HomeMy WebLinkAbout1997-09-02; City Council; 14332; APPROVAL OF 1997-98 SUBRECIPIENT AGREEMENTS FOR COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS0
9 FJ E am &
.. z 0 F 0 4
J G Z 3 0 0
i WL /--- ’ q 5 FlTY OF CARLSBAD - AGENDA clb BILL
AB# jq, 33 7 TITLE: DEPT. HD&
APPROVAL OF 1997-98 SUBRECIPIENT AGREEMENTS
FOR COMMUNITY DEVELOPMENT BLOCK GRANT CITY ATTY. j
FUNDS c C\TY MGR. -
MTG. 9 -3 - ? 3
DEPT. HlRED
RECOMMENDED ACTION:
Adopt Resolution No. 49- 5 7 q
Development Block Grant Funds.
ITEM EXPLANATION:
On April 1, 1997, the City Council selected the organizations to receive federal Community De’
Block Grant (CDBG) Entitlement funding for the 1997-98 program year. Prior to disbursing CDE
for the subrecipients, the City must complete the appropriate environmental reviews and executc
agreement for the various approved project(s).
Subrecipient agreements with three subrecipients have been prepared and are attached as Ex
City Council review and approval at this time. The following subrecipients will receive CDBG
activities to benefit low and moderate-income Carlsbad residents:
to approve 1997-98 Subrecipient Agreements for federal C
e Lifeline Community Services Comprehensive Housing Program $ 3,000
e Hospice of the North Coast Community Bereavement Program $ 3,000
a Casa de Amparo Shelter for Abused Children $ 4,000
As required by federal regulations, staff has completed the required environmental review docur
for the above CDBG funded projects. Staff has determined that the grants for these projects ar
from environmental review under 24 CFR Section 58.34 (a)(4). The environment2
documentations for these projects are on file in the Housing and Redevelopment Department.
FECAL IMPACT:
No fiscal impact on the General Fund. All of the projects will be funded through the CDBG progr:
EXHIBITS:
approving the 1997-98 Subrecipient Agreements for feder 1. Resolution No. q’l-sqy
funds.
2. 1997-98 Subrecipient Agreements.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
0 CITY COUNCIL RESOLUTION NO. 97-594
0
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFOWIA, APPROVING SUBRECIPIENT AGREEMENTS FOR THE CITY
GRANT PROGRAM
WHEREAS, on April 1, 1997, the City Council of the City of Carlsbad, California selec
programs to receive funding under the City's 1997-98 Community Development Block Grant ((
Program;
OF CARLSBAD'S 1997-98 FEDERAL COMMUNITY DEVELOPMENT BLOCK
WHEREAS, the City Council of the City of Carlsbad, California has considered the rl
subrecipient agreements for 1997-98 Community Development Block Grant funds;
WHEREAS, the City has determined that these Community Development Block Grant
activities are exempt from environmental review under 24 CFR Section 58.34 (a)(4); and,
WHEREAS, the City Council has taken all testimony into account;
NOW, THEREFORE, BE IT RESOLVED as follows:
1, That the above recitations are true and correct.
2. That the City Council hereby approves the 1997-98 Community Development Bloc1
Subrecipient Agreements, on file in the City Clerk's office, for the following organi;
Lifeline Community ServicesKomprehensive Housing Program, Hospice of the
CoastKommunity Bereavement Program, and Casa de Amparo/Sheiter for P
Abandoned or Neglected Children.
3. That the Mayor is authorized to sign the Community Development Block
Subrecipient agreements on behalf of the City of Carlsbad.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Ca
California, on the 2nd day of September 1 1997, by the followin)
to wit:
AYES:
NOES: None
ABSTAIN: None
None ABSENT:
Council Members Lewis, Finnila, Nygaard, Kulchin, and Hall
ATTEST:
ALETHA L. RAUTENKRANZ, City cie1-4
'
e 0
AGREEMENT BETWEEN THE CITY OF CARLSBAD AND
CASA DE AMPARO FOR 1997-98
FEDERAL COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS
THIS AGREEMENT, made and entered into as of this 22nd day of SEPTEMBER
1997, by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as
“City”, and CASA DE AMPARO, a non-profit organization, hereinafter referred to as “Subrecipient”.
RECITALS
WHEREAS, the City has applied for and received funds from the United States Government
under Title I of the Housing and Community Development Act of 1974, Public Law 93-383 as amended
to fund eligible activities which benefit persons of low and moderate income; and,
WHEREAS, the City has the need to provide assistance to non-profit public service providers
who offer shelter or services to homeless or near homeless persons/families and meet the basic needs of
lower income persons; and,
WHEREAS, the Subrecipient can provide these services for low and moderate income
households with some assistance from the City; and,
WHEREAS, the City has determined that the shelter and supportive services offered by Casa de
Amparo is exempt from environmental review under 24 CFR Part 58, Section 58.34(a)(4); and,
WHEREAS, the U.S. Department of Housing and Urban Development has approved the City’s
funds Annual Consolidated Funding Strategy and Plan for Community Development Block Grant
(hereinafter referred to as the “Annual Consolidated Plan”).
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained
herein, City and Subrecipient agree as follows:
1. STATEMENT OF WORK
The City has allocated 1997-98 federal Community Development Block Grant (CDBG) funds, in
the amount of four thousand dollars ($4,000) to the Subrecipient for operation of the shelter and
supportive services for abused, abandoned and neglected children located at 4070 Mission
Avenue, Oceanside, California for the period beginning July 1, 1997 and ending June 30,1998.
The Subrecipient agrees to use all federal funds provided by the City to the Subrecipient
pursuant to the provisions of this Agreement, the Scope of Work, attached hereto as Exhibit “A”,
. and in accordance with the terms of the Annual Consolidated Plan.
Every effort shall be made by the Subrecipient to expend the allocated funds in their entirety by
June 30, 1998. If the Subrecipient will be unable to expend all of the funds allocated to the
project by the noted date, the Subrecipient shall request an extension from the City for continued
use of the funds on the approved project based on progress made by the Subrecipient towards
completing the subject project, the City will either agree to grant the extension or notify the
Subrecipient that the funds must be reallocated to another eligible activity due to slow project
progress.
1
0 0
2. DISBURSEMENT OF FUNDS
The City shall reimburse the Subrecipient with CDBG funds for necessary and reasonable cost:
related to the provision of services for eligible residents of Carlsbad for the term of thi:
Agreement. The reimbursements for costs shall not exceed a total of $4,000. However, no
more than 90 percent of the total agreed upon compensation will be paid during the performance
of this Agreement. The balance due (remaining 10 percent) shall be paid upon final certification
by the City that Subrecipient has administered the services and activities in compliance with all
applicable Federal, state, and local rules and regulations governing these funds, and in a manner
satisfactory to the City.
Payment for eligible expenses shall be made in accordance to budget information provided in
Exhibit ‘73’’ and in accordance with performance. Subrecipient represents that the budget
includes only allowable costs and an accurate analysis of costs applicable to the CDBG funds
pursuant to 24 CFR Part 502.
Subrecipient shall submit a “Request for Reimbursement“ to the City for compensation of
eligible and actual expenses incurred. The City shall not provide any paymentsheimbursements
in advance of actual expenditures by the Subrecipient. Subrecipient may request reimbursements
anytime after this agreement is approved by the City Council and continue until the expiration
date, or amended expiration date, of this agreement.
Each request for reimbursement shall include documentation to verify expenditure of funds are
consistent with this Agreement, the Statement of Work, the Annual Consolidated Plan, and with
all applicable Federal, state, and local rules and regulations governing these funds. Payroll
records, receipts, paid invoices including an itemized statement of all costs are samples of
appropriate methods of reimbursement documentation.
3. PROGRAM INCOME
The Subrecipient shall report, to the City, any interest, or other income, earned as a direct result
of the use of federal CDBG funds for the program outlined within this agreement. All reported
program income may be retained by the Subrecipient for costs related to the subject program
activities. However, the program income, retained by the Subrecipient, must be expended before
additional funds are requested from the City. The requirements are set forth in the federal
regulations Section 570.504 which are incorporated herein by reference.
4. LABOR, MATERIALS AND SUPPLIES:
The Subrecipient shall furnish all labor, materials and services and bear all expenses necessary to
provide the subject program as outlined in this agreement. Under this agreement, the City‘s only
financial obligation to the Subrecipient is to provide the CDBG funds of $4,000 maximum as
allocated by the City Council for program year 1997-98.
5, RECORDS AND REPORTS
The Subrecipient shall maintain all records required by the Federal regulations specified in 24
CFR Part 570.506 that are pertinent to the activities to be funded under this Agreement. Such
records shall include but not be limited to:
a. Records providing a full description of each activity undertaken;
2
e 0
b. Records demonstrating each activity undertaken meets on of the National Objectives of thr
CDBG program;
c. Records required to determine the eligibility of activities;
d. Records demonstrating compliance with Section 570.505 regarding change of use of rea
.property acquired or improved with CDBG assistance;
e. Records demonstrating compliance with the requirements in Section 570.606 regarding
acquisition, displacement, relocation, and replacement housing;
the CDBG program;
g. Documentation of all CDBG funds received from the City, eligible expenses incurred foi
administration of each activity, and other financial records as required by 24 CFR Pari
570.502, and OMB Circular A-1 10; and,
h. Any other related records as the City shall require to demonstrate compliance with
applicable Federal, state, and local rules and regulations governing these funds.
f. Records documenting compliance with the fair housing and equal opportunity components Oj
The Subrecipient shall submit quaqerly “Progress Reports” within fifteen (1 5) calendar days of
the end of each quarter for the full term of this Agreement. The final progress report is due no
later than July 15, 1998. The report must include sufficient information to assist the City in
monitoring the Subrecipient’s performance. The Subrecipient must demonstrate satisfactory
performance prior to reimbursement for expenditures.
At a minimum, the performance reports shall include the following information:
a.
b.
C.
d.
e.
The Subrecipient shall maintain client data demonstrating client eligibility for services provided.
Such data shall include at the minimum client name, address, ethnicity, income level or other
basis for determining eligibility, and description of service provided. This data shall assist the
Subrecipient in completing the required quarterly progress reports to be submitted to the City.
The Subrecipient shall maintain separate accounting records for the federal CDBG funds
provided by the City. The City, Federal Grantor Agency, Comptroller General of the United
States, or any of their duly-authorized representatives shall have access to all books, documents,
papers and records maintained by the Subrecipient which directly pertain to the above project for
the purpose of audit, examination, excerpts and transcriptions.
Unless otherwise notified by the City, the Subrecipient shall retain all financial records,
supporting documents and statistical reports related to the project identified under this agreement
for a period of four (4) years after the termination of all activities funded under this Agreement.
All records subject to litigation, claims, audit findings, negotiations, or other actions must be
retained for four (4) years from the date such action commenced or until completion of the action
and resolution of all issues by the appropriate officials and the Subrecipient has been given
official written notice, whichever occurs later.
If the Subrecipient shall receive more than $25,000 in total federal funds in one fiscal year
Total number of persons/households participating in the program during reported period;
Total number of participants from Carlsbad;
Number of lowlmoderate income Carlsbad persons/households participating in the
program during the reporting period;
Age and ethnic background of Carlsbad participants; and,
Summary of program(s) provided to Carlsbad participants.
3
e 0
from the City of Carlsbad andlor any other city or agency, the Subrecipient is required to submi
a Single Audit Report. As required by the Federal Single Audit Act, the Subrecipient shall bc
required to submit, to the City, a comprehensive financial audit prepared by an independent
neutral third-party auditor. The audit shall cover financial operations of the Subrecipient for thc
term of this Agreement and is due not later than one year after expiration of the agreement. Th,
Subrecipient shall also be required to submit a second audit for the following period coverec
under fiscal year beginning July 1, 1998 and ending June 30, 1999 for any funds received ir
fiscal year 1998-99 per this Agreement.
6. PROGRAM REQUIREMENTS
The Subrecipient agrees to comply with the requirements of Title 24 of the Code of Federa
Regulations, Part 570 (the Housing and Urban Development regulations concerning Communitj
Development Block Grants). The Subrecipient also agrees to adhere to the terms of the City':
CDBG Application and Subrecipient Agreement and with assurances and agreements made, bi
the City, to the United States Department of Housing and Urban Development.
The Subrecipient shall comply with applicable Uniform Administrative Requirements a:
described in Section 570.502 of the federal regulations for the CDBG Program; the federa
requirements are set forth, by reference, as a provision of this agreement.
The Subrecipient shall carry out all activities in compliance with all Federal laws and regulations
as described in Subpart K of the CDBG Program Regulations, such as affirmatively furthering
fair housing, labor standards (Davis Bacon Act), displacement, relocation and acquisition, and
employment and contracting opportunities, except that:
a. The Subrecipient will not assume the City's environmental responsibilities as described
in Section 570.604; and
The Subrecipient will not assume the City's responsibility for initiating the revie&
process required under the provisions of 24 Code of Federal Regulations Part 52.
The provisions of Subpart K, of the CDBG Program Regulations, are set forth, by reference, as a
condition of this agreement.
The Subrecipient shall comply with all federal regulations related to the use of CDBG funds by
religious organizations, if applicable to this agreement and the approved project outlined herein.
CHANGES IN USE OF FUNDS
Changes in the use of CDBG funds must be approved by the City Council and the U.S.
Department of HUD. If the Subrecipient desires a change in the use of the CDBG funds
following approval of this agreement, a written request must be submitted to the City for review
by the Council. No change in use of the CDBG funds will be permitted by the City without prior
formal approval by the Council.
b.
7.
8. NONDISCRIMINATION CLAUSE
The Subrecipient shall comply with all state and federal laws regarding nondiscrimination in the
provision of services and the equal opportunity employment of personnel.
4
a 0
6. ~U~PBNSION AND TERMINATION OF AGREEMENT
In accordance with Section 24, Parts 85.43 and 85.44 of the Code of Federal Regulations, this
agreement may be suspended or terminated if the Subrecipient fails to comply with any term(s>
of the award andor the award is terminated for convenience. Section 24, Parts 85.43 and 85.44
of the Code of Federal Regulations are set forth, by reference, as provisions of this agreement.
10. REVERSION OF ASSETS
Upon expiration of the agreement, the Subrecipient shall transfer to the City any CDBG funds on
hand at the time of expiration and any accounts receivable attributable to the use of CDBG
funds. The Subrecipient shall be required to use any real property under the Subrecipient's
control that was acquired or improved in whole or in part with CDBG funds in excess of $25,000
to either be:
a) Used to meet one of the national objectives in 24 CFR Section 570.208 of the federal
regulations until five (5) years after expiration of the agreement; or,
Disposed of in a manner that results in the City being reimbursed in the amount of the
current fair market value of the property less any portion of the value attributable to
expenditures of non-CDBG funds for acquisition, or improvement to, the property.
Reimbursement is not required after the period of time specified in paragraph (a) of this
section.
b)
11. HOLD HARMLESS AGREEMENT
The City, its officers, and employees shall not be liable for any claims, liabilities, penalties,
fines, or any damage to goods, properties, or effects of any person whatsoever, nor for personal
injuries or death caused by, or claimed to have been caused by, or resulting from, any intentional
or negligent acts, errors or omission of Subrecipient or Subrecipient's agents, employees, or
representatives in completion of the project outlined in this agreement.
Subrecipient agrees to defend, indemnify, and save free and harmless the City and its officers
and employees against any of the foregoing liabilities or claims of any kind and any costland
expense that is incurred by the City on account of any of the foregoing liabilities, including
liabilities or claims by reason of alleged defects in any plans and specifications for the project or
facility.
12. ASSIGNMENT OF AGREEMENT
The Subrecipient shall not assign this agreement or any monies due thereunder without the prior
written consent of the City.
13. SUCCESSORS OR ASSIGNS
Subject to the provisions of this Subrecipient Agreement Paragraph 11, "Hold Harmless
Agreement," all terms, conditions, and provisions hereof shall insure to and shall bind each of
the parties hereto, and each of their respective heirs, executors, administrators, successors, and
assigns.
5
0 a
14. INSUMNCE
If the Subrecipient shall receive more than $5,000 from the City in CDBG funds and/or other
funds, the Subrecipient shall obtain and maintain policies of general liability insurance and a
combined policy of worker's compensation and employers liability insurance from an insurance
company authorized to do business in the State of California which meets the requirements 01
City Council Resolution No. 91-403 in an insurable amount of not less than one million dollars
($1,000,000) each, unless a lower amount is approved by the City Attorney or the City Manager.
This insurance shall be in force during the term of this agreement and shall not be cancelec
without thirty (30) days prior written notice to the City sent by certified mail.
The City shall be named as an additional insured on these policies.
furnish certificates of insurance to the City before commencement of work.
IN WITNESS WHEREOF the parties hereto have caused this agreement to be executed as of
The Subrecipient shall
the day and year first written above.
CASA DE AMPARO, a non-profit organization,
SHARON DELPHENICH, EXECUTIVE DIRE
ATTEST:
ALETHA L. RAUTENKRANZ, City Clerk '
APPROVED AS TO FORM:
0 62-
RONALD R. BALL, City Attorney 9- I b-77
6
0 0
EXIHIBT “A”
CITY OF CARLSBAD
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
SCOPE OF WORK
Contract Term: July 1, 1997 to June 30, 1998
Subrecipient Name: CASA DE AMPARO
Address: 4070 Mission Avenue San Luis Rey CA
Project Description: Provide emergency shelter and supportive services for women and children whc
are victims of domestic violence.
Project Goals & Objectives: (Please Attach Additional Sheets As Necessary.)
1. CDBG funds will be used to fund the following activities in compliance with the project descriptio]
outlined and in conformance with the Federal regulations for the CDBG program: (Please spec& l
CDBG funds will be used to fund costs associated with staflng, rents, utilities, supplies, etc.)
Food
$ 333 x 11 months = $ 3663 = $ 4000
$ 337 x 1 month = 337
2. Project objectives to be accomplished during the contract period: (Please describe the specific
services or activities to be provided to low/nioderate ‘I‘ncome Carlsbad residents with the CDBC
funds awarded. If applicable, please provide a target objective for the number of
persons/households to benefit@om the Subrecipient’s services/project.)
Food will be provided to the residents (abused children) who arc
provided shelter at Casa de Amparo.
-
3. Project objectives performance measures:
a. Provide quarterly performance reports to the City of Carlsbad, Housing and Redevelopmen
Department on the CDBG Quarterly Performance Report form as provided.
b. Maintain records, invoices, and relevant statistics supporting the quarterly reports.
c. Provide a final performance report, including an evaluation report of the program’s success i
meeting established goals, to the City of Carlsbad Housing and Redevelopment Departmen
within 15 days of termination of the contract date on the CDBG Annual Performance Repoi
form as provided.
Provide notification to the City of any audits or investigations including results, findings, and/c
liens.
d.
7
0 0
EXIHIBT “B”
CITY OF CARLSBAD
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
BUDGET
Contract Term: July 1, 1997 to June 30, 1998
Subrecipient Name: CASA DE AMPARO
Address: 4070 Mission Avenue
San Luis Rey CA
Provide emergency shelter, food, clothing, supportive services for women anc
children who are victims of domestic violence.
Project Description:
8
Casa de Amparo I 1 Contrib. 1 Contrib. 1 Misc. 1 School
INCOME1 997-1 998 I I
60140 Cont.-Restricted 1 10000' 01 1ooooj 0 0 01 0 10000
___~~ GROUP HOME Annual AFDC I Restrict. IUnrestrict; Income 1 Nutrit. Aux. Total
Budget j 10 30 I 40 50 60 , 70 Budget
I
01 730001 0 0, 0 73000
60150 Auxliary I 43361 01 01 0 01 01 43361 43361
601 70 Cont.-In-Kind 0, 0 0 01 01 0 0
0 601 80 Cont.-Sewces 1
0 60200 Ann. Sup 97-98 1 0 0 0 01 0 0
I sub Total 126361 I 01 100001 73000 Oi 0 43361 126361
61 000 State AFDC 10581 84 I 10581 84 1 01 0' O1 Oi 0 1058184
01 81001 0 0; 81 00
Sub Total 1 1087740 ~ 10581 84 i 0' 0 81001 21456' 0 1087740
601 20 Cont -Unrestrid. , 73000 1 01
-
- ___ 0 0 0 01 0 0 - __
- __ __ _______
I I 1 I
1 I
0 0 21456i 0 21456 61 020 School Nutrrtion 21 456 I Oi 01 61040 Gov't Contracts 81 00 o/ 01
I
I 1 j I I
1 Grand Total - Income I1214101 j 10581841 1OOOOi 73000' 81001 21456 43361 l 1214101
~ I 0 ' 0
I 0 Personnel j
721 10 Salaries-Mgrnt. 1 160243 ~ 160243 ~ 01 01 0 0 160243
72120 Salaries-Clinical j 645051 64505 0 0 0 0 0 64505
721 30 Salaries-Clerical I 276071 27607 0 0 0 0 0 27607
72140 Salaries-Interns l 5000 1 0 0 5000 0 0 0 5000
721 50 Salaries-Childcr 1 466236 I 466236 0 0. 0, 0 0 466236
721 60 Sal.-Teachers 47200 01 0 14407 01 01 32793 47200
721 90 Salaries-Other 1 579481 57948 1 01 0 0; 0 57948
0' 32793 857311
72210 Group Health j 215041 21504' 0 0 0 0' 0 21504
721 20 Group Dental 1 33001 3300 0 0 01 0' 0 3300
72240 Life Insurance 888 8881 01 0 01 0, 0 888
Sub Total - i 256921 256921 0, 0 Oi 0 0 25692
7231 0 SOC Securdy 1 65580 I 61 596 0) 1476 08 0' 2508 65580
72320 Workers Cornp i 171481 16104 01 384 I 01 0 660 17148-
72330 Unernploy Ins. I 26641 2340 0 0 0 324 2664
0 3492 85392' Sub Total
0 36285 968395
0 15966 7241 0 Contract Services 15900 13836 0 2064 0' Oi
72420 Accting. Sewce 1 21 84 I 1896 0 288 0 0 0 21 84
72440 Med - Children 1 996' 996 0 0 0 0 0 996
72450 Payroll 33451 2916 0 429 0 0 0 3345
1021 2
&Sub Total 1 32637- 28524 0 41 13 0 0 0 32637
I
~ I
I I I EXPENSES 1997-98 1 I
-____
721 70 Sal-House/Maint , 28572 28572 I 0 1 01 0 0 28572
Sub Total l 857311) 8051111 01 19407 0
I I I __. ._~-~- ,
.__-
I 1 ____~-
,___.__ ~-
__~____
-_. 0 1860 0 - 85392 80040 ---_ __~ __T -- - ___
- _-. ~ _-- __. - __ -
- -. Total-Personnel Exp. 1 968395 91 08431 0 21267- - 0 .- - - - __ _-_~ - I I --_ ~- __ __~__ .-_ __________
__-- ~ __ - - -- -__ _-_____
_______ __ __ - - - . - _ - - -.
- - - _____.__ __ -
-
0 -~- 72460Audc--- - ~ - ~___ 10212' 8880 0 1332 0 0
Sheet1
I
7251 0 Supplies-Office 3060 1 01 01 3060 01 01 0 3060'
72520 Supply/Janitorial 1200 I 01 0, 1200 0 0' 0 1200
72530 Supply/Medical 18001 1800 0 0 0 01 0 1 800
72540 Supply/Hygiene 9001 900 0 0 0 0 0 900
72550 Supplies-Food 86161 7316 0 0 0 01 1300 8616
72560 Supply/Educ. 456 I 0 0 0 0 0 456 456
72570Supply/Hsehold.24001 01 0' 2400 0 01 0 2400
72580 Supply/Clothing 1200 i 1200 0, 0 Oi 0' 0 1200
72590 Supplies-Other 600 I 01 01 0 01 01 600 600
Sub Total I 202321 11216, 0 6660 0 0: 2356 20232
01 01 0 10800' 72610 Telephone I 10800 ~ 0 0' 10800
72710 Postage 1896 i 01 0 1896 01 0 0 1896
7281 0 Rent ' 46652 1 46652 ~ 0 0 0' 01 0 46652
72840 Care of Building 6000 I 6000! 0 0 01 0' 0 6000
72850 Ins.Prop./Liabily 1 6539 6539 1 0 0 0' 01 0 6539
72860 Food Service 63000 313061 0 2138) 81001 21456 01 63000
72870 Securrty 1 6736 Oi 0 6736 01 0 0 6736
Sub Total i 131247' 90497 0 11194 81001 214561 0 131247
731 10 Printing 1 984 0 0 984 01 0 0 984
Sub Total 1 2184 0 0 21 84 0 0 0 2184
73210 Mileage Reimb. I 300 0 0 300 0 0 0 300
73220 Gas and Repair 1 2976, 2976 I 0 0 01 01 0' 2976
73240 Auto Insurance j 47061 0, 0 4706 01 01 0 4706
73250 Other Auto I 01 0, 0 0 0; Oi 0 0
Sub Total I 7982 29761 0 5006 01 01 0 7982
____~__ 7331 0 Training 1 50001 5000' 0 0 0; 0' 0, 5006
73320 Meetings/Meals i 300 I Oi 0 300' 01 Oi 0 300
73340 Member Dues I 40 1 0 0 40 01 0' 0 40
73360 Staff Events I 2190 0 0 21 90 0 0 0 21 90
Sub Total i 7530 5000 0 2530 0' 08 0 7536
7351 0 Advertising 1 2868 2868 0 0 0 0 0 2868
Sub Total 4590 __ 2868 0 1722 0 0 0 4590'
. 74302 - - __ Equip - :New .- . i 5400 ___ 0 4200 0 0 0 1200
sub Total-- - - - __ ~ 11028 0 4200 5628 0
,
I I I I
I I
72855 Ins Settlements 1000 01 0 1000 0, 01 0 1000
72880 Storage I 1320 I 01 0 1320 0; 0, 0 1320
j I
73120 Newsletter i 1200 0 0 1200 0 0 0 1200
___- I
-__
I I I I I
.-__-
I
_t__ __ ._____- ___
______ - ____ 73520 Promotion 1722 0 0 1722 0 0 0 1722 _____ -.--___
- - ___._ - __ _ .__
--_ -_____ -- 5400
74380 Equip - Maintain ~ 5628- 01 0 5628 0 0 0 5628
0 1200 IT028
3120 741 40 ChTldren's-Rec. I 31 20 1520' 0 0 0, 01 1600
74150CGd - __. . Allowance - - ___ j 2080, 2080 0 0 01 0 0 2080
74160 Other Prog E@. I 1800' 80 0 0 0 0 1720 1800
--____ - ~____
~._- - -__ _.__
~- ~~ --~
__ - ~__ ------
____ -_
_____-_--
Page 2
#
Z
741 70 P.C./Over/Short 1 0 01 0 01 0 0 0 0
741 80 Licenses/Prints 1 25801 25801 0 01 0 01 0 2580
Sub Total ~ 9580) 62601 0 01 0 0 3320 9580
75060 Misc. Expense 1 6000 0 58001 0' 0 0 200 6000
Sub Total i 6000 01 5800' 0 0 0 200 6000
I I I I
I
Sub Total Non Pers. 2457061 147341 IOOOOI 51733' 8100 21456 7076 245706
Grand Total Expense ~1214101~ 10581841 1OOOOi 730001 8100 214561 43361 1214101
Net Outcome I I
I I
I I
I
e 0
AGREEMENT BETWEEN THE CITY OF CARLSBAD AND
HOSPICE OF THE NORTH COAST FOR 1997-98
FEDERAL COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS
THIS AGREEMENT, made and entered into as of this 22nd day of SEPTEMBER , 199;
by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to a:
“City”, and HOSPICE OF THE NORTH COAST, a non-profit organization, hereinafter referred tc
as “Subrecipient“.
RECITALS
WHEREAS, the City has applied for and received funds from the United States Governmen
under Title I of the Housing and Community Development Act of 1974, Public Law 93-383 a!
amended to fund eligible activities which benefit persons of low and moderate income; and,
WHEREAS, the City has the need to provide assistance to non-profit public service providers
who offer counseling and/or self-improvement programs/activities for lower income persons; and,
WHEREAS, the Subrecipient can provide these basic services for low and moderate income
households with some assistance from the City; and,
WHEREAS, the City has determined that the Community Bereavement Program offered by
Hospice of the North Coast is exempt from environmental review under 24 CFR Part 58, Section
58.34(a)(4); and,
WHEREAS, the U.S. Department of Housing and Urban Development has approved the
City’s Annual Consolidated Funding Strategy and Plan for Community Development Block Grant
funds (hereinafter referred to as the “Annual Consolidated Plan”).
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained
herein, City and Subrecipient agree as follows:
1. STATEMENT OF WORK
The City has allocated 1997-98 federal Community Development Block Grant (CDBG) funds!
in the-amount of three thousand dollars ($3,000) to the Subrecipient for administration and
implementation of the Community Bereavement Program offered at the Subrecipient’s offices
located at 5421 Avenida Encinas, Suite N, Carlsbad, California for the period beginning July
1, 1997 and ending June 30, 1998. The Subrecipient agrees to use all federal funds provided
by the City to the Subrecipient pursuant to the provisions of this Agreement, the Scope of
Work, attached hereto as Exhibit “A”, and in accordance with the terms of the Annual
Consolidated Plan.
Every effort shall be made by the Subrecipient to expend the allocated funds in their entirety by
June 30, 1998. If the Subrecipient will be unable to expend all of the funds allocated to the
project by the noted date, the Subrecipient shall request an extension from the City for
continued use of the funds on the approved project based on progress made by the Subrecipient
towards completing the subject project, the City will either agree to grant the extension or
notify the Subrecipient that the funds must be reallocated to another eligible activity due to slow
project progress.
1
e e
2. DISBURSEMENT OF FUNDS
The City shall reimburse the Subrecipient with CDBG funds for necessary and reasonable cost?
related to the provision of services for eligible residents of Carlsbad for the term of thi:
Agreement. The reimbursements for costs shall not exceed a total of $3,000. However, nc
more than 90 percent of the total agreed upon compensation will be paid during tht
performance of this Agreement. The balance due (remaining 10 percent) shall be paid upor
final certification by the City that Subrecipient has administered the services and activities ir
compliance with all applicable Federal, state, and local rules and regulations governing thest
funds, and in a manner satisfactory to the City.
Payment for eligible expenses shall be made in accordance to budget information provided in
Exhibit "B" and in accordance with performance, Subrecipient represents that the budget
includes only allowable costs and an accurate analysis of costs applicable to the CDBG funds
pursuant to 24 CFR Part 502.
Subrecipient shall submit a "Request for Reimbursement" to the City for compensation of
eligible and actual expenses incurred. The City shall not provide any paymentsheimbursements
in advance of actual expenditures by the Subrecipient. Subrecipient may request
reimbursements anytime after this agreement is approved by the City Council and continue
until the Expiration date, or amended expiration date, of this agreement.
Each request for reimbursement shall include documentation to verify expenditure of funds are
consistent with this Agreement, the Statement of Work, the Annual Consolidated Plan, and with
all applicable Federal, state, and local rules and regulations governing these funds. Payroll
records, receipts, paid invoices including an itemized statement of all costs are samples of
appropriate methods of reimbursement documentation.
3. PROGRAM INCOME
The Subrecipient shall report, to the City, any interest, or other income, earned as a direct
result of the use of federal CDBG funds for the program outlined within this agreement. All
reported program income may be retained by the Subrecipient for costs related to the subject
program activities. However, the program income, retained by the Subrecipient, must be
expended before additional funds are requested from the City. The requirements are set forth
in the federal regulations Section 570.504 which are incorporated herein by reference.
4, LABOR, MATERIALS AND SUPPLIES:
The Subrecipient shall furnish all labor, materials and services and bear all expenses necessary
to provide the subject program as outlined in this agreement. Under this agreement, the City's
only financial obligation to the Subrecipient is to provide the CDBG funds of $3,000 maximum
as allocated by the City Council for program year 1997-98.
5. RECORDS AND REPORTS
The Subrecipient shall maintain all records required by the Federal regulations specified in 24
CFR Part 570.506 that are pertinent to the activities to be funded under this Agreement. Such
records shall include but not be limited to:
a. Records providing a full description of each activity undertaken;
b. Records demonstrating each activity undertaken meets on of the National Objectives of the
2
a a
CDBG program;
c. Records required to determine the eligibility of activities;
d. Records demonstrating compliance with Section 570.505 regarding change of use of rea
property acquired or improved with CDBG assistance;
e. Records demonstrating compliance with the requirements in Section 570.606 regarding
acquisition, displacement, relocation, and replacement housing;
f. Records documenting compliance with the fair housing and equal opportunity component:
of the CDBG program;
g. Documentation of all CDBG funds received from the City, eligible expenses incurred foi
administration of each activity, and other financial records as required by 24 CFR Par
570.502, and OMB Circular A-1 10; and,
h. Any other related records as the City shall require to demonstrate compliance wit1
applicable Federal, state, and local rules and regulations governing these funds.
The Subrecipient shall submit quarterly "Progress Reports" within fifteen (15) calendar days o
the end of each quarter for the full term of this Agreement. The final progress report is due nc
later than July 15, 1998. The report must include sufficient information to assist the City ir
monitoring the Subrecipient's performance. The Subrecipient must demonstrate satisfactoq
performance prior to reimbursement for expenditures.
At a minimum, the performance reports shall include the following information:
a.
b.
C.
d.
e.
Total number of persons/households participating in the program during reportec
period;
Total number of participants from Carlsbad;
Number of low/moderate income Carlsbad persons/households participating in thc
program during the reporting period;
Age and ethnic background of Carlsbad participants; and,
Summary of program(s) provided to Carlsbad participants.
The Subrecipient shall maintain client data demonstrating client eligibility for service
provided. Such data shall include at the minimum client name, address, ethnicity, income leve
or other basis for determining eligibility, and description of service provided. This data shal
assist the Subrecipient in completing the required quarterly progress reports to be submitted tc
the City.
The Subrecipient shall maintain separate accounting records for the federal CDBG fund
provided by the City. The City, Federal Grantor Agency, Comptroller General of the Unitec
States, or any of their duly-authorized representatives shall have access to all books
documents, papers and records maintained by the Subrecipient which directly pertain to thi
above project for the purpose of audit, examination, excerpts and transcriptions.
Unless otherwise notified by the City, the Subrecipient shall retain all financial records
supporting documents and statistical reports related to the project identified under thi
agreement for a period of four (4) years after the termination of all activities funded under thi
Agreement. All records subject to litigation, claims, audit findings, negotiations, or othe
completion of the action and resolution of all issues by the appropriate officials and th
Subrecipient has been given official written notice, whichever occurs later.
If the Subrecipient shall receive more than $25,000 in total federal funds in one fiscal yea
from the City of Carlsbad and/or any other city or agency, the Subrecipient is required tl
-
actions must be retained for four (4) years from the date such action commenced or untj
3
0 0
submit a Single Audit Report. As required by the Federal Single Audit Act, the Subrecipieni
shall be required to submit, to the City, a comprehensive financial audit prepared by ar
independent, neutral third-party auditor. The audit shall cover financial operations of the
Subrecipient for the term of this Agreement and is due not later than one year after expiratior
of the agreement. The Subrecipient shall also be required to submit a second audit for the
following period covered under fiscal year beginning July 1, 1998 and ending June 30, 199s
for any funds received in fiscal year 1998-99 per this Agreement.
6. PROGRAM REQUIREMENTS
The Subrecipient agrees to comply with the requirements of Title 24 of the Code of Federal
Regulations, Part 570 (the Housing and Urban Development regulations concerning
Community Development Block Grants). The Subrecipient also agrees to adhere to the term5
of the City's CDBG Application and Subrecipient Agreement and with assurances anc
agreements made, by the City, to the United States Department of Housing and Urbar
Development.
The Subrecipient shall comply with applicable Uniform Administrative Requirements as
described in Section 570.502 of the federal regulations for the CDBG Program; the federa
requirements are set forth, by reference, as a provision of this agreement.
The Subrecipient shall carry out all activities in compliance with all Federal laws anc
regulations as described in Subpart K of the CDBG Program Regulations, such as affirmativelq
furthering fair housing, labor standards (Davis Bacon Act), displacement, relocation anc
acquisition, and employment and contracting opportunities, except that:
a. The Subrecipient will not assume the City's environmental responsibilities as describec
in Section 570.604; and
The Subrecipient will not assume the City's responsibility for initiating the revieq
process required under the provisions of 24 Code of Federal Regulations Part 52.
The provisions of Subpart K, of the CDBG Program Regulations, are set forth, by reference, a:
a condition of this agreement.
The Subrecipient shall comply with all federal regulations related to the use of CDBG funds bq
religious organizations, if applicable to this agreement and the approved project outlinec
herein,
CHANGES IN USE OF FUNDS
Changes in the use of CDBG funds must be approved by the City Council and the U.S
Department of HUD. If the Subrecipient desires a change in the use of the CDBG fund:
following approval of this agreement, a written request must be submitted to the City foi
review by the Council. No change in use of the CDBG funds will be permitted by the Citj
without prior formal approval by the Council.
b.
7.
8. NONDISCRIMINATION CLAUSE
The Subrecipient shall comply with all state and federal laws regarding nondiscrimination in thc
provision of services and the equal opportunity employment of personnel.
4
a 0
9. SUSPENSION AND TERMINATION OF AGREEMENT
In accordance with Section 24, Parts 85.43 and 85.44 of the Code of Federal Regulations, thk
agreement may be suspended or terminated if the Subrecipient fails to comply with any tenn(s:
of the award andlor the award is terminated for convenience. Section 24, Parts 85.43 anc
85.44 of the Code of Federal Regulations are set forth, by reference, as provisions of thi:
agreement.
10. REVERSION OF ASSETS
Upon expiration of the agreement, the Subrecipient shall transfer to the City any CDBG fundi
on hand at the time of expiration and any accounts receivable attributable to the use of CDBC
funds. The Subrecipient shall be required to use any real property under the Subrecipient'!
control that was acquired or improved in whole or in part with CDBG funds in excess o
$25,000 to either be:
a> Used to meet one of the national objectives in 24 CFR Section 570.208 of the federa
regulations until five (5) years after expiration of the agreement; or,
Disposed of in a manner that results in the City being reimbursed in the amount of tht
current fair market value of the property less any portion of the value attributable tc
expenditures of non-CDBG funds for acquisition, or improvement to, the property.
Reimbursement is not required after the period of time specified in paragraph (a) of thi:
section.
b)
11. HOLD HARMLESS AGREEMENT
The City, its officers, and employees shall not be.liable for any claims, liabilities, penalties
fines, or any damage to goods, properties, or effects of any person whatsoever, nor fo
personal injuries or death caused by, or claimed to have been caused by, or resulting from, an;
intentional or negligent acts, errors or omission of Subrecipient or Subrecipient's agents
employees, or representatives in completion of the project outlined in this agreement.
Subrecipient agrees to defend, indemnify, and save free and harmless the City and its officer,
expense that is incurred by the City on account of any of the foregoing liabilities, includinj
liabilities or claims by reason of alleged defects in any plans and specifications for the projec
or facility.
and employees against any of the foregoing liabilities or claims of any kind and any cost/anc
12. ASSIGNMENT OF AGREEMENT
The Subrecipient shall not assign this agreement or any monies due thereunder without thc
prior written consent of the City.
13. SUCCESSORS OR ASSIGNS
Subject to the provisions of this Subrecipient Agreement Paragraph 11, "Hold Harmles
Agreement," all terms, conditions, and provisions hereof shall insure to and shall bind each o
the parties hereto, and each of their respective heirs, executors, administrators, successors, anc
assigns.
5
e e
14. INSURANCE
If the Subrecipient shall receive more than $5,000 from the City in CDBG funds and/or othe
funds, the Subrecipient shall obtain and maintain policies of general liability insurance and i
combined policy of worker's compensation and employers liability insurance from an insurancc
company authorized to do business in the State of California which meets the requirements o
City Council Resolution No. 91-403 in an insurable amount of not less than one million dollar,
($1,000,000) each, unless a lower amount is approved by the City Attorney or the Cit!
Manager.
This insurance shall be in force during the term of this agreement and shall not be cancelec
without thirty (30) days prior written notice to the City sent by certified mail.
The City shall be named as an additional insured on these policies. The Subrecipient shal
furnish certificates of insurance to the City before commencement of work.
IN WITNESS WHEREOF the parties hereto have caused this agreement to be executed as 0'
the day and year first written above.
HOSPICE OF THE NORTH COAST, a non-profit organization,
State of California
CEiAUEW, "BUD" LEWIS, Mayor
ATTEST:
a-
ALETHA L. RAUTENKRANZ, City Clerk
k
RONALD R. BALL, City Attorney 7-( %- 4 7,-
6
0 0
EXIHIBT “A”
CITY OF CARLSBAD
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
SCOPE OF WORK
Contract Term: July 1, 1997 to June30, 1998
Subrecipient Name:
Address:
HOSICE OF THE NORTH COAST
5421 Avenida Encinas, Suite N
Carlsbad CA
Provide a bereavement program for individuals and families suffering from thc
loss of a loved one.
Project Description:
Project Goals & Objectives: (Please Attach Additional Sheets As Necessary.)
1. CDBG funds will be used to fund the following activities in compliance with the project descriptior
outlined and in conformance with the Federal regulations for the CDBG program: (Please spec& iJ
CDBG funds will be used to fund costs associated with staflng, rents, utilities, supplies, etc.)
Staff salaries for counselors to provide free grief counseling to low and moderate income resident:
of Carlsbad and other local communities.
2. Project objectives to be accomplished during the contract period: (Please describe the specific services o,
activities to be provided to low/rnoderate incohre Carlsbad residents with the CDBG funds awarded. If applicable, pleast
provide a target objective for the number of persondhouseholds to benefit from the Subrecipient’s serviceslproject. 1
Objective:
CDBG year.
Services include individual grief counseling with trained therapist, support groups and socia,
activities, ?allow-up phone calls, and information packet mailings.
To provide free grief counseling to at least 800 unduplicated clients in the curren
3. Project objectives performance measures:
a. Provide quarterly performance reports to the City of Carlsbad, Housing and Redevelopmen
Department on the CDBG Quarterly Performance Report form as provided.
b. Maintain records, invoices, and relevant statistics supporting the quarterly reports.
c. Provide a final performance report, including an evaluation report of the program’s success ir
meeting established goals, to the City of Carlsbad Housing and Redevelopment Departmen
within 15 days of termination of the contract date on the CDBG Annual Performance Repor
form as provided.
Provide notification to the City of any audits or investigations including results, findings
and/or liens.
d.
7
a 8
EXIHIBT “B”
CITY OF CARLSBAD
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
BUDGET
Contract Term: July 1, 1997 to June 30, 1998
Subrecipient Name: HOSPICE OF THE NORTH COAST
Address : 5421 Avenida Encinas, Suite N
Carlsbad CA
Provide a bereavement program for individuals and families who have sufferec
the loss of a loved one.
Project Description:
8
0 0
AGREEMENT BETWEEN THE CITY OF CARLSBAD AND
LIFELINE COMMUNITY SERVICES FOR 1997-98
FEDERAL COMMUNITY DEVELOPMENT BLOCK GRANT F"DS
THIS AGREEMENT, made and entered into as of this 22nd day of SEPTEMBER
1997 by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to a!
"City", and LIFELINE COMMUNITY SERVICES, a non-profit organization, hereinafter referred tc
as "Subrecipient".
RECITALS
WHEREAS, the City has applied for and received funds from the United States Governmen
under Title I of the Housing and Community Development Act of 1974, Public Law 93-383 a:
amended to fund eligible activities which benefit persons of low and moderate income; and,
WHEREAS, the City has the need to provide assistance to non-profit public service provider:
who offer affordable housing opportunities to lower income households or provide shelter or services tc
homeless or near homeless persons; and,
WHEREAS, the Subrecipient can provide this basic service for low and moderate incomt
households with some assistance from the City; and,
WHEREAS, the City has determined that the comprehensive housing services offered bj
Lifeline Community Services is exempt from environmental review under 24 CFR Part 58, Sectior
58.34(a)(4); and,
WHEREAS, the US. Department of Housing and Urban Development has approved tht
City's Annual Consolidated Funding Strategy and Plan for Community Development Block Grant
funds (hereinafter referred to as the "Annual Consolidated Plan").
NOW, THEREFORE, in consideration of these recitals and the mutual covenants containec
herein, City and Subrecipient agree as follows:
1. STATEMENT OF WORK
The City has allocated 1997-98 federal Community Development Block Grant (CDBG) funds
in the amount of three thousand dollars ($3,000) to the Subrecipient for operation of the t
comprehensive housing services program located at 200 Jefferson Street, Vista, California fo
the period beginning July 1, 1997 and ending June 30, 1998. The Subrecipient agrees to us(
all federal funds provided by the City to the Subrecipient pursuant to the provisions of thi
Agreement, the Scope of Work, attached hereto as Exhibit "A", and in accordance with thc
terms of the Annual Consolidated Plan.
Every effort shall be made by the Subrecipient to expend the allocated funds in their entirety b
June 30, 1998. If the Subrecipient will be unable to expend all of the funds allocated to thi
project by the noted date, the Subrecipient shall request an extension from the City fo
continued use of the funds on the approved project based on progress made by the Subrecipien
towards completing the subject project, the City will either agree to grant the extension o
notify the Subrecipient that the funds must be reallocated to another eligible activity due to slok
project progress.
1
e 0
2. DISBURSEMENT OF E'UNDS
The City shall reimburse the Subrecipient with CDBG funds for necessary and reasonable costs
related to the provision of services for eligible residents of Carlsbad for the term of this
Agreement. The reimbursements for costs shall not exceed a total of $3,000. However, no
more than 90 percent of the total agreed upon compensation will be paid during the
performance of this Agreement. The balance due (remaining 10 percent) shall be paid upon
final certification by the City that Subrecipient has administered the services and activities in
compliance with all applicable Federal, state, and local rules and regulations governing these
funds, and in a manner satisfactory to the City.
Payment for eligible expenses shall be made in accordance to budget information provided in
Exhibit "B" and in accordance with performance. Subrecipient represents that the budget
includes only allowable costs and an accurate analysis of costs applicable to the CDBG funds
pursuant to 24 CFR Part 502.
r. Subrecipient shall submit a "Request for Reimbursement" to the City for compensation of
eligible and actual expenses incurred. The City shall not provide any payrnents/reimbursements
in advance of actual expenditures by the Subrecipient. Subrecipient may request
reimbursements anytime after this agreement is approved by the City Council and continue
until the expiration date, or amended expiration date, of this agreement.
Each request for reimbursement shall include documentation to verify expenditure of funds are
consistent with this Agreement, the Statement of Work, the Annual Consolidated Plan, and with
all applicable Federal, state, and local rules and regulations governing these funds. Payroll
records, receipts, paid invoices including an itemized statement of all costs are samples of
appropriate methods of reimbursement documentation.
3. PROGRAM INCOME
The Subrecipient shall report, to the City, any interest, or other income, earned as a direcl
result of the use of federal CDBG funds for the program outlined within this agreement. All
program activities. However, the program income, retained by the Subrecipient, must be
expended before additional funds are requested from the City. The requirements are set forth
in the federal regulations Section 570.504 which are incorporated herein by reference.
reported program income may be retained by the Subrecipient for costs related to the subjeci
4. LABOR, MATERIALS AND SUPPLIES:
The Subrecipient shall furnish all labor, materials and services and bear all expenses necessary
to provide the subject program as outlined in this agreement. Under this agreement, the City's
only financial obligation to the Subrecipient is to provide the CDBG funds of $3,000 maximum
as allocated by the City Council for program year 1997-98.
5. RECORDS AND REPORTS
The Subrecipient shall maintain all records required by the Federal regulations specified in 24
CFR Part 570.506 that are pertinent to the activities to be funded under this Agreement. Suck
records shall include but not be limited to:
a. Records providing a full description of each activity undertaken;
b. Records demonstrating each activity undertaken meets on of the National Objectives of the
2
0 0
CDBG program;
c. Records required to determine the eligibility of activities;
d. Records demonstrating compliance with Section 570.505 regarding change of use of real
property acquired or improved with CDBG assistance;
e. Records demonstrating compliance with the requirements in Section 570.606 regarding
acquisition, displacement, relocation, and replacement housing;
f. Records documenting compliance with the fair housing and equal opportunity components
of the CDBG program;
g. Documentation of all CDBG funds received from the City, eligible expenses incurred for
administration of each activity, and other financial records as required by 24 CFR Par1
570.502, and OMB Circular A-1 10; and,
h. Any other related records as the City shall require to demonstrate compliance with
applicable Federal, state, and local rules and regulations governing these funds.
The Subrecipient shall submit quarterly "Progress Reports" within fifteen (15) calendar days ol
the end of each quarter for the full term of this Agreement. The final progress report is due no
later than July 15, 1998. The report must include sufficient information to assist the City in
monitoring the Subrecipient's performance. The Subrecipient must demonstrate satisfactory
performance prior to reimbursement for expenditures.
At a minimum, the performance reports shall include the following information:
a.
b.
C.
d.
e.
The Subrecipient shall maintain client data demonstrating client eIigibility for services
provided. Such data shall include at the minimum client name, address, ethnicity, income level
or other basis for determining eligibility, and description of service provided. This data shall
assist the Subrecipient in completing the required quarterly progress reports to be submitted to
the City.
The Subrecipient shall maintain separate accounting records for the federal CDBG funds
provided by the City. The City, Federal Grantor Agency, Comptroller General of the United
States, or any of their duly-authorized representatives shall have access to all books,
documents, papers and records maintained by the Subrecipient which directly pertain to the
above project for the purpose of audit, examination, excerpts and transcriptions.
Unless otherwise notified by the City, the Subrecipient shall retain all financial records,
supporting documents and statistical reports related to the project identified under this
agreement for a period of four (4) years after the termination of all activities funded under this
Agreement. All records subject to litigation, claims, audit findings, negotiations, or other
actions must be retained for four (4) years from the date such action commenced or until
completion of the action and resolution of all issues by the appropriate officials and the
Subrecipient has been given official written notice, whichever occurs later.
If the Subrecipient shall receive more than $25,000 in total federal funds in one fiscal year
from the City of Carlsbad and/or any other city or agency, the Subrecipient is required to
Total number of persons/households participating in the program during reported
period;
Total number of participants from Carlsbad;
Number of low/moderate income Carlsbad persons/households participating in the
program during the reporting period;
Age and ethnic background of Carlsbad participants; and,
Summary of program(s) provided to Carlsbad participants.
.
3
0 0
submit a Single Audit Report. As required by the Federal Single Audit Act, the Subrecipient
shall be required to submit, to the City, a comprehensive financial audit prepared by an
independent, neutral third-party auditor. The audit shall cover financial operations of the
Subrecipient for the term of this Agreement and is due not later than one year after expiration
of the agreement. The Subrecipient shall also be required to submit a second audit for the
following period covered under fiscal year beginning July 1, 1998 and ending June 30, 1999
for any funds received in fiscal year 1998-99 per this Agreement.
6. PROGRAM REOUIREMENTS
The Subrecipient agrees to comply with the requirements of Title 24 of the Code of Federal
Regulations, Part 570 (the Housing and Urban Development regulations concerning
Community Development Block Grants). The Subrecipient also agrees to adhere to the terms
of the City's CDBG Application and Subrecipient Agreement and with assurances and
agreements made, by the City, to the United States Department of Housing and Urban
Development.
The Subrecipient shall comply with applicable Uniform Administrative Requirements as
described in Section 570.502 of the federal regulations for the CDBG Program; the federal
requirements are set forth, by reference, as a provision of this agreement.
The Subrecipient shall carry out all activities in compliance with all Federal laws and
regulations as described in Subpart K of the CDBG Program Regulations, such as affirmatively
furthering fair housing, labor standards (Davis Bacon Act), displacement, relocation and
acquisition, and employment and contracting opportunities, except that:
a. The Subrecipient will not assume the City's environmental responsibilities as described in Section 570.604; and
The Subrecipient will not assume the City's responsibility for initiating the revieu
process required under the provisions of 24 Code of Federal Regulations Part 52.
b.
The provisions of Subpart K, of the CDBG Program Regulations, are set forth, by reference, a!
a condition of this agreement.
The Subrecipient shall comply with all federal regulations related to the use of CDBG funds bq
religious organizations, if applicable to this agreement and the approved project outlinec
herein.
CHANGES IN USE OF FUNDS
Changes in the use of CDBG funds must be approved by the City Council and the U.S
Department of HUD. If the Subrecipient desires a change in the use of the CDBG fund!
following approval of this agreement, a written request must be submitted to the City fo!
review by the Council. No change in use of the CDBG funds will be permitted by the Cit]
without prior formal approval by the Council.
7.
8. NONDISCRIMINATION CLAUSE
The Subrecipient shall comply with all state and federal laws regarding nondiscrimination in thc
provision of services and the equal opportunity employment of personnel.
4
0 0
9. SUSPENSION AND TERMINATION OF AGREEMENT
In accordance with Section 24, Parts 85.43 and 85.44 of the Code of Federal Regulations, this
agreement may be suspended or terminated if the Subrecipient fails to comply with any term(s)
of the award and/or the award is terminated for convenience. Section 24, Parts 85.43 and
85.44 of the Code of Federal Regulations are set forth, by reference, as provisions of this agreement.
10. REVERSION OF ASSETS
Upon expiration of the agreement, the Subrecipient shall transfer to the City any CDBG funds
on hand at the time of expiration and any accounts receivable attributable to the use of CDBG
funds. The Subrecipient shall be required to use any real property under the Subrecipient's
control that was acquired or improved in whole or in part with CDBG funds in excess oj
$25,000 to either be:
a) Used to meet one of the national objectives in 24 CFR Section 570.208 of the federal
regulations until five (5) years after expiration of the agreement; or,
Disposed of in a manner that results in the City being reimbursed in the amount of the
current fair market value of the property less any portion of the value attributable tc
expenditures of non-CDBG funds for acquisition, or improvement to, the property.
Reimbursement is not required after the period of time specified in paragraph (a) of thi5
section.
b)
11. HOLD HARMLESS AGREEMENT
The City, its officers, and employees shall not be' liable for any claims, liabilities, penalties
fines, or any damage to goods, properties, or effects of any person whatsoever, nor foi
personal injuries or death caused by, or claimed to have been caused by, or resulting from, ani
intentional or negligent acts, errors or omission of Subrecipient or Subrecipient's agents
employees, or representatives in completion of the project outlined in this agreement.
Subrecipient agrees to defend, indemnify, and save free and harmless the City and its officer:
and employees against any of the foregoing liabilities or claims of any kind and any cost/ant
expense that is incurred by the City on account of any of the foregoing liabilities, includinj
liabilities or claims by reason of alleged defects in any plans and specifications for the projec
or facility.
12. ASSIGNMENT OF AGREEMENT
The Subrecipient shall not assign this agreement or any monies due thereunder without thc
prior written consent of the City.
13. SUCCESSORS OR ASSIGNS
Subject to the provisions of this Subrecipient Agreement Paragraph 1 1, "Hold Harmles
Agreement," all terms, conditions, and provisions hereof shall insure to and shall bind each o
the parties hereto, and each of their respective heirs, executors, administrators, successors, an(
assigns.
5
0 Q
14. INSURANCE
If the Subrecipient shall receive more than $5,000 from the City in CDBG funds and/or other
funds, the Subrecipient shall obtain and maintain policies of general liability insurance and a
combined policy of worker's compensation and employers liability insurance from an insurance
company authorized to do business in the State of California which meets the requirements of
City Council Resolution No. 91-403 in an insurable amount of not less than one million dollars
($1,000,000) each, unless a lower amount is approved by the City Attorney or the City
Manager.
This insurance shall be in force during the term of this agreement and shall not be canceled
without thirty (30) days prior written notice to the City sent by certified mail.
The City shall be named as an additional insured on these policies.
furnish certificates of insurance to the City before commencement of work.
IN WITNESS WHEREOF the parties hereto have caused this agreement to be executed as of
The Subrecipient shall
the day and year first written above.
LIFELINE COMMUNITY SERVICES, a non-profit organization,
State of California
ATI'EST:
I a*
ALETHA L. RAUTENKRANZ, City Clerk
APPROVED AS TO FORM:
-..n rka0-P
54 e-7 7 RONALD R. BALL, City Attorney
6
0 e
EXIHIBT “A”
CITY OF CARLSBAD
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
SCOPE OF WORK
Contract Term: July 1, 1997 to June 30, 1998
Subrecipient Name: LIFELINE COMMUNITY SERVICES
Address: 200 Jefferson Street
Vista CA
Provide a comprehensive housing services program. Project Description:
Project Goals & Objectives: (Please Attach Additional Sheets As Necessary.)
1. CDBG funds will be used to fund the following activities in compliance with the project description
outlined and in conformance with the Federal regulations for the CDBG program: (Please specify zj
CDBG funds will be used to fund costs associated with staffing. rents, utilities, supplies, etc.)
Funds will be used for staffing expenses associated with Lifeline‘s
Housing Assistance Program.
2. Project objectives to be accomplished during the contract period: (Please describe the spec@ services 01
activities to be provided to lowhoderate income Carlsbad residents. with the CDBG funds awarded. If applicable, please
provide a target objective for the number of personsl‘households to benefit from the Subrecipient’s serviceslproject.)
60 Carlsbad residents of low-income will be provided with housing assistance
-
3. Project objectives performance measures:
a. Provide quarterly performance reports to the City of Carlsbad, Housing and Redevelopment
Department on the CDBG Quarterly Performance Report form as provided.
b. Maintain records, invoices, and relevant statistics supporting the quarterly reports.
c. Provide a final performance report, including an evaluation report of the program’s success in
meeting established goals, to the City of Carlsbad Housing and Redevelopment Department
within 15 days of termination of the contract date on the CDBG Annual Performance Report
form as provided.
d. Provide notification to the City of any audits or investigations including results, findings,
and/or liens.
7
0 a e
EXIHIBT “B”
CITY OF CARLSBAD
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
BUDGET
Contract Term: July 1, 1997 to June 30, 1998
Subrecipient Name: LIFELINE COMMUNITY SERVICES
Address: 200 Jefferson Street
Vista CA
Provide a comprehensive housing services program. Project Description:
8