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CITY OF SAN _R.2RDlNO - RI!GUBST ~ COUNCIL ACTION
From: Kenneth J. Henderson, Director
Dept: Community Development
D.~: June 2, 1988
Subject:
APPROVAL OF FY 1988/1989
CDBG AGREEMENT BETWEEN CITY
AND SAN BERNARDINO COUNTY
COMMUNITY HOUSING RESO
BOARD
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 proqrams,projects and activities.
Racommended motion:
Adopt Resolution
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Contact person:
Ken HendersonlLisa Dickey
Phone:
5065
Supporting data attached:
staff Report
Ward:
1-7
FUNDING REQUIREMENTS:
Amount:
$25,000.00
Source: (Acct. No.)
(Acct. DescriPtion)
FY 1988/1989 CDBG ALLOCATION
Finance: #-t?7~ 1f1..i.j~_
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Council Notes:
Aoenda Item No
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CITY OF SAN .....iRDlNO - RI!QUI!ST 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 San Bernardino County
Community Housing Resources Board 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.
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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.
Development
KJH/lab/0997
June 2, 1988
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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 SAN
BERNARDINO COUNTY COMMUNITY HOUSING RESOURCES BOARD.
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 San Bernardino County community Housing Resources Board, a
copy of which agreement is annexed hereto as Exhibit "1", and is
incorporated herein by reference as though fully set forth at
13 length. The agreement provides for the granting of Community
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Development Block Grant funds in the following amount of
$25,000.00.
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
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day of
Councilpersons
AYES:
NAYES:
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ABSENT:
city Clerk
lab/0999
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RESO: AUTH. Q, DIRECTING EXECUTION OF ~.DEV.BLOCK GRANT
FUNDING AGREEMENT BETWEEN CITY AND SAN BERNARDINO COUNTY COMM.
HOUSING RESOURCES BOARD
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5 Approved as to legal form
6 and content:
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The foregoing resolution is hereby approved this ____ day of
, 1988.
Mayor, City of San BernardinQ
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A~B!.!.H!.H~
THIS AGREEMENT is entered into effective as of
, 1988, at San Bernardino, California,
between the CITY OF SAN BERNARDINO, a municipal corporation,
referred to as "City", and SAN BERNARDINO COUNTY COMMUNITY
HOUSING RESOURCES BOARD , 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. Pavments. 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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1 source of funding. Reimbursement will be made at least on a
2 monthly basis, with the total of all such reimbursements not to
3 exceed $ '~rOOO.OO
4 3. Term. This agreement shall commence Julv 1. 1988 and
5 terminate .Tnnp 10 1 'l8'l
6 4. Use of Funds: Budaet: Travel Limitation.
7 (a) The funds paid to Subrecipient shall be used by it
8 solely for the purposes set forth in Paragraph l(b) of this
9 agreement, and in accordance with the program budget submitted
10 by Subrecipient to the City of San Bernardino Community
11 Oevelopment Department, a copy of which is attached to this
12 agreement as Exhibit "B". This budget shall list all sources of
13 funding for the program covered by this agreement, whether from
14 state, Federal, local or private sources, and shall identify
15 which sources are paying for which specific portions of the
16 program, by line-item, to the extent practicable.
17 (b) No travel expenses for out-of-state travel shall
18 be included in this program unless specifically listed in the
19 budget as submitted and approved, and all travel expenses to be
20 funded from funds provided hereunder shall be specifically
21 identified as travel expense, which shall be negotiated between
22 the City of San Bernardino community Development Department and
23 Subrecipient in the budget. Any travel expenses incurred by
24 subrecipient above the budgeted amount or for out-of-state
25 travel shall not be eligible for reimbursement unless the prior
26 written approval of the Director of Community Development of the
27 City of San Bernardino, or designee, has been obtained.
28 (c) Funds shall be used for purposes authorized by the
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1 Community Development Block Grant Program only, and no portion
2 of the funds granted hereby shall be used for any purpose not
3 specifically authorized by this agreement.
4 (d) Only net payroll shall be periodically reimbursed
5 by City as an allowable cost. Any amounts withheld by
6 Subrecipient from an employee's pay for taxes, social security,
7 or other withholding and not immediately paid over to another
8 entity, shall not be included as wages or expenses eligible for
9 reimbursement as an allowable cost until such time as the
10 withheld taxes, social security, or other withholdings are
11 actually paid over to another entity entitled to such payment.
12 Upon such payment and the submission of evidence of such payment
13 to the City of San Bernardino Community Development Department,
14 such expenses shall be regarded as an allowable cost, and the
15 City shall reimburse Subrecipient for such obligation.
16 (e) A variation in the itemization of costs, as set
17 forth in the proposed budget submitted to City, not to exceed
18 ten percent (10%) as to any particular line item, shall be
19 allowed, provided that the prior written approval of the
20 Director of Community Development of the City of San Bernardino
21 is obtained, it being understood that the total amount of the
22 grant shall not be varied thereby.
23 (f) The parties intend that grant funds be utilized
24 within the time period covered by this agreement, and
25 entitlement to any funds not expended or obligated shall revert
26 to the City. No reserve for the future shall be established with
27 the funds except as may be authorized to meet commitments made
28 for services provided during the period of this agreement, but
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not yet paid for at the conclusion of this agreement.
S. Accountina: Audit.
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21 and Attachment "G" of Office of Management and Budget Circular
22 No. A 110 shall be fully complied with by Subrecipient.
23 Subrecipient acknowledges that the funds provided are federal
24 funds.
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27 financial results of each program sponsored by this agreement.
28 It is the responsibility of Subrecipient to adequately safeguard
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(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"
(d) Subrecipient's financial management system shall
provide for accurate, current and complete disclosure of the
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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: Monitorina and Renort-
ina Proaram 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 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 provi~ed
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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1 and Budget Circular No. A-102, "Procurement Standards". In
2 . addition to the specific requirements of Attachment "0" to
3 Circular No. A-102, Subrecipient shall maintain a code or
4 standards of conduct which shall govern the performance of its
5 officers, employees or agents in contracting with and expendinq
6 the federal grant funds made available to Subrecipient under
7 this agreement. Subrecipient's officers, employees or agents
8 shall neither solicit nor accept gratuities, favors, or anything
9 of monetary value from contractors or potential contractors. To
10 the extent permissable by state law, rules, and regulations, the
11 standards adopted by Subrecipient shall provide for penalties,
12 sanctions or other disciplinary actions to be applied for
13 violations of such standards by either the Subrecipient's
14 officers, employees or agents, or by contractors or their
15 agents. Subrecipient shall provide a copy of the code or
16 standards adopted to city forthwith. All procurement
17 transactions without regard to dollar value shall be conducted
18 in a manner so as to provide maximum open and free competition.
19 The subrecipient shall be alert to organizational conflicts of
20 interest or non-competitive practices among contractors which
21 may restrict or eliminate competition or otherwise restrain
22 trade. Subrecipient agrees to adhere to conflict of interest
23 provisions set forth in 24 CFR Section 570.611 and to the
24 procurement rules specified in Office of Management and Budget
25 Circular No. A 102 Attachment "0" in its expenditure of all
26 funds received under this agreement.
27 8. Anti-Kick Back provisions: Eaual Emnlovment
28 Onnortunitv. All contracts for construction or repair using
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1 funds provided under this agreement shall include a provision
2 for compliance with the Copeland "Anti-Kick Back" Act (18.U.S.C.
3 874) as supplemented in Department of Labor Regulations (29 CFR,
4 Part 3). This Act provides that each contractor or subgrantee
5 shall be prohibited from inducing, by any means, any person
6 employed in the construction, completion or repair of public
7 work, to give up any part of the compensation to which he is
8 otherwise entitled. Subrecipient shall report all suspected or
9 reported violations to City. All contracts in excess of
10 $10,000.00 entered into by Subrecipient using funds provided
11 under this agreement shall contain a provision requiring
12 compliance with Equal Employment Opportunity provisions
13 established by Executive Order #11246, as amended.
14 9. prevailina Waae Reauirement. Any construction
contracts awarded by Subrecipient using funds provided under
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this agreement in excess of $2,000.00 shall include a provision
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17 for compliance with the Pavis-Bacon Act (40.U.S.C. 276a to 276a
18 7) and as supplemented by Department of Labor Regulations
19 (29CFR). Under this Act, contractors shall be required to pay
20 wages to laborers and mechanics at a rate not less than the
minimum wages specified in a wage determination made by the
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secretary of Labor. In addition, contractors shall be required
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23 to pay wages not less often than once a week. Subrecipient
24 shall place a copy of the current prevailing wage determination
25 issued by the Department of Labor in each solicitation and the
26 award of a contract shall be conditioned upon the acceptance of
27 the wage determination. Subrecipient shall report all suspected
28 or reported violations to city.
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10. Annroval of city of any Charaes: Use of.ProaraDl
Irtcome. 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. Temnorarv withholdina. 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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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 ob1iqations 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. Assianment. 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 t~ Subrecipient:
Director
Community Development Dept.
ci~y of San Bernardino
city Hall, Fifth Floor
300 North "0" street
San Bernardino, Calif. 92418
Director
Community Housing Resources
735 North liD" Street
P.O. Box 6705
San Bernardino, CA 92403
Brd
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6 City evidence in the form of a certified copy of minutes of the
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Evid,nceof Authoritv.
Subrecipient shall provide to
governing body of Subrecipient, or other adequate proof, that
this agreement has been approved in all its detail by the
9 qoverning body of the Subrecipient, that the person(s) executing
10 it are authorized to act on behalf of subrecipient, and that
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this agreement is a binding obligation o~ Subrecipient.
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21. Entire Aareement. This agreement and any document or
instrument attached hereto or referred to herein integrates all
terms and conditions mentioned herein or incidental h.e~eto, and
supersedes all negotiations and prior writing in 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
19 agreement shall prevail.
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AGREEMENT BETWE~ITY OF SAN BERNARDINO AND f'\
SAN BERNARDINO dlI!INTY COMMUNITY HOUSING RESOURCZH'OARD
1 IN WITNESS WHEREOF, the parties hereto have executed this
2 agreement on the day and year first hereinabove written.
3 ATTEST:
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5 City Clerk
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11 Approved as to form
12 and legal content:
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13 ty At rney
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CITY OF SAN BERNARDINO
BY:
Mayor, of the City of
San Bernardino
SUBRECIPIENT:
By:
President
BY:
Secretary
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FAIR HOUSING EDUCATION PROGRAM
SCOPE OF SERVICES
I. Fair Housing Information and Education Services for the general pUblic:
A. Development of educational materials, training courses and provide
assistance to local agencies on the fair housing laws; publish in-
formational and educational materials for the citizens and poten-
tial home seekers, as well as members of the housing industry,
realtors, Real Estate Board, mortgage companies, lenders, apartment
managers, owners.
B. Development and coordination of materials for organizations that
have contact with the public: community agencies, libraries, local
governmental offices, real estate and rental agencies, schools, etc.
C. Contact local organizations who have a vested interest in providing
housing information to the public; coordination of training work-
shops, and speakers for fair housing programs, NAACP, Commission
on the Status'of Women, Apartment OWners Association.
D. Publish a newsletter of fair housing activities, and a brochure
of all housing related agencies; coordination of Fair Housing Month
activities, fair housing Poster Contest.
E. Provide information and news releases to media for public service
announcements.
II. A. Coordinate and provide assistance to the housing industry regarding
their obligations and rights under the fair housing laws and VAMA
Program.
B. Develop and provide training on fair housing laws and practices for
housing related professionals; i.e. (apartment managers, real estate
professionals, property management personnel, and rental agencies).
C. Encourage usage of the equal opportunity housing logo in all housing
advertising.
D. Participation and coordination in housing trade shows and conventions
with fair housing materials; workshops and training sessions.
III. The CHRB will also:
1. Review and make recommendations of fair housing components of local
housing related plans.
2. Make recommendations to local governments on needed and proposed leg-
islation.
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EXHIBIT "A"
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3. Monitor compliance by local agencies with fair housing laws.
4. Monitor housing programs.
5. Make recommendations for an equal housing opportunity plan
for the local jurisdiction.
6. Conduct research on analysis of demographic changes, lending
patterns, etc..
7. Coordinate activfties with other organizations involved in
fair housing and fair housing related activities.
8. Solicit broad-based support (financial, membership, volunteers,
etc.) for fair housing activities.
Activities will include the following:
--Monthly Orientation Meeting- S.B. Valley Board of Realtors
--quarterly fair housing workshop- apartment managers
--coordination of fair housing month activities
--meet with local community organizations
--assessment of redlining in minority communities
--publication of quarterly newsletter, fair housing brochure
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SAN BERNARDINO COUNTY CHRB, INC.
CITY OF SAN BERNARDINO
BUDGET EXPENDITURE
FAIR HOUSING PROGRAM 1988-89
BUDGET LINE
ITEM #: 1. PERSONNEL:
A) Wages $10,000.00
B) Fringes
FlCA 625.00
SDI 175.00
SUI 300.00
Health Insurance 1,500.00
(Sub Total) $12,600.00
ITEM #: 2. CONSULTANT SERVICES:
A) Audit - Audit Report $ 400.00
B) Bookkeeping - monthly service
William P. Smith
225 RedlandsPlaza
Redlands, CA 800.00
C) Clerical Assistance
$7.00 PIH x 30 PIW 3,000.00
(Sub Total) $ 4,200.00
ITEM #: 3. TRAVEL:
A) $.29 per mil e for 1 oca 1
travel for monitoring of
rental units $ 1,000.00
ITEM #: .4. SPACE RENTAl:
A) Offi ce Space
$350.00 per month $ 1,200.00
B) Telephone
Basic monthly service ($50.00) 500.00
(Sub Total) $ 1,700.00
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EXHIBIT fiB"
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page Z
ITEM #: 5. CONSUMABLE SUPPLIES:
A) General Office Supplies
pens, pads, typing paper,
ribbons, correction tapes,
folders, staples, clips, etc.
B) Office Maintenance
cleaning supplies - tissue
paper towels, trash bags, etc.
C) Postage for mailing of monthly
reports, newsletters, bulk mail
permit correspondence
D) Purchase/Lease Equipment $ 2,500.00
ITEM #: 6. ADVERTISING - PRINTING - TRAINING
A) Includes publishing of newsletters,
radio, T.V., billboards, local print
media for notification of fair housing
services available. Education of VAMA
Program with Boards of Realtors.
B) Participation in training seminars and
conferences to keep current with informa-
tion and new legislation on Fair Housing
issues and compliance requirements for
housing industry groups. $ 3,000.00