HomeMy WebLinkAbout1989-272
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RESOLUTION NUMBER 89-272
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AND
3 DIRECTING THE EXECUTION OF A COMMUNITY DEVELOPMENT BLOCK GRANT
FUNDING AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND OPTION
4 HOUSE, INC ·
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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
8 authorized and directed to execute, on behalf of the City,
an
9 agreement for Community Development Block Grant funding with
10 Option House, Inc. , which agreement is attached hereto as
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Exhibit "1", and is incorporated herein by reference as though
12 fully set forth at length. The agreement provides for the
13 granting of Community Development Block Grant funds in the
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following amount of $19,707.00.
(b) The authorizations to execute the above referenced
16 agreement is rescinded if the parties to the agreement fail to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
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regular
meeting thereof, held on the
17th day of
July
, 1989 by the following vote, to
23 wit:
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6-12-89
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF A CDBG AGREEMENT BETWEEN CITY AND OPTION HOUSE,
INC.
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The foregoing resolution is hereby approved this ~ day of
AYES:
Councilpersons Estrada, Reilly, Flores,
M;:l11n~ 1 (:>.y, Minor
NAYES:
None
ABSENT:
Council Members Pope-Ludlam, Miller
~,f'~1~~~
/' Cl.ty C erk
10 , 1989.
July
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14 Approved as to form
and legal content:
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ity Atto ey -
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18 KJH/lab/3293
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Ag.B~~H~~~
THIS AGREEMENT is entered into effective as of this ~ day
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6 between the CITY OF SAN BERNARDINO, a municipal corporation,
7 referred to as "City", and OPTION HOUSE, INC., (Shelter Outreach
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of
, 1989, at San Bernardino, California,
Services), a non-profit community service organization, referred
9 to as "Subrecipient".
city and Subrecipient agree as follows:
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Recitals.
1.
(a)
Subrecipient has requested financial assistance
from City for fiscal year 1989/1990 from funds available through
14 the Community Development Block Grant Program from the United
15 States of America to City.
(b) Subrecipient represents that the expenditures
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17 authorized by this agreement are for valid and eligible com-
18 munity development purposes, as defined in 24 CFR, Part 570 in
19 accordance with federal law and regulations, and that all funds
20 granted under this agreement will be used for no purpose(s)
21 other than those purposes specifically authorized. The specific
22 purposes and scope of services of this particular grant are set
23 forth in Exhibit "A", attached hereto and incorporated into this
24 agreement as though fully set forth herein.
(c) Subrecipient will comply with applicable uniform
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26 administrative requirements, as described in 24 CFR, Part
27 570. 502 .
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EXHIBIT "1"
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(d) Subrecipient will carry out each activity, program
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and/or project in compliance with all federal laws and regula-
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tions as set forth in 24 CFR, Part 570, with the following
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exceptions, (i) the Subrecipient does not assume the environ-
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mental responsibilities of the Grantee as described in 24 CFR,
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Part 570.604, and; (ii) the Subrecipient does not assume the
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Grantee's responsibilities for initiating the review process
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under Executive Order Number 12372.
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2. Payments.
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City shall reimburse Subrecipient for allowable costs
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incurred under the scope of this agreement and applicable
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federal regulations, which have not been paid for or reimbursed
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in any other manner by any other agency or private source of
14 funding. Reimbursement shall be made on a monthly basis, with
15 the total of all such reimbursements not to exceed $19.707.00.
16 3. Term.
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; Budqet; 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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1 sources are paying for which specific portions of the program,
2 by line-item, to the extent practicable.
3 (b) No travel expenses for out-of-state travel shall
4 be included in this program unless specifically listed in the
5 budget as submitted and approved, and all travel expenses to be
6 funded from funds provided hereunder shall be specifically
7 identified as travel expenses, which shall be negotiated between
8 the city of San Bernardino Community Development Department and
9 Subrecipient in the budget. Any travel expenses incurred by
10 Subrecipient above the budgeted amount or for out-of-state
11 travel shall not be eligible for reimbursement unless the prior
12 written approval of the Director of Community Development of the
13 City of San Bernardino, or his/her designee, has been obtained.
14 (c) Funds shall be used for purposes authorized by the
15 Community Development Block Grant Program only, and no portion
16 of the funds granted hereby shall be used for any purpose(s) not
17 specifically authorized by this agreement.
18 (d) Only net payroll shall be periodically reimbursed
19 by City as an allowable cost. Reimbursement payroll shall
20 include those hours duly authorized by the appropriate authority
21 within Subrecipient's organization and, shall include funds
22 actually received by payee. Any amounts withheld by Subreci
23 pient from an employee's paycheck for taxes, social security, or
24 other withholding and not immediately paid over to another
25 entity, shall not be included as wages or expenses eligible for
26 reimbursement as an allowable cost until such time as the
27 withheld taxes, social security, or other withholdings are
28 actually paid over to another entity entitled to such payment.
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Upon such payment and the submission of evidence of such payment
to the City of San Bernardino Community Development Department,
such expenses shall be regarded as an allowable cost, and the
City shall reimburse Subrecipient for such obligation.
(e) Subrecipient shall be allowed, with the prior
written approval of the Community Development Department of the
City of San Bernardino, to make changes in the budget during the
first three (3) quarters of the fiscal year, so long as Subreci-
pient is in cOll.lpliance 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
17 be varied thereby.
18 (f) The parties intend that 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 (g) 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,
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1 all laws and regulations relative to the form of organization,
2 local business licenses and any laws and regulations specific to
3 the business and activity carried out by Subrecipient. Reim-
4 bursement shall not be made to a Subrecipient which is not
5 operating in compliance with all applicable laws. Reimburse-
6 ments may be subsequently paid, at the discretion of the Direc-
7 tor of Community Development, for reimbursement costs incurred
8 during the period when compliance is achieved before expiration
9 of this agreement.
10 5. Accountinq; Audit.
11 (a) Prior to the final payment under this agreement,
12 and at such other times as may be requested by the Director of
13 Community Development of the City of San Bernardino, Subreci-
14 pient shall submit to the Director an accounting of the proposed
15 and actual expenditures of all revenues from whatever source
16 accruing to the organization for the fiscal year ending June 30,
17 1990.
18 (b) Financial records shall be maintained by Subreci-
19 pient in accordance with Generally Accepted Accounting Princi-
20 pIes, and in a manner which permits City to trace the expendi-
21 tures of funds to source documentation. All books and records
22 of Subrecipient are to be kept open for inspection at any time
23 during the business day by the City, its officers or agents, and
24 by any representative of the United States of America authorized
25 to audit community development block grant programs.
26 (c) Standards for financial management systems and
27 financial reporting requirements established by 24 CFR, Parts
28 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: Monitorinq and ReDort-
inq Proqram Performance.
The services of Subrecipient shall be made available to
19 residents and inhabitants of the City of San Bernardino unless
20 otherwise noted in Exhibit "A". No person shall be denied
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service because of race, color, national origin, creed, sex,
22 marital status, or physical handicap. Subrecipient shall comply
23 with Affirmative Action guidelines in its employment practices.
24 Subrecipient shall also monitor the program's activities and
25 submit written reports quarterly, or more often if requested, to
26 the Director of Community Development of the city of San Bernar-
27 dino, in accordance with 24 CFR, Part 85.41(c) (d), and Part
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1 85.21. Failure to provide such quarterly performance reports
2 constitutes a violation of this agreement. Further, the proces-
S sing by City of Subrecipient's requests for reimbursement shall
4 be halted following such breach, and shall subject Subrecipient
5 to temporary withholding as provided for in Paragraph 11 hereof.
6 City reserves the right to waive such breach, without prejudice
7 to any other of its rights hereunder, upon a finding by the
8 Director of Community Development that such failure was due to
9 extraordinary circumstances and that such breach has been timely
10 cured without prejudice to the City.
11 7. Procurement Practices: Conflict of Interest.
12 Subrecipient shall comply with procurement procedures
13 and guidelines established by 24 CFR, Part 85.36(d) (1), Subreci-
14 pient "Procurement standards". In addition to the specific
15 requirements of 24 CFR, Part 85, Subrecipient shall maintain a
16 code or standards of conduct which shall govern the performance
17 of its officers, employees or agents in contracting with and
18 expending the federal grant funds made available to Subrecipient
19 under this agreement. Subrecipient's officers, employees or
20 agents shall neither solicit nor accept gratuities, favors, or
21 anything of monetary value from contractors or potential con-
22 tractors. To the extent permissable by state law, rules, and
23 regulations, the standards adopted by Subrecipient shall provide
24 for penalties, sanctions or other disciplinary actions to be
25 applied for violations of such standards by either the Subreci-
26 pient's officers, employees or agents, or by contractors or its
27 agents. Subrecipient shall provide a copy of the code or
28 standards adopted to City forthwith. Subrecipient shall under-
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take informal procurement methods for purchases that do not cost
more than $25,000.00, in the aggregate, which call for price or
rate quotations from an adequate number of qualified sources.
The Subrecipient shall be alert to organizational conflicts of
interest or non-competitive practices among contractors which
may restrict or eliminate competition or otherwise restrain
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 EmploYment Oppor-
tunitv.
All contracts for construction or repair using funds
provided under this agreement shall include a provision for
compliance with the Copeland "Anti-Kick Back" Act (18.U.S.C.
874) as supplemented in Department of Labor Regulations (29 CFR,
Part 3).
This Act provides that each contractor or subgrantee
shall be prohibited from inducing, by any means, any person
19 employed in the construction, completion or repair of public
20 work, to give up any part of the compensation to which he/she is
21 otherwise entitled. Subrecipient shall report all suspected or
22 reported violations to City. All contracts in excess of
23 $10,000.00 entered into by Subrecipient using funds provided
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.
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9.
prevailinq Waqe Reauirement.
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Any construction contracts awarded by Subrecipient
using funds provided under this agreement in excess of $2,000.00
shall include a provision for compliance with the Davis-Bacon
Act (40.U.S.C. 276(a) to 276(a) 7) and as supplemented by the
Department of Labor Regulations (29 CFR). Under this Act,
contractors shall be required to pay wages to laborers and mech
anics at a rate not less than the minimum wages specified in a
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.
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21 City requires Subrecipient to obtain the prior written approval
22 of City for any charges or fees to be charged by Subrecipient
23 for such services, and of any rules and regulations governing
24 the provision of services hereunder.
25 (b) Program income represents gross income received by
26 the Subrecipient directly generated from the use of the funds
27 provided hereunder. Such earnings include interest earned on
28 advances and may include, but will not be limited to, income
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ADDroval of city of any Charaes: 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.
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from service fees, sale of commodities, usage and rental fees
for real or personal property purchased using the funds provided
by this agreement. As to such income, it shall be first applied
to eligible program activities, before requests for 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. Temnorarv Withholdinq.
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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1 the event of litigation, claim or audit, the records shall be
2 retained until all litigation, claims and audit findings involv-
3 ing the records, have been fully resolved. Records for non-
4 expendable property acquired with federal funds provided under
5 this agreement shall be retained for three (3) years after the
6 final disposition of such property.
7 13. ProDertv Manaaement Standards.
8 Non-expendable personal property, for the purposes of
9 this agreement, is defined as tangible personal property pur-
10 chased in whole or in part with funds provided under this
11 agreement, which has a useful life of more than one (1) year and
12 an acquisition cost of one-thousand dollars ($1,000.00), or more
13 per unit. Real property means land, including land
14 improvements, structures and appurtenances thereto, excluding
15 movable machinery and equipment. Non-expendable personal
16 property and real property purchased with or improved by funds
17 provided under this agreement shall be subject to the property
18 management standards set forth in 24 CFR, Part 85.32.
14. Termination for Cause.
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20 (a) City reserves the right to terminate this
21 agreement in accordance with 24 CFR, Part 85.43, and any and all
grants and future payments under this agreement, in whole or in
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part, at any time before the date of completion of this agree-
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ment whenever City determines that the Subrecipient has materi-
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ally failed to comply with the terms and conditions of this
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agreement. In the event city seeks to terminate this agreement
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27 for cause, City shall promptly notify the Subrecipient in
writing of the proposed termination and the reasons therefore,
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be terminated for cause, notice thereof, including reasons for
9 the determination, shall promptly be mailed to the Subrecipient,
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together with information as to the effective date of the
11 termination. Such notice may be given orally at that hearing.
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The determination of the Mayor and Common Council as to cause
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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
shall be final.
(b) In the event of any termination whether for cause
15 or for convenience, Subrecipient shall forthwith provide to the
16 Community Development Department any and all documentation
17 needed by the Community Development Department to establish a
18 full record of all monies received by Subrecipient and to
19 document the uses of same.
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15.
Termination for Convenience.
City or Subrecipient may terminate this agreement, in
22 accordance with 24 CFR, Part 85.44, in whole or in part provided
23 both parties agree that the continuation of the project would
24 not produce beneficial results commensurate with further expend-
25 iture of funds. In such event, the parties shall agree upon the
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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Subrecipient shall not incur new obligations for the terminated
portion after the effective date and shall cancel as many
outstanding obligations as possible. City shall allow Subreci-
pient full credit for the City's share of the non-cancellable
obligations properly incurred by the Subrecipient prior to
termination.
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18 or; (ii) is disposed of in a manner which results in the City
19 being reimbursed in the amount of the current fair market value
20 of the property less any portion thereof attributable to expend-
21 iture of, or improvement to, the property by Subrecipient. Such
22 reimbursement is not required after the period of time speci-
fied, in (i) above.
17. Hold Harmless.
16. Reversion of Assets.
Subrecipient agrees that upon expiration of this agree-
ment, the Subrecipient shall transfer to the City any and all
CnBG funds not used at the time of expiration and any accounts
receivable attributable to the use of CnBG funds. Subrecipient
agrees that any real property under its control, which was
acquired or improved, in whole or in part, with CnBG funds in
excess of $500.00 shall either, (i) be used to meet one (1) of
the three (3) national objectives as set forth in 24 CFR, Part
570.208 until five (5) years after expiration of the agreement
or such period of time as determined appropriate by the City,
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25 Subrecipient agrees to indemnify, save and hold harm-
26 less the City and its employees and agents from all liabilities
27 and charges, expenses (including counsel fees), suits or losses,
28 however occurring, or damages, arising or growing out of the use
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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.
18. 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 Subrecipient
without the prior written consent of city.
20. Notices.
All notices herein required shall be in writing and
delivered in person or sent certified mail, postage prepaid,
addressed as follows:
As to City:
As to subrecipient:
22 Director
23 community Development Dept.
City Hall, Fifth Floor
300 North "D" street
24 San Bernardino, Calif. 92418
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vickie Cason, Director
Option House, Inc.
P.O. Box 970
San Bernardino, CA 92402
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21. Evidence of Authoritv.
Subrecipient shall provide to City evidence in the form
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pient, or other adequate proof, that this agreement has been
approved in all its detail by the governing body of the Subreci-
pient, that the person(s) executing it are authorized to act on
behalf of Subrecipient, and that this agreement is a binding
obligation on Subrecipient.
22. Certification and Assurance.
Subrecipient shall comply with the program requirements
attached hereto as Exhibit "e" which are incorporated by
reference as though fully set forth at length and made a part of
this agreement by execution of all certifications and assurances
of the eDBG program.
23. Entire Aareement.
This agreement and any document or instrument attached
hereto or referred to herein integrates all terms and conditions
15 mentioned herein or incidental hereto, and supercedes all
16 negotiations and prior writing with respect to the subject
17 matter hereof. In the event of conflict between the terms,
18 conditions or provisions of this agreement, and any such
19 document or instrument, the terms and conditions of this
20 agreement shall prevail.
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24. No Third Party Beneficiaries.
No third party shall be deemed to have any rights
23 hereunder against
24 agreement.
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any of the parties hereto as a result of this
IIII
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CDBG AGREEMENT BETWEEN CITY OF SAN BERNARDINO AND OPTION
HOUSE, INC., (SHELTER OUTREACH SERVICES).
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IN WITNESS WHEREOF, the parties hereto have executed this
agreement on the day and year first hereinabove written.
ATTEST:
"""'JJ ;f
/A~t;?tt'i~~b/
) City Clerk
Approved as to form
and legal content:
l;~
KJH/lab
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28 6/12/89
CITY OF SAN BERNARDINO
BY:
M
BY:
l.v ~~ II o~ Ofrri ~ ~ &J
President
BY: /) -':;ZJ~.~
(-~ Se~retary
-16-
. .~
fIo. l ,.
1 , .
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Option Iloase
P.o. Box 970
San Oernardlno4f (~A 92rtc)2
(714) 82li-81182 . (714) :181-:1,171
PROFILE
Option House is a private non-profit organization offering
services to female victims of domestic violence and their
children. We serve the greater metropolitan area of
San Bernardino Valley which includes over 800,000 residents.
Option House currently has two sites. The Domestic Violence
Out ,r e a c h C e n t e r i s I 0 cat e d a t 3 2 0 0 Nor t h "E " S t r e e t, S t e. B,
in the city of San Bernardino. The location of the Option
House Shelter is kept confidential in order to protect the
women and children who stay at the shelter and the staff who
work there.
The Domestic Violence Outreach Center is an important source
of support for families who have exited the shelter and for
victims who are not needing shelter services but do need
continued support. Outreach services include a 24 hour hot-
line, drop-in counseling, support groups, advocacy, informa-
ion and referrals; volunteer and in-service trainings, and
community education. The 24 hour hotline is the entry point
agency services.
The Option House Shelter provides a safe place to stay for
battered women with or with out, children. Victims can, often
for the first time, safely express their feeli~gs about the
violence in their lives. The shelter has a supportive atmos-
phere in which women can explore the options available to them.
The shelter program offers both individual and group counsel-
ing, advocacy, emotional support, resources, information and
referral, school enrollment for school-age children, non-vio-
lent parenting information and techniques. The shelter has a
25 bed capacity. Families may stay up to 30 days in the pro-
gram. Option House shelter serves an average of 548 to 700
women and children per year.
"The Option House focuses on providing an empowering environ-
ment for battered women and 'their children. Clients are
encouraged to explore their options and to know that they do
not have to live a life of violence. Counselors in the programs
help women work through the many feelings of helplessness and
anger they have when they arrive, offering them new coping
skills and information about the battering situation to help
toward eliminating the violence in their lives.
EXHIBIT "A"
......~ "'"'
(J)TJ€Jf to& 1989-1990 amY BY Fl.NDJNi S(U(E
JlJE 18, 1989 11m aJ&T
~" :~ ... CTY ax FBIl DP9S II<S'TDY 00 RSR+ ... a. T FEE IOTIl. ~JIIa TOT'"
.:~~"..:! ~'" ~ .i ~: i...t on<<
PAYIOl. 23,335 5,109 0 243 18, 382 5,m 7,660 23,000 226 84,2JO 0 IWO
PAYIIll -'TAl --5,-141 1,480 0 0 3,306 0 1,58J 525 0 12,635 0 12635
IIJRKER'S (XII) 4, J 74 338 0 0 2,263 0 195 611 0 7,581 (0) 7581
~ tFCC 1,243 J28 0 0 540 0 1,513 SJ6 0 4,160 0 4160
JEalJITlIE 14 22 0 0 44 0 0 0 295 44S 0 445
IlD & .. 0 0 0 0 0 0 0 0 115 115 0 115
STIFF JM.AINT 0 0 0 0 0 0 0 0 210 210 0 210
RD 0 218 0 955 1,~7 0 0 0 JO 2,500 (0) 2500
ItBMIE I,m J64 0 0 1,191 0 2,465 252 348 6.000 0 6000
ACCT & UIT 0 0 0 0 649 0 1,000 0 1,351 3,000 0 JOOO
IIUNT & IEP 195 242 0 ~ 361 0 0 0 0 1,200 (0) 1200
(Ffl~ IPS 0 175 0 400 0 0 0 0 0 57S 0 515-
PRINTltl 0 0 0 0 0 0 0 0 0 0 0 0
lENT 0 0 15, 828 0 0 0 0 0 0 15, 828 0 15821
UPlIES 165 126 0 0 277 0 564 0 848 2,000 (0) 2000
PIIP TAl 0 0 0 0 0 0 0 0 120 120 0 18
TEl.EAIJE 0 0 3,264 0 0 0 0 0 0 3,264 0 3264
UTJUTlES 1,M2 417 0 6,000 IS 0 0 0 281 1,6J2 (0) I6J2
IIBI ERV 0 0 615 0 0 0 0 85 0 700 0 700
IIILB& 42 11 0 0 247 0 0 0 0 JOO (0) JOG
IIInJ'maJS 0 0 0 0 0 0 0 0 0 0 0 0
0
lOTlI. ElPENSE J8, 200 9,601 19,707 8,000 28, 571 5,575 15, 000 25,009 3, 831 153, 494 1 ISJ,~
PEIIDT IF 24.89 6.25 12. 84 5.21 18.61 3.63 9.77 16. 29 2.50 100
TOT"
EXHIBIT "B"
6/12/89
CITY OF SAR BIRHARDIBO
COKMUBITY DBVBLOPMlBT DIPARTMBB'1'
COMMUNITY DEVELOPMENT BLOCK GRANT
PROGRAM REQUIREMENTS
POR
SUBRBCIPIENTS
Prepared: February, 1989
EXHIBIT "e"
,I
/
/
I
CITY OP SAN BBRNARDINO
COMMUNITY DEVELOPMENT DBPARTMENT
COMMUNITY DBVBLOPMBNT BLOCK GRANT PROGRAM
SUDDlemental Information for SUbreciDient
As a successful applicant of the City of San Bernardino FY
1989/1990 Community Development Block Grant (CDBG) Program,
you are not only agreeing to provide the services as stated
in your application, but also to abide by the CDBG Program
requirements and responsibilities. To further assist you in
understanding said requirements and responsibilities, the
following summaries and attachments have been prepared to
introduce to or update you on each item. Additionally, this
instructional package will reauire your governing body
designated official to read and sign hiS/her signature as
part of the COBG agreement.
Monthlv Reauest for Reimbursement
Deadline:
Due the fifth (5th) day after end of each calen-
dar month unless otherwise stated in the CDS a
agreement.
Include the following:
a) One (1) completed Request for Reimbursement form.
b) One (1) copy of all checks issued that are being
reimbursed.
c) One (1) copy of all bills/receipts that support check(s)
issued.
d) One (1) copy of all payroll check(s) that are being reim-
bursed.
e) One (1) copy of all check stubs, accounting ledgers,
and/or other documentation that reflect gross salary and
all deductions for each check(s) issued.
f) One (1) page narrative describing activities undertaken
during the month included for reimbursement.
In response to its part of each agreement, the City agrees to
pay all invoices within thirty (30) days after it receives
the invoice provided the City is satisfied all expenses have
been incurred within the scope of the executed agreement and
that the subrecipient continues to comply with the terms and
conditions of the COBG agreement. (Generally, invoices are
processed within ten (10) days of receipt of same.) The City
reserves the right to defer processing of invoices and
withhold payments until all required reports, statements,
and/or certificates have been submitted and, where necessary,
approved.
2
CDBG PROGRAM
Supplemental Information
a) All accounting records and evidence pertaining to all
costs of each 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.
Reports/Reportinq Requirements and Records/Record KeeDing
Requirements
While staff realizes that report writing and record-keeping
are not the most desirable aspects of any program, it is one
vehicle that provides a measure of program progress and
accomplishments. Thus, all subrecipients participating in
the CDBG Program are reauired to provide the City of San
Bernardino Community Development Department with written
reports of its activities on or before the tenth (lOth) day
of October, January, April and July of any given program year
for the previous "three (3) month period in addition to a
final report when the agreement terminates. All reports
shall include information on program activities, accomplish-
ments, new program information and current program statistics
on expenditures, case loads and activities of the reporting
period.
Each subrecipient is also required to maintain monthly
records of all ethnic and racial statistics of persons and
families assisted by its program(s). This monthly record
shall include data on the number of low and moderate income
persons and households assisted, (as determined by federal
income limits), number of female-headed households, and
number of senior citizens assisted. As mentioned earlier,
each subrecipient is required to keep all accounting records
and evidence pertaining to all costs for three (3) years
following completion of the funded program.
Ouarterlv ReDorts
Deadlines: October 10 -- for period covering July 1, to
September 30, of program year.
January 10 -- for period covering October 1, to
December 31, of program year.
3
CDBG PROGRAM
Supplemental Information
April 10 -- for period covering January 1, to
March 31, of program year.
July 10 -- for period covering April 1 to June
30, of program year.
Include the following:
a) One (1) completed Activity Report (form number 802).
b) One (1) competed Direct Benefit Report (form number
045(a).
c) One (1) completed Contract and Subcontract Activity Report
(form OMB 2506-006). (For construction projects only.)
It is the responsibility of the subrecipient to prepare and
submit the required reports by the above stated deadlines in
order to keep City staff informed of any changes to the
funded program(s).
Proqram 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 Councii and other interested persons.
Listed below is typical information City staff will be
seeking, observations that might be made, and items we may
wish to review:
a) The accomplishment(s) of the program(s) to date.
b) Whether or not program objectives are being met.
c) That the intended client group is being served.
d) The number of people on staff.
e) The existence and maintenance of client files.
f) Assistance City staff can provide.
In addition to monitoring each agency once a year, the City
of San Bernardino Community Development Department reserves
the right to have its internal auditor conduct an onsite
audit of the program as part of the its annual audit of all
CDBG funds pursuant to Federal Regulations.
4
CDBG PROGRAM
Supplemental Information
Although the terms "monitoring" and "audit" may appear
somewhat formidable, please be assured that your agency will
be notified in advance of any request for a monitoring visit.
Also, please be advised that representatives from HOD monitor
the CDBG program every year. During HOD visit(s), they may
wish to monitor one (1) or more of the City's subrecipients.
If your agency should be selected, you will be notified in
advance in order to arrange a mutually convenient time.
Proqram BUdqet
Another required element of your CDBG agreement with the City
is the program budget. Please submit an updated line item
budget reflecting your approved CDBG allocation. Also,
include a copy of your overall program budget with a summary
of your funding source(s) and the total agency budget. The
CDBG portion of your total program or agency budget should be
identifiable.
In past years, several agencies have raised questions regard-
ing minor budget modifications or adjustments. Staff
realizes that the approved budget may require minor adjust-
ments during the life of the program and request that you
discuss proposed changes with Community Development Depart-
ment staff.
Again, please be reminded that capital or non-expendable
equipment is not to be purchased with CDBG funds. If you
need to acquire such equipment, please discuss it with
Community Development Department staff.
Purchase of Personal PrODertv or Eauioment (Read Section 13
or the CDBG Aqreement
All tangible personal property having a useful life of more
than one (1) year and an acquisition cost of three hundred
dollars ($300.00) or more per unit shall be subject to the
requirements of the Property Management Standards specified
in 24 CFR, Part 85.32, "Common Rule".
Procedures
a) All equipment and property purchased in accordance with
the above standards shall be identified as "Federal
Property-HOD", (include your internal Identification
Number). Identification may be achieved by tagging or
engraving the property or by any method that will result
in property Identification Number being permanently
affixed.
5
CDBG Program
Supplemental Information
b) Maintain a separate record of all such equipment and
property. Information shall include:
1. Name/Description
2. Serial Number
3. Identification Number
4. Date Purchased
5. Purchase Price
6. Condition (i.e., excellent/good/fair/poor)
7. Characteristics (i,e., cOlor/features, etc.)
8. Physical Location (i.e., address/office/room, etc.)
c) Submit an inventory listing to the City of San Bernardino
Community Development Department each year ending June 30.
Said listing is to be submitted by July 10 following the
end of the year. The list should include all the
information included in item (b).
d) A written request must be submitted to the City of San
Bernardino Community Development Department for any
approved purchases that are not in the originally approved
budget (see agreement). Written authorization must be
obtained from the Community Development Department by
subrecipient prior to the purchase of any equipment,
whether or not said equipment was included in the agency's
original budget.
e) It is the responsibility of the subrecipient to maintain
and repair all property and equipment purchased with CDBG
funds. It is also the responsibility of the subrecipient
to identify all purchased equipment and property with tags
or engraving, and to supply same. .
Piscal Accountina and Audit Documentation
The City of San Bernardino Community Development Department
requires each agency to observe and comply with all account
ing rules and audit procedures as set 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.
6
CDBG Program
Supplemental Information
AUdits
Each subrecipient shall provide the City of San Bernardino
Community Development Department with an audit report,
completed and signed by a Certified Public Accountant. The
audit shall include all information pertinent to the CDBG
funded program including any audit findings.
The audit report shall be prepared and submitted to the City
of San Bernardino Community Development Department as soon
after the close of the year ending June 30, as is possible,
or immediately after the subrecipient's regular audit is
completed (whichever is first).
Certification and Assurance
Attached is a copy of the Certification and Assurance form to
be prepared and signed by the designated governing offi-
cial(s) of the subrecipient agency. This document is to be
attached to the CDBG agreement and shall become part of the
governing requirements.
7
jIo "
.
CITY 01' BAlf BBRNARDINO
COMMUNITY DBVELOPMENT DBPARTMENT
"Certification and Assurance"
(To Accompany CDBG Aqreement)
Rie1ARd IRIt+futJ, TReaSURefG
OJ. (N me and Title of Official)
the T' se .
(Name of AgencyjOrganiza ion)
located at YO. ~ot ~lO) Shill ~E'RIl2AREif\QJ C-ft q;).yO:2
~ 3 ~ nJ, vq..o, SIA rV e'RflJIUi' tVO , C IT C( ~ l/ 0 1
do hereby maKe the following certification and assurance to
accompany the C mmunity Development Block Grant Agreement
between ;0 we, . (name
of organization) and the City f San Bernardino:
I,
, of
a) Certify that the information booklet for CDBG Program
requirements has been read and understood; and
b) Assure that the nf'\t"ON }-louSE I INC.
(name of AgencY)~1 comply witn all governing require-
ments as stipulated herewith in the performance of the
CDBG Agreement.
~~~Cial)
<6/7 Jg9
(Date)
Community Development Department
(Date)
ELF/labj3025
2/1989
8