically authorized. The specific purposes and scope
of services of this particular grant are set forth in Exhibit "A", attached
hereto and incorporatal into this Agreement as though fully set forth herein.
(c) SUbrecipient will comply with applicable uniform administrative
requirements, as described in 24 CFR, Part 570.502.
(d) SUbrecipient will carry out each activity, program and/or project
in compliance with all federal laws and regulations as set forth in 24 CFR,
Part 570, with the following exceptions, (i) the SUbrecipient does not assume
the envirornnental responsibilities of the Grantee as described in 24 CFR,
Part 570.604, and; (ii) the Subrecipient does not assmne the Grantee's
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EXHIBIT itl"
1 responsibilities for initiating the review process urrler Executive Order
2 ~ 12372.
3 (e) SUbrecipient will comply with the requirements set forth in the
4 Uniform Relocation Assistance and Real Property Acquisition Policy Act of
5 1970, as amended, (URA), 49 CFR, Part 24 in accordance with federal
6 regulations when attempting to or acquiring any building or parcel of land.
7 SUbrecipient will be required to obtain written approval fran the Executive
8 Director of the Development Deparbnent prior to any activity taking place
9 within the confines of URA 49 CFR, Part 24, as amended.
10 2. Pavments.
11 City shall reimburse SUbrecipient for allowable costs incurred under
12 the scope of this Agreement and applicable Federal regulations, which have
13 not been paid for or reimbursed in any other manner by any other Agency or
14 private source of funding. Reimbursement will be made at least on a monthly
15 basis, with the total of all such reimbursements not to exceed $3,300.00.
16 3. Tenn.
17 '!his Agreement shall conunence Jul v 1, 1991, and terminate June 30,
18 1992.
19 4. Use of Funds; Budget; Travel Lind tation.
20 (a) '!he funds paid to SUbrecipient shall be used by it solely for
21 the purposes set forth in Paragraph l(b) of this Agreement, and in accordance
22 with the program budget submitted by SUbrecipient to the City of San Bernar-
23 dino Conununity Development Deparbnent, a copy of which is attached to this
24 Agreement as Exhibit "B". '!his budget shall list all sources of funding for
25 the program covered by this Agreement, whether from state, Federal, local or
26 private sources, and shall identify which sources are paying for which speci-
27 fie portions of the program, by line-item, to the extent practicable.
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(b) No travel expenses for out-of-state travel shall be included in
this program unless specifically listed in the budget as submitted and ap-
proved, and all travel expenses to be funded from furrls provided hereunder
shall be specifically identified as travel expense, which shall be negotiated
between the City of San Bernardino Development Department and SUbrecipient in
the budget. MY travel expenses incurred by SUbrecipient above the budgeted
amount or for out-of-state travel shall not be eligible for reimbursement
unless the prior written approval of the Executive Director of Development
Department of the City of San Bernardino, or designee, has been obtained.
(c) Furrls shall be used for purposes authorized by the Connnunity
Development Block Grant Program only, and no portion of the furrls granted
hereby shall be used for any purpose not specifically authorized by this
Agreement.
(d) Only net payroll shall be periodically reimbursed by City as an
allowable cost. Any amounts withheld by Subrecipient from an ~loyee's pay
for taxes, social security, or other withholding and not inunediately 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 Development
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 Development Department of the City of San Bernardino, to make changes
to the budget during the first three (3) quarters of the fiscal year, so long
as SUbrecipient is in compliance with Section "2" of this Agreement at the
time of submission of the budget modification request. A variation in the
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1 itemization of costs, as set forth in the proposed budget submitted to City,
2 not to exceed ten percent (10%) as to any particular line item, shall be
3 allowed, provided that the prior written approval of the Executive Director
4 of the Development Development of the City of San Bernardino is obtained, it
5 being 1.U1derstood that the total amount of the grant shall not be varied
6 thereby.
7 (f) '!he parties intern that grant :furrls be utilized within the time
8 period covered by this Agreement, am entitlement to any :furrls not expended
9 or obligated shall revert to the City. No reserve for the future shall be
10 established with the :furrls except as may be authorized to meet canunitments
11 made for services provided during the period of this Agreement, but not yet
12 paid for at the conclusion of this Agreement.
13 (g) SUbrecipient shall remain in canpliance with all state, federal
14 am local laws prior to the receipt of any reimbursement here1.U1der. '!his
15 includes, but is not limited to, all laws am regulations relative to the
16 form of organization, local business licenses am any laws am regulations
17 specific to the business am activity carried out by SUbrecipient. Reimburse-
18 ment shall not be made to SUbrecipient which is not operating in canpliance
19 with all applicable laws. Reimbursements may be subsequently paid, at the
20 discretion of the Executive Director of the Development Department for
21 reimbursement costs incurred during the period when canpliance is achieved
22 before expiration of this Agreement.
23 5. Acoountincr: Audit.
24 (a) Prior to the final payment under this Agreement, am at such
25 other times as may be requested by the Executive Director of the Development
26 Department of the City of San Bemardino, SUbrecipient shall submit to the
27 Director an accounting of the proposed am actual expenditures of all
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revenues fran whatever source accroing to the organization for the fiscal
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year erxting June 30, 1992.
(b) Financial records shall be maintained by SUbrecipient in accord-
ance with Generally Accepted Accounting Principles, am in a marmer which
pennits City to trace the expenditures of funds to source documentation. All
books am records of SUbrecipient are to be kept open for inspection at any
time during the business day by the City, its officers or agents, am by any
representative of the unitEd states of America authorized to audit conununity
development block grant programs.
(c) S~ for financial management systems am financial report-
ing requirements established by 24 CFR, Parts 85.20 am 85.22 shall be fully
catplied with by SUbrecipient. SUbrecipient acknowledges that the funds
provided are federal funds.
(d) SUbrecipient' s financial management system shall provide for
accurate, current am complete disclosure of the financial results of each
program sponsored by this Agreement. It is the responsibility of SUbreci-
pient to adequately safeguard all assets of the program, am SUbrecipient
shall assure that they are used solely for authorized purposes.
6. services Available to Residents; MoDi toring and Reportinq Proaram
Perfonnance.
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 service because of race, color, national ori-
gin, creed, sex, marital status, or physical handicap. SUbrecipient shall
comply with Affinnative Action guidelines in its employment practices. SUbre-
cipient shall also monitor the program's activities am submit written re-
ports quarterly, or more often if requestEd, to the Executive Director of the
Development Deparbnent of the City of San Bernardino, in accordance with 24
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1 CFR, Part 85.41(c) (d) and Part 85.21. Failure to provide such quarterly
2 perfonnance reports may prevent the processing by City of SUbrecipient IS
3 requests for reimbursement, and may justify temporary withholding as provided
4 for in Paragraph "II" hereof. City reserves the right to waive such breach,
5 without prejudice to any other of its rights hereumer, upon a finding by the
6 Executive Director of the Development Department that such failure was due to
7 extraordinal:y circumstances and that such breach has been timely cured
8 without prejudice to the City.
9 7. Procurement Practices; COnflict of Interest.
10 SUbrecipient shall comply with procurement procedures and guidelines
11 established by 24 CFR, Part 85.36(d) (1), SUbrecipient "Procurement
12 Standards". In addition to the specific requirements of 24 CFR, Part 85,
13 SUbrecipient shall maintain a code or standards of confuct which shall govern
14 the perfonnance of its officers, employees or agents in contracting with and
15 experrling the federal grant fun:is made available to SUbrecipient umer this
16 Agreement. SUbrecipient I s officers, employees or agents shall neither solicit
17 nor accept gratuities, favors, or anything of monetary value fram contractors
18 or potential contractors. To the extent permissable by state law, rules, and
19 regulations, the standards adopted by SUbrecipient shall provide for
20 penalties, sanctions or other disciplinary actions to be applied for
21 violations of such standards by either the SUbrecipient I s officers, employees
22 or agents, or by contractors or their agents. SUbrecipient shall provide a
23 copy of the code or standards adopted to City forthwith. All procurement
24 transactions without regard to dollar value shall be conducted in a manner so
25 as to provide maximum open and free competition. '!he SUbrecipient shall be
26 alert to organizational conflicts of interest or non-co.l.lpatitive practices
27 among contractors which may restrict or eliminate competition or othel:Wise
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restrain trade. SUbrecipient agrees to adhere to conflict of interest
provisions set forth in 24 CFR Section 570.611 am to the procurement rules
specifiai in 24 CFR, Part 85.36, in its experxliture of all furrls receivai
urrler this Agreement.
8. Anti-Kick Back Provisions; Eaual BnDlovment ODDortunity.
All contracts for construction or repair using furrls providai urrler
this Agreement shall include a provision for ~liance with the Copeland
"Anti-Kick Back" Act (18.U.S.C. 874) as supplemented in Deparbnent of labor
Regulations (29 CFR, Part 3). nus Act provides that each contractor or
subgrantee shall be prohibited from irrlucing, by any means, any person em-
ployai in the construction, ~letion or repair of public work, to give up
any part of the conpmsation to which he/she is otherwise entitlai. SUbreci-
pient shall report all suspected or reportai violations to City. All con-
tracts in excess of $10,000.00 entered into by SUbrecipient using furrls
providai urrler this Agreement shall contain a provision requiring ~liance
with Equal Enployment Opportunity provisions establishai by Executive Order
Number 11246, as amerrlai.
9. Prevailina Waae Reauirement.
Any construction contracts awardai by SUbrecipient usinJ furrls
provided urrler this Agreement in excess of $2,000.00 shall include a provi-
sion for compliance with the Davis-Bacon Act (40 U.S.C. 276 (a) to 276(a) (7))
am as supplemented by Deparbnent of Labor Regulations (29 CFR). Under this
Act, contractors shall be required to pay wages to laborers am mechanics at
a rate not less than the minintum wages specifiai in a wage detennination made
by the Secretary of Labor. In addition, contractors shall be required to pay
wages not less often than once a week. SUbrecipient shall place a copy of
the current prevailing wage detennination issuai by the Deparbnent of labor
in each solicitation and the award of a contract shall be conditionai upon
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the acceptance of the wage detennination. SUbrecipient shall report all sus-
pected or reported violations to City.
10. APDroval of ci tv of anv Charcres; Use of Procrram Inoane.
(a) City hereby requires SUbrecipient to notify the City, in writing,
of its intent to charge a fee for any service, the provision of which is
assisted pursuant to this Agreement. City requires SUbrecipient to obtain
the prior written approval of City for any charges or fees to be charged by
SUbrecipient for such services, and of any rules and regulations governing
the provision of services hereunder.
(b) Program income represents gross income received by the
SUbrecipient directly generated from the use of funds provided hereunder.
SUch earnings include interest earned on advances and may inClude, but will
not be limited to, income from service fees, sale of canurodities, usage and
rental fees for real or personal property using the funds provided by this
Agreement. As to such income, it shall be first applied to eligible program
activities, before requests for reimbursement and, in the use, shall be
subject to all applicable provisions of this Agreement. Income not so
applied shall be remitted to City. SUbrecipient shall remit all unspent
program income to the City within thirty (30) days subsequent to the end of
the program year (June 30, 1992).
11. TemDorarv wi thholdina.
rrhe Executive Director of the Development Deparbnent of the City of
San Bernardino is authorized to tetrporarily withhold the payment of funds to
SUbrecipient when the Director detennines that any violation of this
Agreement has occurred. F\ln::ls shall be withheld until the violation is
corrected to the satisfaction of the Executive Director. SUbrecipient shall
have the right to appeal the decision of the Executive Director to the Mayor
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and Ccllm:m council. '!he sole grourrls for such appeal shall be that no
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vided umer this Agreement shall be subject to the property management stan-
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violation of the Agreement has occurred. SUbrecipient shall file such appeal
within fifteen (15) days after such first withholding. The 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 furrls provided umer 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 \U1til all litigation, claims and audit findings involving the re-
cords, have been fully resolved. Records for non-expendable property acqui-
red with federal furrls provided umer this Agreement shall be retained for
three (3) years after the final disposition of such property.
13. ProDertv Manaa'ement standards.
Non-expendable personal property, for the purposes of this Agreement,
is defined as tangible personal property, purchased in whole or in part with
federal furrls, which has useful life of more than one (1) year and an acqui-
sition cost of one-thousani dollars ($1,000.00) or more per \mit. Real
property means land, including land improvements, structures and appurten-
ances thereto, excluding movable machinery and equipment. Non-expendable
personal property and real property purchased with or improved by furrls pro-
dards set forth in 24 CFR, Part 85.32.
14. Termination for cause.
(a) City reserves the right to terminate this Agreement in accordance
with 24 CFR, Part 85.43, and any and all grants and future payments urxier
this Agreement, in whole or in part, at any time before the date of
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1 completion of this Agreement whenever City detennines that the SUbrecipient
2 has materially failed to comply with the tenns am corxlitions of this
3 Agreement. In the event seeks to tenninate this Agreement for cause, City
4 shall pronptly notify the Subrecipient in writing of the proposed tennination
5 am the reasons therefore, together with the proposed effective date. Subrec-
6 ipient shall be given an opportunity to appear before the Mayor am Ccmnnon
7 Council at the time at which the Mayor am Ccmnnon Council are to consider
8 such reconunended tennination, ani shall be given a reasonable opportunity to
9 show cause why, if any exists, the Agreement should not be tenninated for
10 cause. Upon detennination by the Mayor ani Ccmnnon Council that the contract
11 should be tenninated for cause, notice thereof, including reasons for the
12 detennination, shall pronptly be mailed to the SUbrecipient, together with
13 infonnation as to the effective date of the tennination. SUch notice may be
14 given orally at that hearing. '!he detennination of the Mayor ani Ccmnnon
15 Council as to cause shall be final.
16 (b) In the event of any tennination whether for cause or for
17 convenience, SUbrecipient shall forthwith provide to the Development Deparbn-
18 ent any ani all documentation needed by the Development Deparbnent to
19 establish a full record of all monies received by SUbrecipient am to docume-
20 nt the uses of same.
21 15. Tenni.nation for COnvenience.
22 City or Subrecipient may tenninate this Agreement in whole or in part
23 provided both parties agree that the continuation of the proj ect would not
24 produce beneficial results commensurate with further expenditure of funds. In
25 such event, the parties shall agree upon the tennination corrlitions,
26 including the effective date ani, in the case of partial tenninations, the
27 portion to be tenninated. '!he SUbrecipient shall not incur new obligations
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for the tenninate.d portion after the effective date am shall cancel as many
outstanding obligations as possible. City shall allow SUbrecipient full
credit for the City's share of the non-cancellable obligations obligations
properly incurred by the SUbrecipient prior to tennination.
16. Reversion of Assets.
SUbrecipient agrees that upon expiration of this Agreement, the
SUbrecipient shall transfer to the City any and all COR; :furrls not used at
the time of expiration am any accounts recei vahle attributable to the use of
COR; :furrls. SUbrecipient agrees that any real property urrler its control,
which was acquired or improved, in whole or in part, with COR; :furrls 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 pericxi of time as determined 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 experrliture of, or
improvement to, the property by SUbrecipient. SUch reiInbursement is not
required after the pericxi of time specified in "i" above.
17. Hold Hamless.
SUbrecipient agrees to imemnify, save am hold harmless the City and
the Development Deparbnent am their employees am agents from all
liabilities am charges, expenses (including counsel fees), suits or losses,
however occurring, or damages, arising or growing out of the use of or
receipt of :furrls paid urrler this Agreement am all operations urrler this
Agreement. Payments urrler this Agreement are made with the urrlerstarrling
that the City and the Development Deparbnent are not involved in the
perfonnance of services or other activities of the SUbrecipient. SUbrecipient
am its employees am agents are imepen:lent contractors and not employees or
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agents of City and the Development Department.
18. 1mlendment.
'Ihis Agreement may be amenied or modified only by written agreement
signed by both parties, and failure on the part of either party to enforce
any provision of this Agreement shall not be construed as a waiver of the
right to compel enforcement of any provision or provisions.
19. Assianment.
'Ihis Agreement shall not be assigned by SUbrecipient without the
prior written consent of City.
20. Notices.
All notices herein required shall be in writin] and delivered in
person or sent certified mail, postage prepaid, addressed as follows:
As to City:
As to SUbrecipient:
Tony Mine , Executive Director
Highland District Council
on Agirg, Inc. (Senior Program)
3102 E. Highland Avenue
Highland, Calif. 92369
Executive Director
Development Department
City Hall, Fifth Floor
300 North "0" street
San Bernardino, Calif. 92418
21. Evidence of Authority.
SUbrecipient shall provide to City evidence in the form of a
certified copy of minutes of the governing body of SUbrecipient, or other
adequate proof, that this Agreement has been approved in all its detail by
the governing body of the SUbrecipient, that the person(s) executing it are
authorized to act on behalf of SUbrecipient, and that this Agreement is a
birrling obligation on SUbrecipient.
22. certification of Assurance.
SUbrecipient shall comply with the program requirements attached
hereto as Exhibit "C", which are incorporated by reference as though fully
set forth at length and made a part of this Agreement by execution of all
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1 certifications am assurances of the com program.
2 23. Entire ~eement.
3 This Agreement am any document or instnnnent attached hereto or
4 referred to herein integrates all terms am conditions mentioned herein or
5 incidental hereto, am supersedes all negotiations am prior writing in
6 respect to the subject matter hereof. In the event of conflict between the
7 terms, conditions or provisions of this Agreement, am any such document or
8 instnnnent, the terms am conditions of this Agreement shall prevail.
9 24. No Third Part Beneficiaries.
10 No third party shall be deemed to have any rights hereunder against
11 any of the parties hereto as a result of this Agreement.
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FY 1991/1992 CDBG ~ BETWEEN CITY AND
HIGHIAND DISTRICT CX)~L ON 1\GIR:;, ~.
1 m WITNESS WHERIDF, the parties hereto have executed this Agreement on
2 the day am year first hereinabove written.
3
4 A'l'rEST:
C(~~
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stlBRECIPIENl' ~~ / /
BY: ~ kx--
____,/ President
IV~
Approved as to fom am
10 legal content:
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JAMES F. PENMAN,
12 city Attorney
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BY:
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j.J, J /, Ie." L ~ AI' ~ :..
t' ~ lit +-, -
SCOPE OF SERVICES
II. b)Provide a detailed description of the proposed project by
describing precisely vThat is to. be accomplished wi th the
requested funds.
The purpose of Highland Senior Center is to provide a coord-
inated range of services and community activities to low and
moderate income older adults of the San Bernardino/Highland
area to enable themto remain as active as possible in order
to remain living independently at home.
The Highland Senior Center offers the following supportive
services to seniors (age, 55~:
1) Transportation and Assistance (TAP)--volunteer drivers
provide transportation to medical appointments for frail
older persons with no other viable means of transportation.
2) Friendly Visitor Program-- volunteers visit frail homebound
isolated elderly clients. Clients are referred from hospi-
tal discharge planners, Senior Home and Health Care program,
family members and friends.
3) Health Enrichment Services--Free health screening clinics,
cholesterol screening, caregiver support group, widowed
person's group, Nutrition Program, fitness classes, loan
clos~t (wheelchairs, walkers, etc.), educational presenta-
tions on health-related topics are scheduled monthly.
4) Life Enhancement Activities-- Arts and crafts,painting,
Creative Writing class, discussion groups, Trips (at
least two are scheduled each month to points of interest),
genealogy class, Bingo, sewing classes, dances, parties,
etc.
5) Service to the Community-- RSVP projects, volunteers assist
with community projects, for example, Patton Hospital's
Christmas party, Bethlehem House project, Arrowhead United
Way, and craft projects for convalescent hospital patients.
6) Information and Referral--Highland Senior Center serves
as an active information and referral service for older
persons who desire information regarding available services.
Highland Senior Center's average participation is 3000 contacts
per month in over 115 separate activities. A large portion of
the participants are at or near the poverty level, with one-
third residing in the city of Highland and the remaining two-
thirds residing in San Bernardino.
EXHIBIT "A"
. amG :m:>:rosAL APPLICATI(""Y
Developnent Department
Page -3-
v. ProDosed Project Bu6;et (Please cat'plete Applicable Items Only)
a) Mministration
Salaries am Fr~e Benefits: $ 68,500
SUWlies: $ 3,500
Professional services: $ 3..000
Travel/Conferences/seminars : $ 1..500
utilities: $ h nnn
Insurance: $ 7~300
Office Equiprrent: $ 500
other: $
b) Constnlction $
c) Engineer~ am Design $
d) I.ani Acquisition $
e) Plannirg Activities $
f) Rehabilitation Activities $
q) other: $
Total Proj act Cost: $ 90..300
(For construction, engineer~ am design, lard acquisition am
rehabilitation activities only.)
Estimator:
Fstimator's QJalifications:
h) Identifv other furrli.rq scm:-ces: Identify camni.~ or ~lica-
tions for :furrls fran otller scm:-ces to implement this activity. If
otller :furrls have been awroved, attach evidence of cx:mmi.tment.
SOUrce of Funds FlIn<!in;11m:)unt Date Availabl(~
General Dynamics $ 3,600 FY 1991-1992
EVRCA (office on aging $ 8~000 July 1991
Arrowhead United Way $13,500 Application submitted for FY 91/92
C'01m+JT FC'O Fllnrls $, n)h5n .Tll1y 1991
TRW 2,500 FY 1991-92
i) Was this project previC\lSly furrled with (DR; :furrls? Yes-L No_
If YES, irxiicate the year(s) in which rooo :furrls tNeI'e received
am the grant~ entity: IY f,.70
FY 198h-1987' Fy-E18-8Q .: . FY 90-91 Highl~nil Di Rtri ('t. r.nlln0i 1
On Aging~ Inc. / Highland Senior Center
j) If you have never received CDOO furxli.rg, provide evidence of art:!
previous experience with other fOOerally :fumed prograns (use
additional sheets if necessary) :
EXHIBIT "B"
DEVEIDPMENl' DEPARllo!ENl' OF THE
CITY OF SAN BEmmRDIN:>
OOMMUNITY DEVEIDPMENl' BIDCK GRAN!'
m:>GRAM ~
for
SUBRECIPIENrS
1. SUpplemental Infonnation for SUbrecipient
As a successful applicant of the City of San Bernardino FY 1991/1992
Connnunity Development Block Grant (<:::DB;) Program, you are not only
agreeirg to provide the services as stated in your application, but also
to abide by the COB; Program requirements am responsibilities. To
further assist you in umerstarrlirg said requirements am responsibili-
ties, the followirg surranaries am attachments have been prepared to
introduce to or update you on each item. Additionally, this
instructional package will reauire your governirg body designated
official to read ani sign hisjher signature as part of the COOO
agreement.
2. Month! v Reauest for Reimbursement
Deadline: Due the fifth (5th) day after end of each calendar month
unless otherwise stated in the COOO agreement.
Include the followirg:
a) One (1) CCJll1?leted Request for Rei.m1:m'Sement fom.
b) One (1) copy of all checks issued that are beirg rei1nbursEd.
c) One (1) copy of all bills/receipts that support check(s) issued.
d) One (1) copy of all payroll check(s) that are beirg rei1nbursEd.
e) one (1) copy of all check stubs, accountirg ledgers, anJ/or other
documentation that reflect gross salazy and all deductions for each
check (s) issued.
f) One (1) page narrative describirg activities urrlertaken 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 satisfie:i all expenses have been incurred within the scope of
the executed agreement ani that the subrecipient continues to co.nply with
the tenns ani corrlitions of the COOO agreement. (Generally, invoices are
processed within ten (10) days of receipt of same.) '!he City reserves
the right to defer processirg of invoices am withhold payments until all
required reports, statements, anJ/or arrtificates have been submitted
am, where necessary, approved.
lab: 3025
Rev. 6/11/91
-1-
COOO m:>GRAM ~UIREMENl'S
Fiscal Year 1991/1992
EXHIBIT "c"
g) All accountin:] records ani evidence pertainirg to all costs of each
subrecipient ani all documents related to the COB:; agreement shall be
retained ani available for three (3) years followin:] the completion
of the furrled program.
h) Each subrecipient agrees to allCM the City of San Bernardino
Corranunity Development Department to audit the furrled program as part
of its annual audit of all CDoo funJs pursuant to federal regulations
set forth in Title 24 of the Code of Federal Regulations.
3. Reports/Reportincr Reauirements and ReoordsJReoord Keeping Requirements
While staff realizes that report writinJ ani record-keepin:] are not the
most desirable aspects of any program, it is one vehicle that provides a
measure of program progress ani accomplishments. ~us, all subrecipients
participating in the COOO Program are required to provide the City of
San Bernardino Developnent Department with written reports of its
activities on or before the tenth (10th) day of October, January, April
ani July of any given program year for the previous three (3) lOOnth
period in addition to a final report when the agreement tenninates. All
reports shall include information on program activities, accomplishments,
new program information am current program statistics on expenjitures,
case loads am activities of the reportin:] period.
Each subrecipient is also required to maintain lOOnthly records of all
ethnic and racial statistics of persons and families assisted by its
program(s). ~s lOOnthly record shall include data on the number of low
and mcx:ierate income persons and households assisted, (as detennined 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 accountin:] records and evidence pertainirg to all
costs for three (3) years followin:] completion of the furrled program.
4. Quarterl v Re1;>orts
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.
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 followirg:
a) One (1) CXIl1pletErl Activity Report (fom number 802).
b) One (1) ~tErl Direct Benefit Report (fom number 045 (a) .
lab: 3025
Rev. 6/11/91
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COBG ~ REX2UIREMENl'S
Fiscal Year 1991/1992
e) One (1) COlTpletEd Contract ani SUl:contract Activity Report (form a.m
2506-006) . (For construction projects only.)
It is the responsibility of the subrecipient to prepare am submit the
required reports by the above stated deadlines in order to keep City
staff infonned of any changes to the funded program(s).
5. Proctram Mom torinq
One of the City's responsibilities is to monitor each subrecipient at
least once a year. Not only are the monitoring visits interx:led to ensure
each agency's continued COlTpliance with COB:; requirements, but also serve
as an opportunity for City staff to become rore knowledgeable of each
agency's program(s). The ronitor~ visits also serve as an opportunity
to provide infonnation to other City staff, the Mayor and Conuoon Council
am other interested persons.
Listed below is typical infonnation City staff will be seekirY},
observations that might be made, am items we may wish to review:
a) '!he accanq:>lishment(s) of the program(s) to date.
b) Whether or not program objectives are be~ met.
e) '!hat the interrled client group is be~ served.
d) The number of people on staff.
e) r.rhe existence am maintenance of client files.
f) Assistance City staff can provide.
In addition to monitor~ each agency once a year, the City of San
Bernardino Development Deparbnent reserves the right to have its internal
auditor corrluct an onsite audit of the program as part of the its annual
audit of all COB:; funds pursuant to Federal Regulations.
Although the tenns ''monitorirg'' am "audit" may appear somewhat
fonnidable, please be assured that your agency will be notified in
advance of any request for a monitor~ visit. Also, please be advised
that representatives from HUD monitor the COB:; program every year. I:m'~
HUD visit (s), they may wish to monitor one (1) or rore 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.
6. ProcJram BudeJet
Another required element of your COB:; agreement with the City is the
program budget. Please submit an up:1atEd line item budget reflect~
your approved COB:; allocation. Also, include a copy of your overall
program budget with a Sl1llU'llal:Y of your funding source (s) and the total
agency budget. The COB:; portion of your total program or agency budget
should be identifiable.
In past years, several agencies have raised questions regardi.rg minor
budget modifications or adjustments. Staff realizes that the approved
budget may require minor adjustments dur~ the life of the program am
request that you discuss proposed changes with Development Deparbnent
staff.
lab: 3025
Rev. 6/11/91
-3-
CDBG PROGRAM ~UIREMENl'S
Fiscal Year 1991/1992
Again, please be remin:led that capital or non-experrlable equipment is not
to be purchased with CDoo:furXls. If you need to acquire such equipment,
please discuss it with Development Department staff.
7. Purchase of Personal Propertv or Eauipnent (Read section "13" of the CDBG
Agreement
All targible personal property havirg a useful life of m:>re than one (1)
year am an acquisition cost of three hurxired dollars ($300.00) or m:>re
per unit shall be subject to the requirements of the Property Management
St.arrlards specified in 24 CFR, Part 85.32, "Corranon Rule".
8. Procedures
a) All equipment am property purchased in accordance with the above
st.arrlards shall be identified as "Federal Property-HUO", (include
your internal Identification Number). Identification may be achieved
by taggirg or engraving the property or by a:rry method that will
result in property Identification Number beirg pennanentlv affixed.
b) Maintain a separate record of all such equipment am property.
Infonnation shall include:
-Name/Description
-Serial Number
-Identification Number
-Date Purchased
-Purchase Price
-corxtition (i.e., exce1lent/good/fair/poor)
-Qlaracteristics (i,e., color/features, etc.)
-Physical Location (i.e., address/office/room, etc.)
c) SUbmit an inventory listirg to the City of San Bernardino Development
Department each year endinq June 30. Said listirg is to be submitted
by July 10 followirg the end of the year. 'lbe list should include all
the infonnation listed urrler item "b" above.
d) A written request must be submitted to the City of San Bernardino
Development Department for any approved purchases that are not in the
originally approved budget (see agreement). Written authorization
must be obtained fran the 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 am repair
all property am equipment purchased with CDoo :furXls. It is also the
responsibility of the subrecipient to identify all purchased
equipment am property with tags or engravirg, am to supply same.
9. Fiscal Accountinq and Audit Documentation
'lbe City of San Bemardino Development Department requires each agency to
observe am comply with all accountirg rules am audit procedures as set
lab: 3025
Rev. 6/11/91
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CDBG PROGRAM Im2UIREMENrS
Fiscal Year 1991/1992
forth in the COB:; agreement. '!he following is a brief description of the
ll'OSt praninent requirements:
a) As a participant in the City of San Bernardino COoo Program, each
subrecipient agrees to keep all furrls received fran the City seoarate
from any other sources of furrli.ng.
b) Each subrecipient also agrees to keep records of all furrls received
from the City of San Bernardino in accordance with the procedures set
forth in the "Agreement Accounting am Adm.inistrati ve Handbook". A
copy of the Handbook is attached.
10. Certification and Assurance
Attached is a copy of the Certification am Assurance fom to be prepared
am signed by the designated governing official (s) of the subrecipient
agency. This document is to be attached to the COB:; agreement am shall
become part of the governing requirements.
lab: 3025
Rev. 6/11/91
-5-
CDoo PROGRAM REQUIREMENl'S
Fiscal Year 1991/1992
DEVEIDPMENl' DEPARIMENI' OF THE
CITY OF SAN BERNARDlK>
"certification and Assurance"
(To Acoatpmy CDOO ~eement)
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
Cammmity Development Block Grant Agreement between
(name of organization) and
the City of San Bernardino:
a) Certify that the infonnation booklet for CO~ Program requirements has
been read and urrlerstoodi and
b) Assure that the (name of Agency)
will comply with all governing requirements as stipulated herewith in the
perfonnance of the COB:; Agreement.
~
/;, I _ .
~ of Official)
?JZ:-..
Dev~opment Department Representative
Dated:
Dated:
b~~1
07A-1
lab: 3025
Rev. 6/11/91
lab: 3025
Rev. 6/11/91
-6-
CDOO PROGRAM REXJUIREMENl'S
Fiscal Year 1991/1992