HomeMy WebLinkAbout1989-270
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RESOLUTION NUMBER 89-270
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AND
DIRECTING THE EXECUTION OF A COMMUNITY DEVELOPMENT BLOCK GRANT
FUNDING AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND ROLLING
START, INC., (HELPLINE PROGRAM).
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
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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
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agreement for Community Development Block Grant funding with
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Rolling Start, Inc., (Helpline Program), which agreement is
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attached hereto as Exhibit "1", and is incorporated herein by
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reference as though fully set forth at length. The agreement
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provides for the granting of Community Development Block Grant
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funds in the following amount of $13,134.00.
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(b) The authorizations to execute the above referenced
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agreement is rescinded if the parties to the agreement fail to
17 execute it within sixty (60) sixty days of the passage of this
18 resolution.
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I HEREBY CERTIFY that the foregoing resolution was duly
20 adopted by the Mayor and Common Council of the City of San
21 Bernardino at a regular
22 17th day of July
23 wit:
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meeting thereof, held on the
, 1989 by the following vote, to
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF A CDBG AGREEMENT BETWEEN CITY AND ROLLING START,
INC., (HELPLINE PROGRAM).
AYES:
Councilpersons Estrada, Reilly, Flores,
Maudsley, Minor
NAYES:
None
ABSENT:
Council Members Pope-Ludlam, Miller
,~<//~~~~~
Clty Clerk
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The foregoing resolution is hereby approved this ~ day of
10 July , 1989.
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13 Approved as to form
14 and legal content:
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16 ~ City Arney -
17 KJH/lab/3305
18 attachments
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AgBaa.a.%
THIS AGREEMENT is entered into effective as of this ~ day
of
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, 1989, at San Bernardino, California,
between the CITY OF SAN BERNARDINO, a municipal corporation,
referred to as "City", and ROLLING START, INC., (Helpline
Program), a non-profit community service organization, referred
to as "Subrecipient".
City and Subrecipient agree as follows:
1. Recitals.
(a) Subrecipient has requested financial assistance
from City for fiscal year 1989/1990 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 and eligible com-
munity development purposes, as defined in 24 CFR, Part 570 in
accordance with federal law and regulations, and that all funds
granted under this agreement will be used for no purpose(s)
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 incorporated 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.
EXHIBIT "1"
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(d) Subrecipient will carry out each activity, program
and/or project in compliance with all federal laws and regula-
tions as set forth in 24 CFR, Part 570, with the following
exceptions, (i) the Subrecipient does not assume the environ-
mental responsibilities of the Grantee as described in 24 CFR,
Part 570.604, and; (ii) the Subrecipient does not assume the
Grantee's responsibilities for initiating the review process
under Executive Order Number 12372.
2 . Pavments.
City shall reimburse Subrecipient for allowable costs
incurred under the scope of this agreement and applicable
federal regulations, which have not been paid for or reimbursed
in any other manner by any other agency or private source of
funding. Reimbursement shall be made on a monthly basis, with
the total of all such reimbursements not to exceed $13.134.00.
3. Term.
This agreement shall commence as of the date of execu-
tion by City and terminate June 30, 1990.
4. Use of Punds: Bu4aet: Travel Limitation.
(a) The funds paid to Subrecipient shall be used by it
solely for the purposes set forth in Paragraph l(b) of this
agreement, and in accordance with the program budget submitted
by Subrecipient to the City of San Bernardino Community Develop-
ment Department, a copy of which is attached to this agreement
25 as Exhibit "B". This budget shall list all sources of funding
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for the program covered by this agreement, whether from state,
27 federal, local or private sources, and shall identify which
28 sources are paying for which specific portions of the program,
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by line-item, to the extent practicable.
(b) No travel expenses for out-of-state travel shall
be included in this program unless specifically listed in the
budget as submitted and approved, and all travel expenses to be
funded from funds provided hereunder shall be specifically
identified as travel expenses, which shall be negotiated between
the City of San Bernardino Community Development Department and
8 Subrecipient in the budget. Any travel expenses incurred by
9 Subrecipient above the budgeted amount or for out-of-state
10 travel shall not be eligible for reimbursement unless the prior
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12 City of San Bernardino, or his/her designee, has been obtained.
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written approval of the Director of Community Development of the
(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 Cd) Only net payroll shall be periodically reimbursed
18 by City as an allowable cost. Reimbursement payroll shall
19 include 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
24 entity, shall not be included as wages or expenses eligible for
25 reimbursement as an allowable cost until such time as the
26 withheld taxes, social security, or other withholdings are
27 actually paid over to another entity entitled to such payment.
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1 Upon such payment and the submission of evidence of such payment
2 to the City of San Bernardino Community Development Department,
3 such expenses shall be regarded as an allowable cost, and the
4 City shall reimburse Subrecipient for such obligation.
5 (e) Subrecipient shall be allowed, with the prior
6 written approval of the Community Development Depart~ent of the
7 City of San Bernardino, to make changes in the budget during the
8 first three (3) quarters of the fiscal year, so long as Subreci-
9 pient is in compliance with Section "2" of this agreement at the
10 time of submission of the budget modification request. A
11 variation in the itemization of costs, as set forth in the
12 budget submitted to city by Subrecipient, not to exceed ten
13 percent (10%) as to any particular line item, shall be allowed
14 provided that the prior written approval of the Director of
15 Community Development of the City of San Bernardino is obtained,
16 it being understood that the total amount of the grant shall not
17 be varied thereby.
18 (f) The parties intend t~at grant funds be utilized
19 within the time period covered by this agreement, and entitle-
20 ment to any funds not expended or obligated shall revert to the
21 City. No reserve for the future shall be established with the
22 funds except as may be authorized to meet commitments made for
23 services provided during the period of this agreement, but not
24 yet paid for at the conclusion of this agreement.
25 (9) Subrecipient shall remain in compliance with all
26 state, federal and local laws prior to the receipt of any
27 reimbursement hereunder. This includes, but is not limited to,
28 all laws and regulations relative to the form of organization,
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local business licenses and any laws and regulations specific to
the business and activity carried out by Subrecipient. Reim-
bursement shall not be made to a Subrecipient which is not
operating in compliance with all applicable laws. Reimburse-
ments may be subsequently paid, at the discretion of the Direc-
tor of Community Development, for reimbursement costs incurred
during the period when compliance is achieved before expiration
of this agreement.
5. Accountina: Audit.
(a) Prior to the final payment under this agreement,
and at such other times as may be requested by the Director of
Community Development of the City of San Bernardino, Subreci-
pient shall submit to the Director an accounting of the proposed
and actual expenditures of all revenues from whatever source
accruing to the organization for the fiscal year ending June 30,
1990.
(b) Financial records shall be maintained by Subreci-
pient in accordance with Generally Accepted Accounting Princi-
ples, and in a manner which permits City to trace the expendi-
tures of funds to source documentation. All books and records
of Subrecipient are to be kept open for inspection at any time
during the business day by the City, its officers or agents, and
by any representative of the United states of America authorized
to audit community development block grant programs.
(c) Standards for financial management systems and
financial reporting requirements established by 24 CFR, Parts
85.20 and 85.22 shall be fully complied with by Subrecipient.
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Subrecipient acknowledges that the funds provided are federal
funds.
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11 audited annually, and provide to City a copy of the audit report
12 within sixty (60) days after receipt of the report by Subreci-
pient. Such audit must be performed by a Certified Public
(d) Subrecipient's financial management system shall
provide for accurate, current and complete disclosure of the
financial results of each program sponsored by this agreement.
It is the responsibility of Sub~ecipient to adequately safeguard
all assets of the program, and Subrecipient shall assure that
they are used solely for authorized purposes.
(e) In addition to the foregoing, Subrecipient shall
at its own expense have the City-funded portion of its program
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17 ina proaram Performance.
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24 Subrecipient shall also monitor the program's activities and
25 submit written reports quarterly, or more often if requested, to
the Director of Community Development of the City of San Bernar-
Accountant or some other independent auditor approved in advance
by the city's Director of the Community Development.
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Services Available to Residents: Monitorina and .eoort-
The services of Subrecip~ent shall be made available to
residents and inhabitants of the City of San Bernardino unless
otherwise noted in Exhibit "A". No person shall be denied
service because of race, color, national origin, creed, sex,
marital status, or physical handicap. Subrecipient shall comply
with Affirmative Action guidelines in its employment practices.
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27 dino, in accordance with 24 CFR, Part 85.41(c) (d), and Part
28 85.21. Failure to provide such quarterly performance reports
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1 take informal procurement methods for purchase. that do not cost
2 more than $25,000.00, in the aggregate, which call for price or
3 rate quotations from an adequate number of qualified sources.
e The Subrecipient shall be alert to organizational conflicts of
5 interest or non-competitive practices among contractors which
6 may restrict or eliminate competition or otherwise restrain
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trade. Subrecipient agrees to adhere to conflict of interest
provisions set forth in 24 CFR, Part 570.611 and to the procure-
ment rules set forth in 24 CFR, Part 85.36, in its expenditure
of all funds received under this agreement.
8. Anti-Kick Back Provisions: Eaual "Dlovaent ODDor-
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24 under this agreement shall contain a provision requiring comp-
25 liance with Equal Employment Opportunity provisions established
26 by Executive Order Number 11246, as amended.
9. prevailinq Wage Reauirement.
Any construction contracts awarded by Subrecipient
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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
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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
wage determination 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 determination issued by the Department of Labor
in each solicitation and the award of a contract shall be
conditioned upon the acceptance of the wage determination.
Subrecipient shall report all suspected or reported violations
to city.
10. ADDroval of city of any eharaes: Us. of proaram
Income.
(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.
20 city requires Subrecipient to obtain the prior written approval
21 of City for any charges or fees to be charged by Subrecipient
22 for such services, and of any rules and regulations governing
23 the provision of services hereunder.
24 (b) Program income represents gross income received by
25 the Subrecipient directly generated from the use of the funds
26 provided hereunder. Such earnings include interest earned on
27 advances and may include, but will not be limited to, income
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from service fees, sale ot commodities, usage and rental tees
for real or personal property purchased using the funds provided
by thi. agreement. As to such income, it shall be first applied
to eligible program activities, before requests tor reimburse-
ment and, in the use, shall be subject to all applicable provi-
sions of this agreement. Income not so applied shall be remit-
ted 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, 1990).
11. T..porary Withholdina.
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
20 (15) days after such first notice of withholding. The Mayor and
21 Common Council shall set a date for the hearing of such appeal
22 which is within thirty (30) days following the date of filing.
23 12. Records Retention.
24 Financial records, supporting documents, statistical
25 records, and all other' records pertaining to the use of the
26 funds provided under this agreement shall be retained by Subre-
27 cipient for a period of three (3) years, at a minimum, and in
28 the event of litigation, claim or audit, the records shall be
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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. Prooertv Manaaement Standards.
agreement in accordance with 24 CFR, Part 85.43, and any and all
grants and future payments under this agreement, in whole or in
part, at any time before the date of completion of this agree-
ment whenever City determines that the Subrecipient has materi-
ally failed to comply with the terms and conditions of this
25 agreement. In the event City seeks to terminate this agreement
26 for cause, City shall promptly notify the Subrecipient in
27 writing of the proposed termination and the reasons therefore,
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together with the proposed effective date. Subrecipient shall
be given an opportunity to appear before the Mayor and Common
Council at the time which the Mayor and Common Council are to
consider such recommended termination, and shall be given a
reasonable opportunity to show cause why, if any exists, the
agreement should not be terminated for cause. Upon determina-
tion by the Mayor and Common Council that the agreement should
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
termination. 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 even~ 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
document the uses of same.
15. Termina~ioD 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
27 case of partial terminations, the portion to be terminated. The
28 Subrecipient shall not incur new obligations for the terminated
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portion after the effective date and shall cancel as many
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outstanding obligations as possible. City shall allow Subreci-
3 pient full credit for the City's share of the non-cancellable
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obligations properly incurred by the Subrecipient prior to
5 termination.
6 1'. Reversion of Assets.
7 Subrecipient agrees that upon expiration of this agree-
8 ment, the Subrecipient shall transfer to the City any and all
9 COBG funds not used at the time of expiration and any accounts
10 receivable attributable to the use of COBG funds. Subrecipient
II agrees that any real property under its control, which was
12 acquired or improved, in whole orin part, with COBG funds in
13 excess of $500.00 shall either, (i) be used to meet one (1) of
14 the three (3) national objectives as set forth in 24 CFR, Part
15 570.208 until five (5) years after expiration of the agreement
16 or such period of time as determined appropriate by the City,
17 or; (ii) is disposed of in a manner which results in the City
18 being reimbursed in the amount of the current fair market value
19 of the property less any portion thereof attributable to expend-
20 iture of, or improvement to, the property by Subrecipient. Such
21 reimbursement is not required after the period of time speci-
22 fied, in (i) above.
23 17. Hold Harmless.
24 Subrecipient agrees to indemnify, save and hold harm-
25 less the City and its employees and agents from all liabilities
26 and charges, expenses (including counsel fees), suits or losses,
27 however occurring, or damages, arising or growing out of the use
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1 of or receipt of funds paid under this agreement and all opera-
2 tions under this agreement. Payments under this agreement are
3 made with the understanding that the City is not involved in the
4 performance of services or other activities of the Subrecipient.
5 Subrecipient and its employees and agents.are independent
6 contractors and not employees or agents of City.
7 18. Amendment.
8 This agreement may be amended or modified only by
9 written agreement signed by both parties, and failure on the
10- part of either party to enforce any provision of this agreement
11 shall not be construed as a waiver of the right to compel
12 enforcement of any provision or provisions.
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19. Assianment.
This agreement shall not be assigned by Subrecipient
15 without the prior written consent of City.
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20.
lIotices.
All notices herein required shall be in writing and
delivered in person or sent certified mail, postage prepaid,
19 addressed as follows:
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21 As to City:
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As to Subrecipient:
Don Viqil, Director
Rollinq start, Inc.
Helpline proqram
443 West 4th street
San Bernardino, CA 92401
Director
Community Development Dept.
city Hall, Pifth Ploor
300 North "D" street
San Bernardino, Calif. '2418
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21. Evidence of Authority.
Subrecipient shall provide to city evidence in the form
27 of a certified copy of minutes of the governing body of Subreci-
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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
negotiations 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 instrument, the terms and conditions of this
agreement shall prevail.
24. No Third Party Beneficiaries.
No third party shall be deemed to have any rights
hereunder against any of the parties hereto as a result of this
agreement.
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... CDBG AGREEMENT BETWEEN CITY 0.. SAN BElUGRDIRO MID ROLLING
START, INC., (HBLPLXNB PROGRAM).
1 IN WITNESS WHEREOF, the parties hereto have executed this
2 agreement on the day and year first hereinabove written.
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/ City lerk
13 Approved as to form
and legal content:
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28 6/12/89
CITY OP
SUB~rBNT .
BY: h\&t/A ~J
Presi nt
BY:
tL~- ~
Secretary
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ROLLI.a START, I.a. (BBLPLID P1lOCJJWI)
"Scop. of S.rvlo.."
Many frail, elderly and disabled individuals are in critical
need of support services that will enable them to stay out of
institutions such as nursing homes and board and care facili-
ti~s. Rising costs relative to institutional care makes it
imparative that alternatives be utilized to ensure optimum
use of our tax dollar.
In-home services such as "Meals on Wheels", .visiting nurses"
and other social serv~Qe programs offer some support, but if
the client(s) in question haS/have serious ailments that
demand an occasional access to emergency treatment, Helpline
is a low cost alternative for these people.
The Helpline Program is serving a total of 325 frail elderly
and disabled. If these individuals did not have access to
this service and had to be institutionalized, it leaves these
people with a feeling of little self-worth and a lack of
dignity, or in a state of constant fear and anxiety if they
remain at home without the Helpline Program services avail-
able to them. Public and private studies have verified this
conclusion. The elderly and disabled want to stay in their
homes and maintain an independent lifestyle as opposed to
needless or premature institutionalization.
The Helpline Program offers an alternative to needless and,
many times, premature institutionalization of persons who are
frail, elderly and/or physically challenged. The Helpline
Program consists of four (4) components, as follows:
1. Electronic telephone equipment (inClUding a portable "help
button") that plugs into a client's telephone system. The
Helpline equipment is utilized to summon emergency assis-
tance.
2. Friends/neighbors who live nearby and have agreed to
respond to a client's initial call for help are immedi-
ately sent in the event of an emergency. Should respon-
ders be unavailable at the time an emergency occurs,
paramedics are dispatched.
3. An Emergency Response Center located at the San Bernardino
County Medical Center has trained personnel that provide
twenty-four (24) hour coverage and monthly equipment
testing.
4. Rolling Start staff, who install and maintain program
equipment for each client, train clients and responders to
effectively operate Helpline equipment, provide current
medical information to response center regarding each
client and update medical/personal data, on each client,
quarterly.
EXHIBIT "A"
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The Rolling start program currently serves over 325 frail,
elderly and physically challenged individuals. In order to
expand and maintain our program, we are appealing to the
United Way, civic clubs, insurance companies and various
re~ated foundations. We will a180 submit a proposal for
County CDBG funds and County Office on Aging funds.
(EXHIBIT "A" CORTIBUED...)
Page -2-
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HELPLINE SERVICES
.
.. FISCAL YEAR '~/tO ..
Subr.cipilftt: RDIlin, St.rt~ Inc.
BUD6E T BREAlOU T
11.. Df Sin 8rndo Sin Irndo Sin BrAdD 1 m 190
Toti) Fundin, Sourc.s: City Cnty Clty (f.., for) (Offic,) Unittcl DeDt TOTAl
CnBG Funds funds (ServlCl J (On Ag'ln,t WIY Of Rthab 8UD6ET
3.651 22.78% 3.841 '.681 2.711 ~.831 55.5n 100.001
S.h,i,,: 16,200.00 154,984.00 16,940.00 112,461.00 $4.880.00 '5,505.00 tJ33,364.00 1224,334.00
Tohl Slhriu ",200.00 1~4, 984.00 16,940.00 '12,461.00 '4~880.00 '5,505.00 t133,364.00 1224,334.00
E.ploy,,', Costs:
FICA t46~.00 14,189.00 '521.00 11,108.00 t366.00 1412.00 110,013.00 .17 ,074.00
SUI "'8.00 $899.00 1277.00 '405.00 158.00 164.00 11,526.00 ~3,297 .00
Li f, Ins
Keelinl $521.00 14,077.00 to.OO 1355.00 $46'.00 t524.00 110,800.00 '16,742.00
Dtnhl 134.00 t390.oo to.OO $25.00 t29.00 t33.00 1900.00 '1,411.00
Otber (Iorta.n's CDlp) 1431.00 $1.047.00 t95.00 S412.00 1339.00 t382.00 t1,858.00 14,564.00
Totll Frin9' tl,519.00 t10,602.00 1893.00 12,305.00 U ,257.to tl,4U.OO t2~,097 .00 143,088.00
Jot.1 S.llrifS~ E.p. Cost , Frin9' '7,719.00 165,586.00 t7,833.oo 114,766.00 'b, 137.00 $6,920.00 1158,461.00 t267,422.oo
Optntin, .
Accountin,/~it t~2.00 11,688.00 1100.00 1341.00 1446.00 1503.00 13,231.00 16 ,871. 00
..nt 11,828.00 t316.oo t413.00 14,666.00 19,750.00 116,973.00
Utilitits (Elect . 6.5) 1988.00 $369.00 t129.00 t16~.00 tl~145.00 t3,702.oo 16,498.00
J.),phont t2,262.00 U,8H.00 1603.00 $620.00 '4,039.00 17,~.OO t16~835.00
Ans..rinl ,.rvie. 10.00
Insur.nce $313.00 12,151.00 U 90.00 t248.00 1279 . 00 t3,705.oo t6,886.00
Perlitl 10.00
Office Supplies 1364.00 11,908.00 1577.00 U 29 . 00 1165.00 $185.00 tl~604.00 '4,932.00
POI tit' tl53.00 1400.00 1146.00 U24.00 U89.OO 1618.00 '1,630.00
Offic. Equip to.OO
Offic, Kiinten.nc, "10.00 U 06.00 $81.00 $103.00 1115.00 tl,I58.oo t2,273.oo
Du.s, Subscriptions' Frrs to.OO t115.00 $34.00 $UO.OO t187.oo '1,044.00 tl.490.00
Printin, . DupJicition t766.oo $300.00 $167.00 t217 .00 '244.00 U ,800.00 tJ,494.00
Advertising 10.00 '536.00 '7(13.00 1792.00 tl,140.00 13,171.00
".,tngs . Conf,r,nc,s to.OO
"il ra9' IT nv, I $398.00 1971. 00 '700.00 $209.00 $16~.OO 1585.00 '3,100.00 U,128.00
Oth,r Exprnditur.s t2~080.00 $4,217 .00 $2,000.00 $2,822.00 U 34 .00 tl,U1.00 13,046.00 tU,450.00
Total ElpensfS t5,415.00 t16,419 .00 16,003.00 $5,103.00 '3,613.00 $14,080.00 141,398.00 t92,631.00
Total Sal.,its , Expenses $13,134.00 $82,005.00 t13,836.00 $20,469.00 1',750.00 121,000.00 1199,859.00 '360,053.00
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EXHIBIT "B"
6/12/89 If PiQ! 1 U
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CIfY O~ 8~ BIRKlRDI~
COKKUlfITY DBVBLOPJlBJI'I DIPARTKlII'I
COKKUlfITY DBVBLOPKBft BLOCK GRAft
PROGRAM RBQOIRBHEN'1'8
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SUBRBCIPZBNT8
Prepared I Pebruary, 198t
EXHIBIT "e"
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CI'l'Y 0.. 8U B.llIIAJtDI.O
COIOlOJlI'l'Y DBVBLOPlIBft DBPARTKBIft'
COJOlUIII'rY DBVBLOPUft BLOCK GRAIl'!' PJtOGIWI
8~Dple.ental Inforaation for 8ubreciDien~
As a successful applicant of the City of San Bernardino 'Y
198~/1990 Community Development Block Grant (CDBG) Program,
you are not only agreeing to provide the services .s stated
in your application, but also to abide by the CDBG Program
requirements and responsibilities. To further assist you in
understanding said requirements and .responsibilities, the
following summaries and attachments have been prepared to
introduce to or update you on each item. Additionally, this
instructional paCkage will reauire your governing body
designated official to read and sign hiS/her signature as
part of the CDBG agreement.
Monthlv Request for Reimburse.ent
Deadline:
Due the fifth (5th) day after eDd of each calen-
dar aontb unless otberwi.e atated in the ODBS
a9reem.D~.
Include the following:
a) One (1) comp~eted 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 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 ot 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 ot
the Code of Federal Regulations.
::::ft'/:.po~t~Da R.~lr...Dt_ aqd R.~ord8/~.~rd ~'.Ding
..auire.eDt,
While staff realizes that report writinq and record-keepinq
are not the most desirable aspects of any proqraa, it is one
vehicle that provides a measure of program progress and
accomplishments. Thus, all subrecipients participating in
the CDBG Program are required to provide the City of San
Bernardino Community Development Department with written
reports of its activities on or before the tenth ClOth) day
of OctOber, January, April and July of any qiven program year
~or the previous three (3) month period in addition to a
rinal report when the agreement terminates. All reports
shall include information on program activities, accomplish-
.ents, 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
~aailies assisted by its proqramCs). 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 Reoorts
Deadlines: October 10 -- for period covering July I, to
September 30, of program year.
January 10 -- for period covering October 1, to
December 31, of program year.
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CDsa PROGRAM
Supple.ental Inforaation
April 10 -- for period covering January 1, to
March 31, of program year.
Ju~y 10 -- for period covering April 1 to June
30~ of program year.
Znclude the fo~lowing:
a) One (1) completed Activity Report (form number 802).
b) One (1) competed Direct Benefit Report (fora number
045(a).
e) 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).
proaraa KODitoriDq
One of the City's responsibilities is to monitor each
aubrecipient 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.
~sted below is typical information City staff viII 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.
e) That the intended client qroup 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.
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CDBG PROGRAM
SUpple.ental Information
Although the t.ra. "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 repre.entative. froa HOD monitor
the CDBG prograa every year. During BUD 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
adva~ce in order to arrange a mutually convenient time.
Proar.. Buda.t
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(a) 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 ainor adjust-
aents during the life of the prograa 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
Co..unity Development Department staff.
:i~Chase of letso~a~ Property or BauiomeDt (R,ad 8.ot~oQ 13
or ~h. CDBG Aar...._t
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".
Procedure"
a) ~l 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.
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CDBG progra.
Suppl..ental 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 .aintain
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. .
risca! Accoun~inq and Audi~ Docua.n~a~ioD
The City of San Bernardino Community Development Department
requires each agency to observe and comply with all account
ing rules and audit procedures as set forth in the CDBG
agreement. The following is a brief description of the most
prominent requirements:
a) As a participant in the City of San Bernardino CDBG
Program, each subrecipient agrees to keep all funds
received from the City separate from any other sources of
funding.
b) Each subrecipient also agrees 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 PrOCJru
Suppl.m.n~al Inforaation
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 proqram includinq any audit findinqs.
....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 reqular audit is
completed ewhichever is first).
C.rtificatio~ &Dd Assurance
Attached is a copy of the Certification and Assurance form to
be prepared and siqned by the designated governing offi-
ciales) of the subrecipient agency. This document is to be
attached to the CDBG agreement and shall become part of the
governinq requirements.
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CITY O. 8~ .BRKARDIBO
COJDlUlrITY DBVBLOPJlBII'1' D.PUTMBft
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"C.rtification aDd A..uranc."
(To AccoapaDY CDBG Agr....Dt)
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S A,v b~A IJ. })u'..f..I.~ jJ (? It~s 1 ~ E "'"
I? .CName and Title)of Official) . )
tL..o L<-. f Ai ~ ~ ~ :::t' ~c. (f#T:~()L.,.,.-_
of Agency/organization))
9-9- ~ ().J Cs,
, of
the
(Name
located at
c;r,I,
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do hereby make the following certification and assurance to
accompany t e Community Development ock Gr~t Agreement
between ,-,~ (.. :s~., 'tVc- . !fn.pL.,;'E") (name
of organ zat on) and the C t of San Bernardino:
a) Certify that the information booklet for CDBG Program
requirements has been read and understood; and
b) Assure that the k. LL. t,.\I '- S~-r -::z:,.J t: '. (Ht-<..t" C,;,r)
(name of Agency) w1ll comply with all governing require-
ments as stipulated herewith in the performance of the
CDBG Agreement.
xk:air~ott?!tI~
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Commun1ty Development Department
/O-RrJ-Jj
, (Date) .
/0, Z 1-/'71
(Date)
ELF/lab/3025
2/1989
8