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CITY OF SAN BERtt-ARDINO - REQUEST rOR COUNCIL ACTION
From: Kenneth J. Henderson, Director
Subject:
APPROVAL OF FY 1988/1989
CDBG AGREEMENT BETWEEN CITY
AND HIGHLAND DISTRICT COUNCIL
ON AGING, INC. (SENIOR
PROGRAM)
Dept: Community Development
Date: June 30, 1988
Synopsis of Previous Council action:
On March 7, 1988, the Mayor and Common Council adopted the FY 1988/1989
CDBG Program Mix and authorized staff to solicit CDBG funding proposals
for the 1988/1989 fiscal year.
On May 16, 1988, the Mayor and Common Council conducted the FY 1988/1989
CDBG Public Hearing for consideration of various proposals requesting
CDBG funding.
On May 16, 1988, the Mayor and Common Council considered and approved
certain FY 1988/1989 CDBG eligible programs, projects and activities.
Recommended motion:
Adopt Resolution
Ken Henderson/Lisa Dickey
Phone:
5065
Contact person:
Staff Report
Ward:
1-7
Supporting data attached:
FUNDING REQUIREMENTS:
Amount:
$20,000.00
Source: (Acct. No.)
(Acct. DescriPtion)
FY 1988/1989 CDBG ALLOCATION
Finance: /1~<.A-./ ~~
Council Notes:
J
.. ~Le:2~1
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CITY OF SAN BERftARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
On May 16, 1988, the Mayor and Common Council conducted the
CDBG Public Hearing and considered requests for financial
assistance for the upcoming fiscal year (1988/1989), and
awarded community development funds to certain public service,
capital improvement, fair housing and economic development
projects. Agreements are now required to implement said
projects.
The attached agreement between City and Highland District
Council on Aging, Inc., (Senior Program) includes a "scope of
services" and "program budget" attached to the agreement as
Exhibits "A" and "B", respectively. These Exhibits are
incorporated by referenced as though fully set forth at
length.
Staff recommends adoption of the attached resolution. Adoption
of the resolution by the Mayor and Common Council would
authorize and direct the Mayor to execute the agreement as
described herein.
Ken~~~ Se~1
Director of Community Development
KJH/lab/0996
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RESOLUTION NUMBER
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
HIGHLAND DISTRICT COUNCIL ON AGING, INC., (SENIOR PROGRAM).
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. 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 the Highland District Council on Aging, Inc., (Senior
Program), a copy of which agreement is annexed hereto as Exhibit
"1", and is incorporated herein by reference as though fully set
forth at length. The agreement provides for the granting of
Community Development Block Grant funds in the following amount
of $20,000.00.
I HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the city of San
Bernardino at a
meeting thereof, held on the
, 1988 by the following vote, to
day of
wit:
AYES:
Councilpersons
NAYES:
ABSENT:
City Clerk
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RESOLUTION OF THE CITY OF SA1rBERNARDlNO AUTHORIZING AND DIRECTING~
THE EXECUTION OF A CDBG AGREEMENT BETWEEN THE CITY ~ND HIGHLAND
DISTRICT COUNCIL AGING, INC. (SENIOR PROGRAM).
The foregoing resolution is hereby approved this ____ day of
, 1988.
Mayor, City of San Bernardino
Approved as to form
and legal content:
b/~
lab/0999
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~gBEEMENT
THIS AGREEMENT is entered into effective as of
July 19 , 1988, at San Bernardino, California,
between the CITY OF SAN BERNARDINO, a municipal corporation,
referred to as "City", and HIGHLAND DISTRICT COUNCIL ON
AGING, INC. (SENIOR PROGRAM) , a
nonprofit community service organization, referred to as "sub-
recipient".
City and Subrecipient agree as follows:
1. Recitals.
(a) Subrecipient has requested financial assistance
from City for fiscal year 1988/1989 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
community development purposes, as defined in CFR Part 570 in
accordance with Federal law and regulations, and that all funds
granted under this agreement will be used for no purpose other
than those purposes specifically authorized. The specific
purposes and scope of services of this particular grant are set
forth in Exhibit "A", attached hereto and incorporated into this
agreement as though fully set forth herein.
2. Payments. City shall reimburse Subrecipient for allow-
able 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
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source of funding. Reimbursement will be made at least on a
monthly basis, with the total of all such reimbursements not to
exceed $ ?O. 000 00
3. Term. This agreement shall commence Jul y 19. 1988 and
terminate .lllnp 10. 1 qRq
4. Use of Funds; Budqet; 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
Development Department, a copy of which is attached to this
agreement as Exhibit "B". This budget shall list all sources of
funding for the program covered by this agreement, whether from
State, Federal, local or private sources, and shall identify
which sources are paying for which specific portions of the
program, 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 expense, which shall be negotiated between
the City of San Bernardino Community Development Department and
Subrecipient in the budget. Any travel expenses incurred by
Subrecipient above the budgeted amount or for out-of-state
travel shall not be eligible for reimbursement unless the prior
written approval of the Director of Community Development of the
City of San Bernardino, or designee, has been obtained.
(c) Funds shall be used for purposes authorized by the
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Community Development Block Grant Progra:3 only, and no portion
of the funds granted hereby shall be used for any purpose not
specifically authorized by this agreement.
(d) Only net payroll shall be periodically reimbursed
by City as an allowable cost. Any amounts withheld by
Subrecipient from an employee's pay for taxes, social security,
or other withholding and not immediately paid over to another
entity, shall not be included as wages or expenses eligible for
reimbursement as an allowable cost until such time as the
withheld taxes, social security, or other withholdings are
actually paid over to another entity entitled to such payment.
Upon such payment and the submission of evidence of such payment
to the City of San Bernardino Community Development Department,
such expenses shall be regarded as an allowable cost, and the
City shall reimburse Subrecipient for such obligation.
(e) A variation in the itemization of costs, as set
forth in the proposed budget submitted to City, 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
entitlement 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
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not yet paid for at the conclusion of tl!is 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,
Subrecipient 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, 1989.
(b) Financial records shall be maintained by
SUbrecipient in accordance with Generally Accepted Accounting
Principles, and in a manner which permits City to trace the
expenditures 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 Attachment "F"
and Attachment "G" of Office of Management and Budget Circular
No. A 110 shall be fully complied with by Subrecipient.
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
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all assets of the program, and Subrecipient shall assure that
they are used solely for authorized purposes.
(e) In addition to the foregoing, Subrecipient shall
at its own expense have the City-funded portion of its program
audited annually, and provide to City a copy of the audit report
within sixty (60) days after receipt of the report by
Subrecipient. 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 Reoort-
inq 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 ~ction 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 Bernardino, in accordance with
Attachment "H", Office of Management and Budget Circular No. A
110. Failure to provide such quarterly performance reports may
prevent the processing by City of SUbrecipient's requests for
reimbursement, and may justify temporary withholding as provided
for in Paragraph 11 hereof.
7. Procurement Practices: Conflict of Interest.
Subrecipient shall comply with procurement procedures and
guidelines established by Attachment "0" to Office of Management
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and Budget Circular No. A-I02, "Procurement Standards". In
addition to the specific requirements of Attachment "0" to
Circular No. A-I02, Subrecipient shall maintain a code or
standards of conduct which shall govern the performance of its
officers, employees or agents in contracting with and expending
the federal grant funds made available to Subrecipient under
this agreement. Subrecipient's officers, employees or agents
shall neither solicit nor accept gratuities, favors, or anything
of monetary value from contractors or potential contractors. To
the extent permissable by state law, rules, and regulations, the
standards adopted by Subrecipient shall provide for penalties,
sanctions or other disciplinary actions to be applied for
violations of such standards by either the SUbrecipient's
officers, employees or agents, or by contractors or their
agents. Subrecipient shall provide a copy of the code or
standards adopted to City forthwith. All procurement
transactions without regard to dollar value shall be conducted
in a manner so as to provide maximum open and free competition.
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 Section 570.611 and to the
procurement rules specified in Office of Management and Budget
Circular No. A 102 Attachment "0" in its expenditure of all
funds received under this agreement.
8. Anti-Kick Back provisions: Eaual EmDloyrnent
OpDortunitv. All contracts for construction or repair using
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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 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
compliance with Equal Employment Opportunity provisions
established by Executive Order #11246, as amended.
9. prevailinq Waqe Requirement. 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. 276a to 276a
7) and as supplemented by Department of Labor Regulations
(29CFR). Under this Act, contractors shall be required to pay
wages to laborers and mechanics 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 th~n 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.
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10. Approval of City of any Charqes: Use of Proqram
Income. city reserves the right to require Subrecipient to
obtain the prior written approval of City of any charges or fees
to be charged by Subrecipient for services provided under this
agreement, and of any rules and regulations governing the
provision of services hereunder. Program income represents
gross income earned by the Subrecipient from the Federally
supported activities. Such earnings exclude interest earned on
advances and may include, but will not be limited to, income
from service fees, sale of commodities, usage and rental fees.
These funds shall be used first for eligible program activities,
before requests for reimbursement, or shall be remitted to the
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, 1989). Interest earned on funds advanced
under the agreement shall be paid to the city.
11. Temporary Withholding. The Director of the Community
Development of the City of San Bernardino is authorized to
temporarily withhold the payment of funds to Subrecipients when
the Director determines that any violation of this agreement has
occurred. Funds shall be withheld until the violation is
corrected to the satisfaction of the Director. Subrecipient
shall have the right to appeal the decision of the Director to
the Mayor and Common Council. The sole grounds for such appeal
shall be that no violation of the agreement has occurred.
Subrecipient shall file such appeal within fifteen (15) days
after such first withholding. The Mayor and Common Council
shall set a date for the hearing of such appeal which is within
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thirty (30) days following the date of f1ling.
12. Records Retention. Financial records, supporting
documents, statistical records, and all other records pertaining
to the use of the funds provided under this agreement shall be
retained by subrecipient for a period of three (3) years, at a
minimum, and in the event of litigation, claim or audit, the
records shall be retained until all litigation, claims and audit
findings involving the records, have been fully resolved.
Records for non-expendable property acquired with federal funds
provided under this agreement shall be retained for three (3)
years after the final disposition of such property.
13. Property Management Standards. Non-expendable personal
property, for the purposes of this agreement, is defined as
tangible personal property, purchased in whole or in part with
federal funds, which has useful life of more than one (1) year
and an acquisition cost of three hundred dollars ($300.00) or
more per unit. Real property means land, including land
improvements, structures and appurtenances thereto, excluding
movable machinery and equipment. Non-expendable personal
property and real property purchased with or improved by funds
provided under this agreement shall be sUbject to the property
management standards specified in Attachment "N" of Office of
Management and Budget Circular No. A-102, "Property Management
Standards".
14. Termination for Cause. City reserves the right to
terminate this agreement 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 agreement whenever City
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determines that the Subrecipient has failed to comply with the
conditions of this agreement. In the event City seeks to
terminate this agreement for cause, City shall promptly notify
the SUbrecipient in writing of the proposed termination and the
reasons therefore, together with the proposed effective date.
SUbrecipient shall be given . an opportunity to appear before the
Mayor and Common Council at the time at 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 determination by the Mayor and Common Council that the
contract 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.
15. Termination for Convenience. City or Subrecipient may
terminate this agreement in whole or in part provided both
parties agree that the continuation of the project would not
produce beneficial results commensurate with further expenditure
of funds. In such event, the parties shall agree upon the
termination conditions, including the effective date and, in the
case of partial terminations, the portion to be terminated. The
Subrecipient shall not incur new obligations for the terminated
portion after the effective date and shall cancel as many
outstanding obligations as possible. City shall allow
Subrecipient full credit for the City's share of the non
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cancellable obligations properly incurred by the Subrecipient
prior to termination.
16. Hold Harmless. Subrecipient agrees to indemnify, save
and hold harmless the City and its employees and agents from all
liabilities and charges, expenses (including counsel fees),
suits or losses, however occurring, or damages, arising or
growing out of the use of or receipt of funds paid under this
agreement and all operations 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. In the event of any termination, 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.
17. 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.
18. Assiqnment. This agreement shall not be assigned by
Subrecipient without the prior written consent of City.
19. Notices. All notices herein required shall be in
writing and delivered in person or sent certified mail, postage
prepaid, addressed as follows:
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As to City:
As to SUbrecipient:
Director
Community Development Dept.
City of San Bernardino
City Hall, Fifth Floor
300 North "0" Street
San Bernardino, Calif. 92418
Director
Highland District Council
on Aging (Senior Program)
P.O. Box 948
Highland, CA 92346
20. Evide~ce of Authoritv. Subrecipient shall provide to
6 City evidence in the form of a certified copy of minutes of the
7 governing body of Subrecipient, or other adequate proof, that
8 this agreement has been approved in all its detail by the
9 governing body of the Subrecipient, that the person(s) executing
10 it are authorized to act on behalf of Subrecipient, and that
11 this agreement is a binding obligation on Subrecipient.
12
21.
Entire Agreement.
This agreement and any document or
13 instrument attached hereto or referred to herein integrates all
14 terms and conditions mentioned herein or incidental hereto, and
15 supersedes all negotiations and prior writing in respect to the
16 subject matter hereof. In the event of conflict between the
17 terms, conditions or provisions of this agreement, and any such
18 document or instrument, the terms and conditions of this
19 agreement shall prevail.
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IIII
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AGREEMENT BETWEEN CITY AND HIGHLAND DISTRICT COUNCIL ON AGING (SENIOR
PROGRAM)
1
IN WITNESS WHEREOF, the parties hereto have executed this
2 agreement on the day and year first hereinabove written.
3 ATTEST:
4
5
CITY OF SAN BERNARDINO
City Clerk
BY:
Mayor, of the City of
San Bernardino
6
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SUBRECIPIENT:
9 By:
10 BY:
11 Approved as to form
12 and legal content:
o/~
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14 KJH/lab/0068
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6-30-88 13
President
Secretary
.
Scope of Services/Program Narrative:
HIGHLAND DISTRICT COUNCIL ON AGING, INC.
The Highland Senior Center serves as a community focal point on
aging where older persons come together to enhance and maintain
their physical and mental well-being. The goal of the center
is to offer programs that will enable older people to remain
independent as long as possilbe. The following services are
offered at the center:
Health Enrichment Programs
1. Nutrition-serves over 18,000 annually.
2. Transportation and Assistance Program (TAP)-serves over 360 homebound
elderly annually.
3. Health Screening-free preventative health care serves 540 annually.
4. Renter's Assistance-free assistance offered to over 200 annually.
5. Peer Counseling-serves over 500 persons annually.
6. Support Groups-Caregiver, Synergy Support, Better Breathers, Arthritis,
Widower's groups serve over 500 annually.
7. Fitness-low impact aerobics for seniors serves 975 persons a year.
8. Loan Closet-wheelchairs, walkers, crutches etc. available to all
older adults in San Bernardino/Highland.
Recreational Program/Life Enhancement
1. Dancing-over thirty (30) seniors gather each week for recreational
ball-room dancing and socializing. (1440 annually)
2. Arts and Crafts-group consists of over 15 individuals who gather
twice a week to work on projects. (1440 annually)
3. Educational-Town Meeting Discussion Group discusses current issues
300 annually.
4. Trips-approximately 88 individuals a month participate in trips
(1000 annually).
5. Social Events-parties, pancake breakfasts, picnics, birthdays and
holidays are celebrated by a total of 2500 individuals annually
6. Information and Referral-phone contacts are now being tracked
for approximately 60 recorded inquiries a month for resources
in the community.
7. Service to the Community-Volunteerism. RSVP, Transportation
and Assistance Program, Friendly Visitors (550 annually)
Highland Senior Center's average participation is 2900 participants
a month or 34,800 a year in over 110 separate scheduled monthly
activities. A large protion of the participants are at or near the
poverty level and reside in both the San Bernardino/Highland areas.
EXHIBIT "A"
h_~O_AA
..
Highland SENI()R Center
Highland District Council on Aging, Inc.
3102 E. Highland Ave. P.O. Box 948
Highland. CA 92346 (714) 862-8104
Mr. Kenneth J. Henderson
Community Development Department
City of San Bernardino
300 North D Street
San Bernardino, Ca. 92418
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n&@&DWI~~
.AM J 4lfa
11
t '/
June 13, 1988
The following is the detailed Personnel Services Budget using CDBG
funds:
Employee: Roberta L. Babbage, Executive Director.
Total Annual gross salary $24,700, payable semi-monthly, less legally
required payroll deductions for F.I.C.A., Federal and State Income Tax,
and State Disability Insurance. The only fringe benefit is paid annual
vacation which is included in annual salary shown above. Total CDBG
salary would not exceed funding of $20,000. The balance of Roberta
Babbage's salary would come from other Highland Senior Center revenue.
If you have any further questions please contact me at 862-8104.
Thank you.
Sincerely,
'~~~*-~J.>-
Roberta Babbage, Executive Director
EXHIBIT 11611
6-30-88