HomeMy WebLinkAbout1989-271
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RESOLUTION NUMBER 89-271
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., (DEAF SERVICES).
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
section 1.
(a) The Mayor of the City of San Bernardino is hereby
authorized and directed to execute, on behalf of the City, an
agreement for Community Development Block Grant funding with
Rolling Start, Inc., (Deaf Services), which agreement is
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 $12,000.00.
(b) The authorizations to execute the above referenced
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agreement is rescinded if the parties to the agreement fail to
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execute it within sixty (60) sixty days of the passage of this
resolution.
I HEREBY CERTIFY that the foregoing resolution was duly
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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., (DEAF SERVICES).
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9 The foregoing resolution is hereby approved this /~d
AYES:
Councilpersons Estrada. Reilly. Flores.
Maudsley. Minor
NAYES: None
ABSENT:
Council Members Pope-Ludlam. Miller
~~~L9h~
"" City ClerK
10 Julv , 1989.
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13 Approved as to form
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16 ity Att ey -
17 KJH/lab/3307
18 attachments
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a~B.IIII.%
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., (Deaf Services
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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Cd) 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 $12.000.00.
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17 This agreement shall commence as of the date of execu-
18 tion by City and terminate June 30, 1990.
19 4. Use of Funds: Budaet: Travel Limitation.
20 (a) The funds paid to Subrecipient shall be used by it
21 solely for the purposes set forth in Paragraph 1(b) of this
22 agreement, and in accordance with the program budget submitted
23 by Subrecipient to the City of San Bernardino Community Develop-
24 ment Department, a copy of which is attached to this agreement
25 as Exhibit "B". This budget shall list all sources of funding
26 for the program covered by this agreement, whether from state,
27 federal, local or private sources, and shall identify which
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Term.
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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
6 identified as travel expenses, which shall be negotiated between
7 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
11 written approval of the Director of Community Development of the
12 City of 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
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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Upon such payment and the submission ot 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
variation in the itemization of costs, as set forth in the
budget submitted to City by Subrecipient, not to exceed ten
percent (10%) as to any particular line item, shall be allowed
provided that the prior written approval of the Director of
Community Development of the City of San Bernardino is obtained,
it being understood that the total amount of the grant shall not
be varied thereby.
(f) 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
reimbursement hereunder. This includes, but is not limited to,
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. Accountinq: 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
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and actual expenditures of all revenues from whatever source
accruing to the organization for the fiscal year ending June 30,
1990.
(b) Financial reqords 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.
(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 Subrecipient 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
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 Re~ort-
ina proqram 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
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.
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
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1 take informal procurement methods-for purchases 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.
4 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,'
7 trade. Subrecipient agrees to adhere to conflict of interest
8 provisions set forth in 24 CFR, Part 570.611 and to the procure-
9 ment rules set forth in 24 CFR, Part 85.36, in its expenditure
10 of all funds received under this agreement.
11 8. Anti-Kick Back provisions: Eaual Bmolovaent Oo~or-
12 tuni ty.
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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
under this agreement shall contain a provision requiring comp-
liance with Equal Employment Opportunity provisions established
by Executive Order Number 11246, as amended.
9. prevailina Waqe Reauirement.
Any construction contracts awarded by Subrecipient
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using funds provided under this agreement in excess of $2,000.00
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shall include a provision for compliance with the Davis-Bacon
3 Act (40.U.S.C. 276(a) to 276(a) 7) and as supplemented by the
4 Department of Labor Regulations (29 CFR). Under this Act,
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contractors shall be required to pay wages to laborers and mech
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anics at a rate not less than the minimum wages specified in a
7 wage determination made by the Secretary of Labor. In addition,
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contractors shall be required to pay wages not less often than
9 once a week. Subrecipient shall place a copy of the current
10 prevailing wage determination issued by the Department of Labor
11 in each solicitation and the award of a contract shall be
12 conditioned upon the acceptance of the wage determination.
13 Subrecipient shall report all suspected or reported violations
14 to city.
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Aoproval of city of any eharaes: Use 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.
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 the funds
provided hereunder. Such earnings include interest earned on
advances and may include, but will not be limited to, income
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1 from service fees, sale of commodities, usage and rental fees
2 for real or personal property purchased using the funds provided
3 by this agreement. As to such income, it shall be first applied
4 to eligible program activities, before requests for reimburse-
S ment and, in the use, shall be subject to all applicable provi-
6 sions of this agreement. Income not s~ applied shall be remit-
7 ted to city. Subrecipient shall remit all unspent program
8 income to the City within thirty (30) days subsequent to the end
9 of the program year (June 30, 1990).
10 11. Tem~orarv Withholdinq.
11 The Director of Community Development of the City of
12 San Bernardino is authorized to withhold the payment of funds to
13 Subrecipient when the Director determines that any violation of
14 this agreement has occurred. Funds shall be withheld until the
15 violation is corrected to the satisfaction of the Director.
16 Subrecipient shall have the right to appeal the decision of the
17 Director to the Mayor and Common Council. The sole grounds for
18 such appeal shall be that no violation of the agreement has
19 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
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retained until all litigation, claims and audit findings involv-
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ing the records, have been fully resolved. Records for non-
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expendable property acquired with federal funds provided under
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this agreement shall be retained for three (3) years after the
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final disposition of such property.
6 13. ProDertv Manaqemen~ Standards.
7 Non-expendable personal property, for the purposes of
8 this agreement, is defined as tangible personal property pur-
9 chased in whole or in part with funds provided under this
10 agreement, which has a useful life of more than one (1) year and
11 an acquisition cost of one-thousand dollars ($1,000.00), or more
12 per unit. Real property means land, including land
13 improvements, structures and appurtenances thereto, excluding
14 movable machinery and equipment. Non-expendable personal
15 property and real property purchased with or improved by funds
16 provided under this agreement shall be subject to the property
17 management standards set forth in 24 CFR, Part 85.32.
18 14. Termination for Cause.
19 (a) City reserves the right to terminate this
20 agreement in accordance with 24 CFR, Part 85.43, and any and all
21 grants and future payments under this agreement, in whole or in
22 part, at any time before the date of completion of this agree-
23 ment whenever City determines that the Subrecipient has materi-
24 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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1 together with the proposed effective date. Subrecipient shall
2 be given an opportunity to appear before the Mayor and Common
3 Council at the time which the Mayor and Common Council are to
4 consider such recommended termination, and shall be given a
5 reasonable opportunity to show cause why, if any exists, the
6 agreement should ..n"ot be terminated for cause. Upon determina-
7 tion by the Mayor and Common Council that the agreement should
8 be terminated for cause, notice thereof, including reasons for
9 the determination, shall promptly be mailed to the Subrecipient,
10 together with information as to the effective date of the
11 termination. Such notice may be given orally at that hearing.
12 The determination of the Mayor and Common Council as to cause
shall be final.
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26 termination conditions, including the effective date and, in the
27 case of partial terminations, the portion to be terminated. The
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(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
document the uses of same.
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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
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of or receipt of funds paid under this agreement and all opera-
tions under this agreement.
Payments under this agreement are
made with the understanding that the City is not involved in the
performance of services or other activities of the Subrecipient.
Subrecipient and its employees and agents are independent
contractors and not employees or agents of city.
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Amendment.
This agreement may be amended 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.
This agreement shall not be assigned by Subre~ipient
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 Subreclpient:
Don Viqil, Director
Rollinq start, Inc.
Deaf Services Proqram
443 West 4th Street
San Bernardino, CA 92401
Director
Community Development Dept.
City Hall, Fifth Floor
23 300 North "D" street
24 San Bernardino, Calif. 92418
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21. Evidence o'f Authoritv.
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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1 pient, or other adequate proof, that this agreement h8S been
2 approved in all its detail by the governing body of the Subreci-
3 pient, that the person(s) executing it are authorized to act on
4 behalf of Subrecipient, and that this agreement is a binding
5 obligation on Subrecipient.
6 22. Certification and Assurance.
7 Subrecipient shall comply with the program requirements
8 attached hereto as Exhibit "C" which are incorporated by
9 reference as though fully set forth at length and made a part of
10 this agreement by execution of all 'certifications and assurances
11 of the CDBG program.
12 23. Bntire Aareement.
13 This agreement and any document or instrument attached
14 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 AGREEKE BBTWBBH CITY O~ sA. BB~IBO AND ROLLING
START, INC., (DBAF SERVICES PROGRAM).
IN WITNESS WHEREOF, the parties hereto have executed this
agreement on the day and year first hereinabove written.
~~d1~~
./ City Clerk
ATTEST:
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CITY OF
B
SUBRECIPIENT
BY:~~ ~d&--
President.
BY:~~
Secre
13 Approved as to form
and legal content:
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ROLLIlfG S'1'AR'1', IlfC. (DBAI' SERVICES)
"Scope of s.rvio.... -
Rolling start, Inc., Deaf Services program offers a full
range of services for the deaf and/or hearing impaired
community of San Bernardino. It is the only community-based
organization that provides interpreter services, employment
preparation, accessible housing referrals, advocacy, and
information and referral services that can be utilized, not
only by the deaf, but the community at large. The Deaf
Services program also provides deaf awareness and sign
language classes.
It is estimated that one (1) in ten (10) persons has some
from of hearing impairment. with the menengitis epidemic and
the increase of noise pollution, the statistics will rise
dramatically in the near future. This is evidenced by the
increasing number of people who are utilizing the Deaf Ser-
vices program seeking counseling due to loss of hearing
(deafened adults).
The hearing impaired desperately need the services of inter-
preters to carry out normal communication functions in the
medical, business and other private and related settings. In
some cases it could be hazardous to a deaf person if that
person does not understand what a doctor has prescribed, or
if the doctor misunderstands a deaf person's description of
their symptoms.
When a child is used by a deaf adult to interpret, the adult
not only loses the confidentiality a professional interpreter
affords, but the quality of communication is not insured
which leaves to much room for misinterpretation that could be
inaccurate or dangerous. A good example is a situation where
a child interprets what a teacher is saying to the parent
about that same child's classroom progress.
Rolling Start, Inc., provides relay services for hearing
impaired persons which are currently not provided by
California Relay Services such as Spanish/Sign Language
bilingual relays and long distance out of state relays.
People who utilize sign language as their primary language do
not necessarily understand English syntax as it does not
consist of the same word structure. Therefore, written
material can be difficult to understand. Our office provides
an outlet where the deaf may come and have forms, letters,
and related items interpreted for them so that they may
answer the questions appropriately. Because of the Deaf
Services bilingual capabilities, a deaf person may receive
community and/or consumer information directly as the com-
munity at large would from a similar community services
organization, thus, eliminating a communication barrier and
providing equal access opportunities to the hearing impaired
of San Bernardino.
EXHIBIT "A"
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A majority of hearing impaired are handicapped in thier
ability to mainstream in the employment market. Therefore,
ninty-percent (90t> fall below the poverty level of the
median income. Rolling start Deaf Services serves this
poverty level.
with an increase in the grant, our budget would allow Rolling
Start Deaf Services to meet the high demand _for services by
providing 350 hours of interpreter services, office manpower
in the form of a full time person, incidental office supplies
and sign language instruction to the hearing community.
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EXHIBIT "A"
(Continued)
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... Rolli", Stlrt totll Budgtt ...
DEAF SERVICES
II FISCAl YEAR 19/90 It
Subrfcipient: Rollin, Start, Inc.
8UD6ET BREAKOUT
iii, of San Brndo Sin Brndo Sin Brndo 1989/90
Jot.1 Funding Sourc,s: City Cnty City (F,es for) (Offic,) . If\j,ttd D,pt TOTAl
CDBG Funds Funds (Service) tOn AQeing) tliY Of R,hib BUDSET
3.331 22.781 4.161 ~.6BI 2.711 5.831 55.511 loo.00t
Sihritll $6,940.00 $~,984.00 t6,200.00 $12,461.00 $4,880.00 $5,505.00 $133,364.00 $224,334.00
Tohl SihrifS U,940.00 $54,984.00 $6,200.00 tI2,461.00 t4,880.00 t5,505.00 $133,364.00 t224,334.00
E.pJoytr'l Casts:
FICA t521.00 $4,189.00 . t465.00 tl,108.00 t366.oo $412.00 tl0,013.00 $17,074.00
SUI $277 . 00 $899.00 t68.00 $405.00 158.00 t64.oo $1,526.00 t3,297.00
Life ID5
Ittdiul S4,077 .00 t521.00 1355.00 $465.00 $~24.00 $10,800.00 t16,742.oo
DInt,) $390.00 $34.00 125.00 t29.oo t33.oo $900.00 f1 ,411.00
Othtr (Iori.an's Co.p) '95.00 $1,047 .00 t431.oo 1412.00 t339.00 $382.00 tl,8~8.00 $4,564.00
Tohl Fringe $893.00 $10,602.00 $1,519.00 $2,305.00 tl,257.00 U,415.OO t25,097.00 t43,088.oo
Tot. I Sil.rits, E.p. Cost , Fringe t7,833.00 $65,586.00 $7,719.00 $14,766.00 $6,137.00 $6,920.00 $158,461.00 $267,422.00
Optr.ti.,:
Accountiftt/~it $100.00 tl,688.00 $562.00 $341.00 $446.00 I~3.00 n,231.00 ",871.00
atftt .1,828.00 $316.00 .413.00 t4,666.oo 19,750.00 tI6,913.00
UtiJitits (Elect' 6a5t 1369.00 1988.00 '129.00 t165.00 tl,14~.OO t3,702.00 $6,498.00
T.)'phont t17~.OO $2,262.00 t1 ,636.00 $603.00 $620.00 $4,039.00 t7,~.00 t16,83~.00
Ans..,i., ltrYic, to.OO
Insunne, $2,151.00 $313.00 1190.00 $248.00 $279.00 t3,705.00 $6,886.00
',rlit, to.OO
OffiCI SuppJiH $577.00 tl,908.00 $364.00 t129.00 $165.00 t185.00 11,604.00 $4',932.00
Postage t2oo.oo tl~3.00 $200.00 1146.00 '124.00 t189 .00 t618.oo $1,630.00
OffiCI E"uip to.OO
Office Kiintfftinet $106.00 $710.00 $81.00 1103.00 SllS.00 t1,158.00 '2,273.00
Duts, Subscri,tions , F,es U 15 .00 to.OO 134.00 1110.00 '187.00 $1,044.00 $1,490.00
Printing , Du,lication 1300.00 "66.00 $161.00 t217.00 $244.00 U ,800.00 t3,494.00
Advtrtisin9 to.OO $536.00 $703.00 '192.00 tl,140.oo $3,171.00
RI,tngs . Conferenc,s 10.00
Mil'ige/T'ivfl $700.00 1911.00 1398.00 1209.00 t165.oo $585.00 $3,100.00 $6,128.00
Otbfr Expenditures $2,000.00 $4,217 .00 12,080.00 $2,822.00 $ 134.00 $1,151.00 n,046.oo US,450.OO
Total Expenses 14,167.00 $16,419.00 $7,2S1.00 $5,703.00 $3,613.00 U4,080.00 $41,398.00 n2,631.00
Total Salarifs , Expenses t12,000.00 182,005.00 $14,910.00 120,469.00 t9,750.oo $21,000.00 $199,859.00 $360,053.00
::::::::::: :==:::::::E :::::::==== :=:::::=:=: ::::::::::: ::::::::::: ::=:::=:c:: :::::::::::
6/12/89 EXHIBIT "B"
U f'doe 1 at
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CITY O. .AII ..RJlARDI.O
COHMU1fITY DBVBLOPIIBJI'l DBPARTKBft
COJIHUNITY DBVBLOPJlBlft' BLOCK GRAft
PROGRAM RBgUZRBKEH'l'8
POR
SUBRBCIPZBHT8
Prepared: February, 198'
EXHIBIT "c"
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CITY o. 8~ IIRKlRDIMO
COJOlOlfITY DBnLOPJllII'1' DIPARTUn
COJOlUllITY DIVBLOPKBH BLOCK ORA1ft' PROGRAII
.
8u~~lement.l Information for 8ubrecipient
As a successful applicant of the City of San Bernardino FY
1989/1990 Community Development Block Grant (CDBG) Proqram,
you are not only agreeing to provide the services as stated
in your application, but also to abide by the CDBG Program
requirements and responsibilities. To further assist you in
understanding said requirements and responsibilities, the
following summaries and attachments have been prepared to
introduce to or update you on each item. Additionally, this
instructional package will require your governing body
designated official to read and sign hiS/her signature as
part of the CDBG agreement.
Monthly Request for ReimbursemeD~
Deadline:
Due the fifth (5th) day after end of each calen-
dar month unless otherwise stated in the CDBS
agreement.
Include the following:
a) One (1) completed Request for Reimbursement form.
b) One (1) copy of All checks issued that are being
reimbursed.
c) One (1) copy of ~ 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 of San Bernar-
dino Community Development Department to audit the funded
program as part of its annual audit of all CDBG funds
pursuant to federal regulations set forth in Title 24 of
the Code of Federal Regulations.
ReDorts/Reportinq Requirements and Records/Record Keepinq
Requirements
While staff realizes that report writing and record-keeping
are not the most desirable aspects of any program, it is one
vehicle that provides a measure of program progress and
accomplishments. Thus, all subrecipients participating in
the CDBG Program are required to provide the City of San
Bernardino Community Development Department with written
reports of its activities on or before the tenth (10th) day
of October, January, April and July of any given program year
for the previous three (3) month period in addition to a
final report when the agreement terminates. All reports
shall include information on program activities, accomplish-
ments, new program information and current program statistics
on expenditures, case loads and activities of the reporting
period. .
Each subrecipient is also required to maintain monthly
records of all ethnic and racial statistics of persons and
families assisted by its proqram(s). This monthly record
shall include data on the number of low and moderate income
persons and households assisted, (as determined by federal
income limits), number of female-headed households, and
number of senior citizens assisted. As mentioned earlier,
each subrecipient is required to keep all accounting records
and evidence pertaining to all costs for three (3) years
following completion of the funded program.
OUarterlv Re~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.
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CDBG PROGRAM
Supplemental Infor.ation
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 (fora number
045(a).
c) One (1) completed Contract and Subcontract Activity Report
(form OMB 2506-006). (For construction projects only.)
It is the responsibility of the subrecipient to prepare and
submit the required reports by the above stated deadlines in
order to keep city staff informed of any changes to the
funded program(s).
proaram Honitorinq
One of the City's responsibilities is to monitor each
subrecipient at least once a year. Not only are the
monitoring visits intended to ensure each agency's continued
compliance with CDBG requirements, but also serve as an
opportunity for City staff to become more knowledgeable of
each agency's program(s). The monitoring visits also serve
as an opportunity to provide information to other City staff,
the Mayor and Common Council and other interested persons.
Listed below is typical information City staff 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 group is being served.
d) The number of people on staff.
e) The existence and maintenance of client files.
f) Assistance City staff can provide.
In addition to monitoring each agency once a year, the City
of San Bernardino Community Development Department reserves
the right to have its internal auditor conduct an onsite
audit of the program as part of the its annual audit of all
CDBG funds pursuant to Federal Regulations.
4
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CPBG PROGRAM
Supple.ental 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 BUD monitor
the CDBG program 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
advance in order to arrange a mutually convenient time.
proqram Budae~
Another required element of your CDBG agreement with the City
is the program budget. Please submit an updated line item
budget reflecting your approved CDBG allocation. Also,
include a copy of your overall program budget with a summary
of your funding source(s) and the total agency budget. The
CDBG portion of your total program or agency budget should be
identifiable.
In past years, several agencies have raised questions regard-
ing minor budget modifications or adjustments. Staff
realizes that the approved budget may require ainor adjust-
ments during the life of the program and request that you
discuss proposed changes with Community Development Depart-
.ent staff. .
Again, please be reminded that capital or non-expendable
equipment is not to be purchased with CDBG funds. If you
need to acquire such equipment, please discuss it with
Community Development Department staff.
chase of Pe 80 a
or ~he CDBG Aqreement
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".
13
Procedures
a) All equipment and property purchased in accordance with
the above standards shall be identified as "Federal
Property-HUD" , (inClUde your internal Identification
Number). Identification may be achieved by tagging or
engraving the property or by any method that will result
in property Identification Humber being permanently
affixed.
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CDBG prograa
Supplemental Information
.
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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 ending June 30.
Said listing is to be submitted by Julv lQ 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. -
P18ca1 AccouDtiD9 and Audit Documentation
Tbe 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 seDarate 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.
6
CDBG Program
Supplemental Information
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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 t9 the City
of San Bernardino Community Development Department as soon
after the close of the year ending June 30, as is possible,
or immediately after the sUbrecipient's regular audit is
completed (whichever is first).
Certification and Assurance
Attached is a copy of the Certification and Assurance form to
be prepared and signed by the designated governing offi-
cial(s) of the subrecipient agency. This document is to be
attached to the CDBG agreement and shall become part of the
governing requirements.
7
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CITY OJ' 8M BBRlfARDIIfO
COJOlUNITY DBVBLOPKBII'1' DBPARTMBIf'1'
"Certification and A.suranc."
(To Accompany CDBG Agreement)
I,
S Aub~ A. /U4.-flso),J r?~-S)~~Ar;
. . (Name and Ti tIe 6f Official) . \
L (. I IV G. S., I\Jl-=1 :r,e. . E _ .5 A!..J.A~)
of Agency/organization)
, of
the
(Name
located at
4-9- -s tu e=s-,-
~ ri s+.
do hereby make the following certification and assurance to
accompany t Community Development Block Grant Agr ement
between l...l...IAic. s 1"A,c.Jr X. C'. (])f:/PF 5e4f4Jic~s (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 l..Lli-c.. S7'A-<Z-j ~c. O)e~ S€luJ;~s
(name of Agency) will comply with a 1 governing require-
ments as stipulated herewith in the performance of the
CDBG Agreement.
/ /J - c:<o-~7
(Date)
(Signature of Off1cia
.~/L.
Community Development Department
/.::> - 1-3 - tf"1
(Date)
ELF/lab/J025
2/1989
8