HomeMy WebLinkAbout1990-295
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RESOImION NUMBER 5"0 -..t 7.}
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RESOImION OF THE CITY OF SAN BERNl\RDIN:> AtJ'IH)RIZIm AND DIllEC'l'Im THE
3 EXECUTION OF A CXHroNITY DEVEIDl'MENT BIDCK GRAm FUNDIm .l\GREEMENT Bm'WEEN THE
CITY OF SAN BERNl\RDIN:> AND GREATER SAN BERNl\RDIN:> ARElI. SPECIAL OLYMPICS.
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BE IT RESOLVED BY THE Ml\.YOR AND a:tHlN roUN:lIL OF THE CITY OF SAN
5 BERNl\RDIN:> AS FOLIDI9S:
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Section 1.
(a) '!he Mayor of the City of San Bernardino is hereby authorized and
ected to execute, on behalf of the City, an agreement for Community Develop-
t Block Grant funding with Greater San Bernardino Area Special Olympics,
'ch agreement is attached hereto as Exhibit "1", and is incorporated herein
reference as though fully set forth at length. '!he agreement provides for
e granting of Community Development Block Grant funds in the following amount
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16 inded if the parties to the agreement fail to execute it within sixty (60)
Section 2.
(b) '!he authorizations to execute the above referenced agreement is res-
17 ixty days of the passage of this resolution.
I HEREBY CERI'IFY that the foregoing resolution was duly adopted by the
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yor and Cammon Council of the City of SaJ'l.~ at a /7/.&-V'
ting thereof, held on the /d-tl day of (,,4'/1' 1990 by the following
ote, to wit: :/
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RESOLUTION OF THE CITY OF SAN BERNARnOO AllTHDRIZDG THE EXECUTION
OF A CDBG 1IGREEMENl' BETWEEN CITY AND THE GRElI.TER SAN BERNlIRDIN:l
AREA SPECIAL OLYMPICS
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2 Council Members
3 FS'l'RAD1\
4 REILLY
5 FIDRES
6 MAUa3IEY
7 MINOR
8 IDPE-lDDIAM
9 MILLER
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AYES
t/'"
m\.YS
ABSTAIN
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City Cl~ ffi-~7
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The foregoing resolution is hereby approved this /;Y~y of \:\d~1f-
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19 proved as to fom and
20 egal content:
21 AMES F. PENMAN.
ity AC
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~g!nJI!H!nl'~
THIS AGREEMENT is entered into effective as of this ;;;i day of ~'-r
, 1990, at San Bernardino, California, between the CITY OF SAN
BERNARDINO, a municipal corporation, referred to as "city", arrl GREATER SAN
BERNARDINO AREA SPECIAL OLYMPICS, a non-profit COl11lllllI1i.ty service
organization, referred to as "Subrecipient".
City arrl Subrecipient agree as follows:
1. Recitals.
(a) Subrecipient has requested financial assistance from City for
fiscal year 1990/1991 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 arrl eligible COl11lllllI1i.ty development purposes, as
defined in 24 CFR, Part 570 in a=rdance with federal law arrl regulations,
arrl that all funds granted under this Agreement will be used for no pur-
pose(s) other than those purposes specifically authorized. 'Ihe specific pur-
poses arrl scope of services of this particular grant are set forth in Exhibit
"A", attached hereto and incorporated into this Agreement as though fully set
forth herein.
(c) Subrecipient will corrply with applicable uniform administrative
requirements, as described in 24 CFR, Part 570.502.
(d) Subrecipient will carry out each activity, program and/or project
in corrpliance with all federal laws and regulations as set forth in 24 CFR,
Part 570, with the following exceptions, (i) the Subrecipient does not assume
the environmental responsibilities of the Grantee as described in 24 CFR,
Part 570.604, and; (ii) the Subrecipient does not assume the Grantee's re-
sponsibilities for initiating the review process under Executive Order Number
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EXHIBIT "I"
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12372.
(e) SUbrecipient will comply with the requirements set forth in the
Unifonn Relocation Assistance and Real Property Acquisition Policy Act of
1970, as amended, (URA) 49 CFR, Part 24 in a=rdance with federal and regu-
lations when attempting to or acquiring any building or parcel of land. SUb-
recipient will be required to obtain written approval from the Director of
Community Development prior to any activity taking place within the confines
of URA 49 CFR, Part 24, as amended.
2. Pavments.
City shall reiInburse SUbrecipient for allowable costs incurred under
the scope of this Agreement and applicable federal regulations, which have
not been paid for or reiInbursed in any other manner by any other agency or
private source of funding. ReiInbursement shall be made on a monthly basis,
with the total of all such reiInbursements not to exceed $10,000.
3. Tenn.
This Agreement shall commence as of the date of execution by City and
tenninate June 30, 1991.
4. Use of Funds: BuCbet: Travel Limitation.
(a) The funds paid to Subrecipient shall be used by it solely for
20 the purposes set forth in Paragraph 1(b) of this Agreement, and in a=rdance
21 with the program budget submitted by Subrecipient to the City of San Bernar-
22 dino Community Development Department, a copy of which is attached to this
23 Agreement as Exhibit "B". '!his budget shall list all sources of funding for
24 the program covered by this agreement, whether from state, federal, local or
25 private sources, and shall identify which sources are paying for which speci-
26 fie portions of the program, by line-item, to the extent practicable.
27 (b) No travel expenses for out-of-state travel shall be included in
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this program unless specifically listed in the budget as submitted and appro-
ved, and all travel expenses to be funded from funds provided hereunder shall
be specifically identified as travel expenses, which shall be negotiated bet-
ween the City of San Bernardino Community Development Deparbnent and SUbreci-
pient in the budget. /my travel expenses incurred by SUbrecipient above the
budgeted amount or for out-of-state travel shall not be eligible for reim-
bursement unless the prior written approval of the Director of Community De-
velopment of the City of San Bernardino, or hisjher designee, has been 0b-
tained.
(c) FUnds shall be used for purposes authorized by the Community
Development Block Grant Program on! y, and no portion of the funds granted
hereby shall be used for any pw:pose(s) not specifically authorized by this
Agreement.
(d) Only net payroll shall be periodically reimbursed by city as an
allowable cost. Reimbursement payroll shall include those hours dulyautho-
rized by the appropriate authority within SUbrecipient's organization and,
shall include funds actually received by payee. /my amounts withheld by Sub-
recipient from an employee's paycheck for taxes, social security, or other
withholding and not innnediately 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 Deparbnent, such expenses shall be regarded
as an allowable cost, and the City shall reimburse SUbrecipient for such 0b-
ligation.
(e) SUbrecipient shall be allowed, with the prior written approval
of the Community Development Deparbnent of the City of San Bernardino, to
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make changes in the budget during the first three (3) quarters of the fiscal
year, so long as SUbrecipient is in COIlpliance with Section "2" of this
Agreement at the time of submission of the budget modification request. A
variation in the itemization of =sts, 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 Conununity Development of the City of San Bernardino is obtained,
it being urrlerstood that the total amount of the grant shall not be varied
thereby .
(f) '!he 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 resel:Ve for the future shall be
established with the funds except as may be authorized to meet cammitments
made for services provided during the period of this Agreement, but not yet
paid for at the =nclusion of this Agreement.
(g) SUbrecipient shall remain in COIlpliance with all state, federal
and local laws prior to the receipt of any reilnbursement hereunder. '!his
inCludes, but is not Imted to, all laws and regulations relative to the
fonn of organization, local business licenses and any laws and regulations
specific to the business and activity carried out by Subrecipient. Reim-
bursement shall not be made to a Subrecipient which is not operating in
22 COIlpliance with all applicable laws. Reilnbursements may be subsequently
23 paid, at the discretion of the Director of Corrununity Development, for
24 reilnbursement costs incurred during the period when COIlpliance is achieved
25 before expiration of this Agreement.
26 5. Account:inq; Audit.
27 (a) Prior to the final payment under this Agreement, and at such
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other tilnes as may be requested by the Director of Community Development of
the City of San Bernardino, Subrecipient shall submit to the Director an
a=unting of the proposed and actual expenditures of all revenues from
whatever source accruing to the organization for the fiscal year ending June
30, 1991.
(b) Financial records shall be maintained by SUbrecipient in a=rd-
ance with Generally Accepted Accounting Principles, and in a manner which
pennits city to trace the expenditures of funds to source d=umentation. All
books and records of Subrecipient are to be kept open for inspection at any
ti1ne 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 report-
ing requirements established by 24 CFR, Parts 85.20 and 85.22 shall be fully
canplied with by SUbrecipient. Subrecipient acknowledges that the funds pro-
vided are federal funds.
(d) SUbrecipient's financial management system shall provide for
accurate, current and canplete disclosure of the financial results of each
program sponsored by this Agreement. It is the responsibility of Subreci-
pient 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 Subrecipient. Such audit must be performed by a
Certified Public A=untant or some other independent auditor approved in
advance by the City's Director of the Community Development.
6. Services Available to Residents; Monitorinq and Reoortinq ProcIrarn
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Perfonnance.
2 'Ihe savices of Subrecipient shall be made available to residents and
3 inhabitants of the City of San Bernardino unless otherwise noted in Exhibit
4 "A". No person shall be denied savice because of race, color, national
5 origin, creed, sex, marital status, or physical harrlicap. Subrecipient shall
6 c:arrply with Affirmative Action guidelines in its enployment practices. Subre-
7 cipient shall also monitor the program's activities and submit written re-
8 ports quarterly, or more often if requested, to the Director of Community
9 Development of the City of San Bernardino, in accordance with 24 CFR, Part
10 85.41(c) (d), and Part 85.21. Failure to provide such quarterly performance
11 reports constitutes a violation of this Agreement. Further, the processing
12 by City of Subrecipient's requests for reiInbursement shall be halted follow-
13 ing such breach, and shall subject Subrecipient to tenporary withholding as
14 provided for in Paragraph 11 hereof. City reserves the right to waive such
15 breach, without prejudice to any other of its rights hereunder, upon a find-
16 ing by the Director of Community Development that such failure was due to
17 extraordinary circumstances and that such breach has been timely cured with-
18 out prejudice to the City.
19 7. Procurement Practices: COnflict of Interest.
20 Subrecipient shall c:arrply with procurement procedures and guidelines
21 established by 24 CFR, Part 85.36(d) (1), Subrecipient "Procurement stan-
22 dards". In addition to the specific requirements of 24 CFR, Part 85, Subre-
23 cipient shall maintain a code or standards of conduct which shall govern the
24 performance of its officers, enployees or agents in contracting with and ex-
25 pending the federal grant funds made available to Subrecipient under this
26 Agreement. Subrecipient's officers, enployees or agents shall neither soli-
27 cit nor accept gratuities, favors, or anything of monetary value from con-
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tractors or potential contractors. To the extent permi.ssable by state law,
roles, 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 its agents. Subrecipient shall provide a
copy of the code or standards adopted to City forthwith. SUbrecipient shall
undertake infornal procurement methods for purchases that do not cost =re
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 OR, Part 570.611 and to the procurement roles set
forth in 24 OR, Part 85.36, in its expenditure of all funds received under
this Agreement.
8. Anti-Kick Back Provisions: Eaual DnP10vment ClPPorbmitv.
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). 'Ihis Act provides that each contractor or
subgrantee shall be prohibited from inducing, by any means, any person emplo-
yed in the construction, completion or repair of public work, to give up any
part of the compensation to which he/she is otherwise entitled. Subrecipient
shall report all suspected or reported violations to City. All contracts in
excess of $10,000.00 entered into by Subrecipient using funds provided under
this Agreement shall contain a provision requiring compliance with Equal
Employment Opportunity provisions established by Executive Order Number
11246, as amended.
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9. Prevailinq Waqe ReclUirement.
Any construction contracts awarded by SUbrecipient using funds pro-
vided 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 OR). 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 detennination 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 detennination issued by the Department of labor
in each solicitation and the award of a contract shall be conditioned upon
the acceptance of the wage detennination. Subrecipient shall report all sus-
pected or reported violations to City.
10. APProval of city of any Charqes: Use of P.l.O<.lLC'.lll Inoane.
(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 as-
sisted pursuant to this Agreement. City requires SUbrecipient to obtain the
18 prior written approval of City for any charges or fees to be charged by Sub-
19 recipient for such services, and of any rules and regulations governing the
20 provision of services hereunder.
21 (b) Program income represents gross income received by the SUbreci-
22 pient directly generated from the use of the funds provided hereunder. SUch
23 earnings include interest earned on advances and may include, but will not be
24 limited to, income from service fees, sale of CClIlIDlOdities, usage and rental
25 fees for real or personal property purchased using the funds provided by this
26 Agreement. As to such income, it shall be first applied to eligible program
27 activities, before requests for reimbursement and, in the use, shall be sub-
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1 ject to all applicable provisions of this Agreement. Income not so applied
2 shall be remitted to city. Subrecipient shall remit all unspent program in-
3 come to the City within thirty (30) days subsequent to the end of the program
4 year (June 30, 1991).
5 11. TemDorarv Withholdincr.
6 The Director of Community Development of the City of San Bernardino
7 is authorized to withhold the payment of funds to Subrecipient when the Di-
8 rector detennines that any violation of this Agreement has cx::cu=ed. FUnds
9 shall be withheld until the violation is corrected to the satisfaction of the
10 Director. Subrecipient shall have the right to appeal the decision of the
11 Director to the Mayor and Cormnon Council. The sole grounds for such appeal
12 shall be that no violation of the Agreement has cx::cu=ed. Subrecipient shall
13 file such appeal within fifteen (15) days after such first notice of with-
14 holding. The Mayor and Cormnon Council shall set a date for the hearing of
15 such appeal which is within thirty (30) days following the date of filing.
12. Records Retention.
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17 Financial records, supporting documents, statistical records, and all
18 other records pertaining to the use of the funds provided under this Agree-
19 ment 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
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21 retained until all litigation, claims and audit findings involving the re-
22 cords, have been fully resolved. Records for non-expendable property ac-
quired with federal funds provided under this Agreement shall be retained for
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three (3) years after the final disposition of such property.
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13. Property Manaoernent standards.
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Non-expendable personal property, for the purposes of this Agreement,
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is defined as tangible personal property purchased in whole or in part with
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funds provided under this Agreement, which has a useful life of l1\Ore than one
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(1) year and an acquisition cost of one-thousand dollars ($1,000.00), or more
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per unit. Real property means land, including land inprovements, structures
3 and appurtenances thereto, excluding movable machineJ:Y and equipment. Non-
4 expendable personal property and real property purchased with or inproved by
5 funds provided under this agreement shall be subject to the property manage-
6 ment standards set forth in 24 CFR, Part 85.32.
7 14. TeI:mination for cause.
8 (a) City reserves the right to tenninate this Agreement in a=rdance
9 with 24 CFR, Part 85.43, and any and all grants and future payments under
10 this Agreement, in whole or in part, at any ti1ne before the date of COIlple-
11 tion of this Agreement whenever City determines that the SUbrecipient has
12 materially failed to COIlply with the terns and conditions of this Agreement.
13 In the event City seeks to tenninate this Agreement for cause, City shall
14 promptly notify the SUbrecipient in writing of the proposed tennination and
15 the reasons therefore, together with the proposed effective date. Subreci-
16 pient shall be given an opportunity to appear before the Mayor and Common
17 Council at the ti1ne which the Mayor and Common council are to consider such
18 recommended tennination, and shall be given a reasonable opportunity to show
19 cause why, if any exists, the Agreement should not be tenninated for cause.
20 Upon detennination by the Mayor and Common COuncil that the Agreement should
21 be tenninated for cause, notice thereof, including reasons for the detennina-
22 tien, shall promptly be mailed to the SUbrecipient, together with infonnation
23 as to the effective date of the tennination. Such notice may be given orally
24 at that hearing. The determination of the Mayor and Common COuncil as to
25 cause shall be final.
26 (b) In the event of any tennination whether for cause or for conven-
27 ience, SUbrecipient shall forthwith provide to the Conununity Development [;e-
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partment any and all documentation needed by the Community Development De-
partment to establish a full record of all IrOnies received by Subrecipient
and to document the uses of same.
15. Texmi.nation for COnvenience.
City or Subrecipient nay terminate this Agreement, in a=rdance with
24 em, Part 85.44, in whole or in part provided both parties agree that the
continuation of the project would not produce beneficial results commensurate
with further 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 effec-
tive date and shall cancel as nany outstanding obligations as possible. city
shall allow Subrecipient full credit for the city's share of the non-cancell-
able obligations properly incurred by the Subrecipient prior to termination.
16. Reversion of Assets.
Subrecipient agrees that upon expiration of this Agreement, the Sub-
recipient shall transfer to the City any and all COB:; funds not used at the
ti1ne of expiration and any a=unts receivable attributable to the use of
COB:; funds. Subrecipient agrees that any real property under its control,
which was acquired or iInproved, in whole or in part, with COBG 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 em, Part 570.208 until five (5) years
after expiration of the agreement or such period of ti1ne as determined appro-
priate by the City, or; (ii) is disposed of in a nanner which results in the
City being reimbursed in the aIrOunt of the current fair narket value of the
property less any portion thereof attributable to expenditure of, or iInprove-
ment to, the property by Subrecipient. Such reimbursement is not required
after the period of ti1ne specified, in (i) above.
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17. Hold Hannless.
SUbrecipient agrees to indemnify, save and hold hannless the City and
its employees and agents from all liabilities and charges, expenses (includ-
ing counsel fees), suits or losses, however =ing, 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 em-
ployees and agents are independent contractors and not employees or agents of
City.
18. 1\mendment.
'!his Agreement may be amended or m:xiified 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 c:orrpel enforcement of any provision or provisions.
19. Assicmment.
'!his 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:
23 As to city:
24 Director
Chmnn1i.ty Developnent Dept.
25 City Hall, Fifth Floor
300 North ''1)1' street
26 San Bernardino, Calif. 92418
As to Subrecipient:
Ms. Joy Barba, Director
Greater San Bernardino Area
special Olyn-pics
536 West 11th street
San Bernardino, ell. 92410
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21. Evidence of Authoritv.
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SUbrecipient shall provide to City evidence in the form of a certi-
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fied copy of minutes of the governing body of SUbrecipient, or other adequate
3 proof, that this Agreement has been approved in all its detail by the govern-
4 ing body of the Subrecipient, that the person(s) executing it are authorized
5 to act on behalf of Subrecipient, am that this Agreement is a biOOing obli-
6 gation on SUbrecipient.
7 22. certification and Assurance.
8 SUbrecipient shall comply with the program requirements attached
9 hereto as Exhibit "C" which are incorporated by reference as though fully set
1 0 forth at length am made a part of this agreement by execution of all certi-
11 fications and assurances of the CDBS program.
12 23. Entire 1lareement.
13 '!his Agreement am any document or instnIment attached hereto or re-
14 ferred to herein integrates all terms am corrlitions mentioned herein or in-
15 cidental hereto, am supercedes all negotiations am prior writing with re-
16 sped to the subject matter hereof. In the event of conflict between the
17 terms, coOOitions or provisions of this Agreement, am any such document or
18 instnIment, the terms am coOOitions of this Agreement shall prevail.
19 24. No Third Partv Beneficiaries.
20 No third party shall be deemed to have any rights hereunder against
21 any of the parties hereto as a result of this Agreement.
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CDBG 1\GREEMEN1' BE'l'IiEEN CITY OF SAN BERNl\RDIN:) 1\ND TIlE GREATER SAN
BERNl\RDIN:) ~ SPECIAL OLYMPICS.
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2 rn WITNFSS WHEREOF, the parties hereto have executed this agreement on
3 the day an::1 year first hereinabove written.
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5 AT1'FSl':
a~_ f)~
'-- city Clerk
14 Approved as to fonn
an::1 legal content:
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JAMES F. mlMAN,
16 City Attorney
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BY:
BY:
BY:
SCOPE OF SERVICES
The amount of $10,000 is requested to assist -with funding the Greater
San Bernardino Area Special Olympics program. These funds -would assist
our local athletes by providing funds for administrative costs. These costs
include staffing expenses and administration of the program. There is only
one (I) paid staff all other staffing is volunteer and/or in-kind in nature.
The grant -would assist in providing city support for the program and
assistance -with administrative expenses.
THE FOLLOWING IS A BRIEF DESCRIPTION OF OUR LOCAL SPECIAL OLYMPICS:
Special Olympics provides year-round training and athletic competition
in a variety of -well-coached Olympic-type sports for mentally retarded
individuals, ages 8 and up, by providing them -with continuing opportunities
to develop physical fitness, prepare for entry into school and community
programs, express courage, experience joy, and participate in the sharing of
gifts, skills, and friendship -with their families, other Special Olympians
and the Community.
Our local Special Olympics program provides training and competition in
Volleyball, Basketball, Softball, Aquatics, Track and Field, Powerlifting,
Alpine Skiing, Nordic Skiing, Speed Skating, Figure Skating, and various
other sports. For many of our athletes this is their only opportunity to
develop skills in the follo-wing areas: physical fitness, social interaction,
lifestyle development, leisure development. Within our program athletes
have the opportunity to travel to competitions and visit other areas -within
the United States. For most of our athletes this is their first opportunity to
travel outside of the Greater San Bernardino area.
Our Special Olympics program currently serves over 450 athletes. All of
the registered athletes have disabilities. These disabilities include mental
retardation and they may also have physical challenges accompanying their
mental disabilities. Approximately ninety percent (90~) of these
participants are from lo-w-income households. The potential for growth in
our area is tremendous. Athlete participation could increase by fifty
percent (50~), -with the proper funding and support, -within 2-5 years, as
-would the amount and quality of local competitions and tournaments.
07/05/90
EXHIBIT "Aft
The Special Olympics program is capable of improving both the
beneficiary's living environment and improving economic opportunities. An
increase in the Olympians self-confidence and socialization sk111s creates a
positive environment in which the participants live and promotes
community awareness. This awareness will in turn create a positive
attitude towards and within the developmentally disabled population.
The higher self-confidence and self-esteem, along with the experience
and skills gained during Special Olympics training and competition, carry
into jobs and daily living sk111s of our participants. This positive approach
opens economic avenues for the athletes and is reflected in the workplace.
The community in turn, benefits by becoming aware of the Athlete's
abilities and needs. This assists with successful job placement and overall
community support. The community is able to share in the true Olympics
Spirit - where everyone is a winner.
Special Olympics is a non-profit organization. Participation in the
program does not require a membership fee or any other cost to the
participants. All costs for training, competition, travel, lodging, meals, etc.
are covered by the Greater San Bernardino Area Special Olympics program.
We are funded entirely by fundraising, donations, and grants.
'.
GREATER SAN BERNARDINO AREA SPECIAL OLYMPICS
INCOME STATEHENT
PROJECTED BUDGET
July 1, 19B9-June 30, 1990
GROSS INCOME
CIRCLE OF FRIENDS
MISC. -(T-SHIRTS-VOL.)
DONATIONS
BOWLATHON
SPECIAL OLYMPICS WEEK
CONCESSION STANDS
SOUVENIR STANDS
BOOSTER BUTTONS
DONATION CANS
FOUNTAIN DONATIONS
CREATIVE CIRCLE FUNDRAISER
5K-10K RUN
VOLLEYBALL TOURNAMENT REGISTRATION FEES
COOKIE SALES
PROJECTED TOTAL GROSS INCOME
CARRYOVER JULY 1, 1989
PROJECTED GRAND TOTAL-AVAILABLE FUNDS
07/05/90
EXHIBIT "n"
.-1-
?
PROJECTED
$ 2,000.00
2,000.00
15,000.00
B,OOO.OO
2,000.00
2,000.00
BOO.OO
100.00
1,000.00
1,200.00
350.00
2,000.00
600.00
B,OOO.OO
45,050.00
34,566.38
79,616.38
-
"
SAN BERN~RDINO/REDLANDS SPECIAL OLYMPICS
EXPENSE STATEMENT
PROJECTED BUDGET
AREA GAMES
Food: Swim Meet: Meals for 200
Cost: $1.75/person
Track Meet: Meals for 1,500
Same cost
Meat, buns, soda, ice,
condiments, fruit, chips,
charcoal, paper products, etc.
Hats (24 x $2.50)
T-Shirts
Ribbons
Helium and balloons (85% of total cost)
Registration Labels & Name Tags
Bowling Linage
Nike Tennis Shoes
P.A. Equipment Rental
Festival
Disc Jockey
Helium and balloons (15% or total cost)
Hisc.
PROJECTED
EXPENSES
350.00
2,625.00
2,975.00
48.00
5,500.00
200.00
450.00
100.00
-0-
200.00
325.00
6,823.00
65.00
80.00
50.00
195.00
AREA GAMES TOTAL- 8,193.00
WINTER GAl-IES
Training
Registration
WINTER GAMES TOTAL-
STATE GAMES-UCLA SUMMER GAl-1ES
Misc. (Soda, etc.)
Lodging ($95.00 x 40)
Tube Socks
Hats ($2.50 x 45)
Team Pictures
Area Director Lodging and Parking
STATE GAMES TOTAL-
INTERNATIONAL GAMES
INTER. GAMES TOTAL-
TRANSPORTATION
Volleyball - 4 trips
Area Games (Misc.)
State Games
Other Tournaments
TRANSPORTATION
-0-
360.00
360.00
35.00
2,000.00
175.00
112.50
100.00
65.00
2,487.50
3,000.00
125.00
400.00
TOTAL- 3,525.00
-2-
,.
REGISTRATION FEES
Other Tournaments
Volleyball
REGISTRATION TOTAL-
VOLLEYBALL TOURNAMENT
Gym Rental
T-Shirts: 400 athletes and coaches
100 volunteers
Miscellaneous food
Trophies
VOLLEYBALL TOURNMIENT TOTAL-
AREA DIRECTOR'S MEETINGS
Northern Meeting
3 representatives
Southern Meeting
4 representatives
Mileage/Misc.
AREA DIRECTOR'S MEETINGS TOTAL-
MISCELLANEOUS SUPPLIES AND EXPENSES
San Diego Basketball
Printing: Misc.
Printing: Master Calendar
Stationary and Envelopes
Photography
Sport Training Camp
Volleyball Registration Fees
Supplies
Fairfax Volleyball Uniforms
Miscellaneous
MISCELLANEOUS TOTAL-
FUNDRAISING EXPENSES
Direct Mail
Hiscellaneous
Cookies
Circle of Friends
Printing-Bowlathon
Awards
Linage
FUNDRAISING EXPENSES TOTAL-
SPECIAL OLYMPICS WEEK
Printing
Envelopes
Booster Buttons
SPECIAL OLYMPICS WEEK TOTAL-
-3-
PROJECTED
EXPFNr
165.00
1,700.00
-0-
50.00
50.00
1,965.00
950.00
250.00
100.00
1,300.00
100.00
120.00
125.00
225.00
-0-
1,350.00
2,500.00
450.00
-0-
250.00
5,120.00
250.00
25.00
6,000.00
-0-
85.00
150.00
400.00
6,910.00
100.00
20.00
200.00
320.00
PROJEC" ~D
EXPEN&~,j
"
CONCESSION STANDS
Volleyball
Harvest Fair
S.O. Track Meet
Souvenirs
175.00
BOO.OO
300.00
BOO.OO
2,075.00
CONTINGENCY FUNDS
1,000.00
SUBTOTAL (33,255.50)
SALARY EXPENSE 27,000.00
(26%) 7,020.00
(+) (34,020.00)
(=) (67,275.50)
(+) 12,340.0B
Previous Fiscal Years
Outstanding Expenses (- ) 8649.09
Available for FY 1990-91 (+) 3,691. 79
**prior to COBG grant (+) 10,000.00
Adjusted Total (+) 13,691. 79
-4-
~
CITY OP SAR BERNARDINO
COMMUNITY DEVELOPMENT DEPARTMENT
COMMUNITY DEVELOPMENT BLOCK GRANT
PROGRAM REQUIREMENTS
FOR
SUBRECIPIENTS
Prepared: February, 1989
EXHIBIT 'C'
.
CITY OF SAN BERNARDINO
COMMUNITY DEVELOPMENT DEPARTMENT
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
Supplemental Information for subrecipient
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 CDBG agreement.
Monthlv Request for Reimbursement
Deadline:
Due the fifth (5th) day after end of each calen-
dar month unless otherwise stated in the CDBG
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 CDBG agreement. (Generally, invoices are
processed within ten (10) days of receipt of same.) The City
reserves the right to defer processing of invoices and
withhold payments until all required reports, statements,
and/or certificates have been submitted and, where necessary,
approved.
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 Keepinq
Requirements
While staff realizes that report writing and record-keeping
are not the most desirable aspects of any program, it is one
vehicle that provides a measure of program progress and
accomplishments. Thus, all subrecipients participating in
the CDBG Program are required to provide the City of San
Bernardino Community Development Department with written
reports of its activities on or before the tenth (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.
Quarterlv Reports
Deadlines: October 10 -- for period covering July I, to
September 30, of program year.
January 10 -- for period covering October I, 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).
Proqrarn Monitorinq
One of the city's responsibilities is to monitor each
subrecipient at least once a year. Not only are the
monitoring visits intended to ensure each agency's continued
compliance with CDBG requirements, but also serve as an
opportunity for city staff to become more knowledgeable of
each agency's program(s). The monitoring visits also serve
as an opportunity to provide information to other City staff,
the Mayor and Common Council and other interested persons.
Listed below is typical information City staff 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 HUD monitor
the CDBG program every year. During HUD 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 Property or Equipment (Read section 13
of 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-HUD", (include your internal Identification
NUmber). Identification may be achieved by tagging or
engraving the property or by any method that will result
in property Identification Number being permanentlv
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 vear endinq June 30.
Said listing is to be submitted by Julv 10 following the
end of the year. The list should include all the
information included in item (b).
d) A written request must be submitted to the City of San
Bernardino Community Development Department for any
approved purchases that are not in the originally approved
budget (see agreement). Written authorization must be
obtained from the Community Development Department by
subrecipient prior to the purchase of any equipment,
whether or not said equipment was included in the agency's
original budget.
e) It is the responsibility of the subrecipient to 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.
Fiscal Accountinq 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
received from the City of San
with the procedures set forth
and Administrative Handbook".
attached.
to keep records of all funds
Bernardino in accordance
in the "Agreement Accounting
A copy of the Handbook is
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
'" .... . ...
CITY OF SAN BERNARDINO
COMMUNITY DEVELOPMENT DEPARTMENT
"Certification and Assurance"
(To Accompany CDBG Agreement)
I, 3~,-, '\)j:\'f ~('~^9C' \]\\P (~~
\ (Name andcritle of Official)
the G< ,\\ -\\.\p" (, 't' c '" ~ (", \.\v,~, '\ \ < "
(Name of Agency/Organi.zation) \',
, of
located at
"-,~)\c, l(
'\~" '< '"
\, .' :?~:.... i-- " :X'v" \ X'-' X ,-\ .
,
((\ '10 ({ ) 0
do hereby make the following certification and assurance to
accompany the Community Development Block Grant Agreement
between .,c~(l,n~,-" r",r~ ("'~ ~ U /,) (name
of organization) an the city of SanJBe nardino:
a) certify that the information booklet for CDBG Program
requirements has been read and understood; and
(' I
b) Assure that the b,;,h~\ \'L/' (U
(name of Agency) will comply with all gove i require-
ments as stipulated herewith in the performance of the
CDBG Agreement.
,,\ ,) \"y
i"-~ ',.'. J'::':.'l..."-. ~-< .\-..-
(Signature of Official)
<",)) ') ) (1 n
(Dat'e)
Community Development Department
(Date)
ELF/lab/3025
2/1989
8