HomeMy WebLinkAboutBoys and Girls Club of Huntington Valley - 1997-07-21(11) 07/21/97 - Councilpency Agenda - Page 11
E-13. Cit Council) Approval Of Twee ITenl Community -Development Block Grant
(CDBGtv
] Subgrantee Agreements & Waiver Of Insurance Requirements (600.10) -
1. Approve and authorize the Mayor and City Clerk to execute twelve [Ten] individual
subgrantee agreements based on the sample contract (as approved by the City
Attorney) between the city and each public service agency, includes separate OCTA
subgrantee agreement. The agreements are as follows: Adult Day Services - $10,000,
Boys and Girls Clubs of Fountain Valley - $23,000, Community Services Program
C{ SP) - $23,000, Episcopal Service Alliance- $12,000, Feedback Foundation - $5.000,
Interval House Crisis Shelter - $18,100, Huntington Beach Community Clinic - $25,000,
Orange County Council On Aping - $5,000, Orange County Transportation Authority -
$11,000, Fair Housing Of -Orange County - $36,636; and waive the usual insurance
requirements from the subgrantee contracts. (In previous years, the prevailing
insurance requirements have not applied to the Subgrantee agencies.) Submitted by
the Economic Development Director
[Approved 7-0]
E-14. (City Council) Beach Boulevard Commercial Corridor Auto Dealer Survey Dated
June 2 1997 & Recommendations For Action (460.30) - Receive and file the Beach
Boulevard Commercial Corridor Auto Dealer Survey and Recommendations for Action,
dated June 2, 1997, and direct staff to pursue implementation of the Recommendations
for Action as set forth on Page Nos. 10 and 11 of said survey. Submitted by the
Economic Development Director
[Approved 7-0]
E-15. (City Council) Metro Cities Fire Authoritv First Amended Joint Powers Aqreement -
Cities Of Anaheim, Fountain Valley, Fullerton, Garden Grove, Newport Beach, And
Orange - Reauoointment Of Citv Administrator As Board Member And Fire Chief
As Alternate Board Member (600.40) - 1. Approve and authorize the Mayor and City
Clerk to execute the Metro Cities Fire Authority First Amended Joint Powers Agreement
between the City and Cities of Anaheim, Fountain Valley, Fullerton, Garden Grove,
Newport Beach and Orange and 2. motion to re -appoint City Administrator Michael
Uberuaga as Huntington Beach's Metro Cities Fire Authority Board Member and Fire
Chief Michael Dolder as the city's alternate Board Member. Submitted by the Fire Chief
[Approved 7-0]
Council/Agency Meeting Held: 7
Deferred/Continued to:
WApproved ❑ Conditionally Approved ❑ Denied
City Cle s Signature
Council Meeting Date: July 21, 1997
Department ID Number: ED 97-32
CITY OF HUNTINGTON BEACH
REQUEST FOR COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
SUBMITTED BY: MICHAEL T. UBERUAGA, City Administfle ro
PREPARED BY: DAVID C. BIGGS, Director of Economic Development Department
SUBJECT: Approval of Community Development Block Grant (CDBG)
Subgrantee Agreements
I Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s) 'I
Statement of Issue: The approved Community Development Block Grant (CDBG) budget
for the 1997198 fiscal year allocates a total of $292,950 for 15 public service agencies, of
which ten need individual subgrantee agreements. Individual agreements between the City
and each Subgrantee agency must be approved and executed by City Council before
disbursement of CDBG funds.
Funding Source: Community Development Block Grant (CDBG) Funds (E-HR-ED-865-4-
08-00).
Recommended Action: Motion to
(JU}
1. Approve and authorize the Mayor and City Clerk to execute fWe4v.Q individual subgrantee
agreements based on the sample contract (as approved by the City Attorney) between
the City and each public service agency, includes separate OCrA subgrantee agreement.
2. Waive the usual insurance requirements from the subgrantee contracts. (In previous
years, the prevailing insurance requirements have not applied to the Subgrantee
agencies.)
Alternative Action(sj: Do not approve the Community Development Block Grant (CDBG)
subgrantee agreements for the ten agencies.
J
Y�
i
REQUEST FOR COUNCIL ACTION
MEETING DATE: July 21, 1997
DEPARTMENT ID NUMBER: ED 97-32
Analysis: The Department of Housing and Urban Development (HUD) allows up to 15% of
the total CDBG grant to be allocated for public services. On April 21, 1997, City Council
selected and approved fifteen public service agencies totaling $329,586 for the 1997/98
Community Development Block Grant (CDBG) program. Ten of the fifteen non-profit
agencies require new individual subgrantee agreements.
HUD regulation (24 CFR 570.503 (B) (1)) requires the City to have a written subgrantee
agreement with non -profits who provide a public service for the City. Before disbursing
funds, individual agreements between the City and each public service agency must be fully
executed, allowing the city to disburse funds for services rendered.
The ten non-profit agencies approved by City Council that require subgrantee agreements
are:
Adult Day Services
$ 10,000
Boys and Girls Clubs of Fountain Valley
23,000
Community Services Program (CSP)
23,000
Episcopal Service Alliance
12,000
Feedback Foundation
5,000
Interval House Crisis Shelter
18,100
Huntington Beach Community Clinic
25,000
Orange County Council on Aging
5,000
Orange County Transportation Authority
11,000
Fair Housing of Orange County
36.636
$168,736
The agencies that do not require a subgrantee agreement are:
Project Self -Sufficiency (includes Program Income) $ 62,833
Oakview Community Center 60,677
Seniors Outreach Center, (2) PT Case Workers 22,340
Police Job Center 10,000
Literacy Volunteers of America 5.000
$160,850
The agreement designates the grant amount allocated each public service agency and
specifies the nature and scope of the services to be provided to the City of Huntington
Beach, and also requests the Insurance requirements be waived due to the hardship of the
additional costs to the non-profit.
Subgrantees are required to submit quarterly reports detaining expenses, progress towards
goals and objectives, budget control and requests for payment. Each quarterly report is
97$UBRCA.DOC -2• 07109197 3:55 PM
R•UEST FOR COUNCIL ACTIOIR
MEETING DATE: July 21, 1997
DEPARTMENT ID NUMBER: ED 97-32
reviewed to satisfy the requirement of the agreement between the city and the subgrantee.
If the City is satisfied, funds requested by the subgrantee will be disbursed.
The Department of Housing and Urban Development (HUD) requires the City to monitor
each subgrantee in the year it is funded. Monitoring insures that the subgrantee complies
with the agreement with the City, Federal requirements and regulations, ensures the
eligibility and performance of each program and agency. Financial monitoring includes;
program performance, program compliance, general management practices, Financial
management, record keeping, and specific activity, services. An exit conference concludes
each monitoring and invites questions or comments the agency may have concerning 'the
monitoring.
Environmental Status: Exempt
RCA Author: Moreno; ext. 5583
97sUBRCA.DOC -3- 07/10/97 3:07 PM
i
•
SUBGRANTEE AGREEMENT BETWEEN THE CITY OF
HUNTINGTON BEACH AND BOYS & GIRLS CLUB OF
HUNTINGTON VALLEY FOR HOUSING AND COMMUNITY
DEVELOPMENT BLOCK GRANT PROGRAM
THIS AGREEMENT is entered into this ?/Stday of )1997,
between the CITY OF HUNTINGTON BEACH, a municipal corporation of the State of
California, hereinafter referred to as "CITY," as an entitlement recipient in the U. S.
Department of Housing and Urban Development's Housing and Community Block Grant
Program, and the BOYS & GIRLS CLUB OF HUNTINGTON VALLEY, a nonprofit
California corporation, hereinafter referred to as "SUBGRANTEE," for the expenditure of
Block Grant funds;
The Housing and Community Development Block Grant Program, hereinafter referred
to as "CDBG," mandates that a Subgrantee Agreement be executed in order that such funds be
utilized by the parties hereto.
IT IS HEREBY AGREED that the following provisions are approved and shall
constitute the entire agreement between the CITY and SUBGRANTEE:
1. The purpose of the subgranting of CDBG funds to SUBGRANTEE shall be
solely for salaries and benefits for staff, and supplemental day care fees for low-income
families in the operation of SUBGRANTEE' S facility located at 9191 Pioneer Drive,
Huntington Beach, CA 92646 in accordance with the Budget and Statement of Intended
Beneficiaries, Attachment 1 and Scope of Work, Attachment 2, which are hereby incorporated
by this reference.
2. The SUBGRANTEE is a nonprofit California corporation duly organized under
the laws of the State of California, whose officers are: Dave Barr, President; Lynn Bumatay,
Secretary.
3. The total amount granted to SUBGRANTEE is $23,000 and such funds shall be
expended within a time period not exceeding twelve (12) consecutive months, July 1, 1997,
7/k/agree/su66ampB/28/47
through June 30, 1998, following the date of execution of this agreement, in installments
determined by CITY. Payment shall be made to SUBGRANTEE following the submission of
quarterly invoices in a form prescribed by CITY, detailing such expenses. SUBGRANTEE
agrees to submit requests for reimbursement fifteen (15) days after the end of each quarter
which are:
1. July through September,
2. October through December,
3. January through March, and
4. April through June.
CITY shall pay such invoices within thirty (30) days after receipt thereof, provided CITY is
satisfied that such expenses have been incurred within the scope of this Agreement and that
SUBGRANTEE is in compliance with the terms an conditions of this Agreement. City has the
right to recapture all or a portion of Block Grant Funds not requested for reimbursement 30
days after the end of the fiscal year, June 30, 1998.
4. SUBGRANTEE agrees to conduct all activities of the organization, whether
funded in whole or in part by CDBG funds from CITY, in accordance with the provisions
contained in the Federal Office of Management and Budget ("OMB") Circular A-87 and its
attachments, including those for contracts in excess of Ten Thousand Dollars ($10,000.00) and
including the provisions relating to audit requirements and resolution of audit findings as
provided in Circular A-128.
SUBGRANTEES who have received $25,000 or more in grant funds are
required to submit an annual report including either a single audit or program audit reports,
which evidence an audit was completed in accordance with specific program requirements of
the OMB Circular (i.e., A-128 or A-133).
5. The CITY shall have the right to recapture all or a portion of Block Grant funds
disbursed to SUBGRANTEE should the SUBGRANTEE fail to comply with all of the terms
and conditions of this agreement or refuse to accept any conditions which may subsequently be
71/agroe/subeanV18/28/97
2
imposed by the U. S. Department of Housing and Urban Development for the operation of the
Community Development Block Grant Program.
b. SUBGRANTEE shall not dispose of any real or personal property acquired in
full or in part with CDBG funds through sale, use, or relocation without the express and prior
written permission of the City, and SUBGRANTEE agrees to maintain program records for a
minimum of four years after the close-out of the subgrant and to make such records available
for onsite monitoring by CITY not less than annually and to periodic inspections by HUD
officials during this three-year period.
7. SUBGRANTEE agrees that no officer, employee, agent, or assignee of CITY
having direct or indirect control of CDBG funds granted to the CITY shall serve as an officer
of SUBGRANTEE. Further, any conflict or potential conflict of interest of any officer of
SUBGRANTEE shall be fully disclosed to the City prior to the execution of this agreement
and shall be attached to and become a part hereof.
8. SUBGRANTEE agrees that any earned interest income on funds generated
through the use or investment of funds received from CITY shall be used in conformance with
program income requirements set forth in §24 C.F.R. 570 (Code of Federal Regulations).
The SUBGRANTEE shall disclose to the CITY all program income received utilizing CDBG
funds administered under this Agreement.
9. SUBGRANTEE agrees that in the event it is unable to perform or defaults upon
any provision contained herein, the CITY shall have the right to recapture the full amount of
funds granted to SUBGRANTEE.
10. SUBGRANTEE acknowledges that the CITY shall disburse funds to
SUBGRANTEE only upon execution of this agreement, and CITY is empowered only to
provide funds to SUBGRANTEE pursuant to the provisions of this agreement.
11. SUBGRANTEE hereby agrees to protect, defend, indemnify and hold and save
harmless CITY, its officers, and employees against any and all liability, claims, judgments,
costs and demands, however caused, including those resulting from death or injury to
7lk/agreelsubsamp18/28197
3
SUBGRANTEE'S employees and damage to SUBGRANTEE'S property, arising directly or
indirectly out of the obligations or operations herein undertaken by SUBGRANTEE, including
those arising from the passive concurrent negligence of CITY, but save and except those which
arise out of the active concurrent negligence, sole negligence, or the sole willful misconduct of
CITY. SUBGRANTEE will conduct all defense at its sole cost and expense. CITY shall be
reimbursed by SUBGRANTEE for all costs or attorney's fees incurred by CITY in enforcing
this obligation.
12. Pursuant to City Council Resolution 6277, on July 1, 1996 the City Council by
its action waived its requirement that the SUBGRANTEE provide proof of Worker's
Compensation and General. Liability insurance, for the period between July 1, 1997 to June 30,
1998.
13. Pursuant to California Labor Code Section 1861, SUBGRANTEE acknowledges
awareness of Section 3700 et seq. of said code, which requires every employer to be insured
against liability for workers' compensation; SUBGRANTEE convenants that it will comply
with such provisions prior to commencing performance of the work hereunder.
14. SIGNATURES/TIME OF EXECUTION
This agreement shall be void and its terms shall have no force or effect whatsoever if
not signed by authorized agents or officers of SUBGRANTEE within thirty (30) days of
receipt of this document. It shall be the responsibility of the City to transmit this agreement
REST OF PAGE NOT USED
7lklagrcelsubsamp18128197
4
and any other necessary documentation to SUBGRANTEE and to record the date of receipt
thereof.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their authorized offices the day, month and year first above written.
SUBGRANTEE CITY OF HUNTINGTON BEACH, A
BOYS & GIRLS CLUB OF HUNTINGTON municipal corporation of the State of
VALLEY, nonprofit California corporation
r
By: Dave Barr, Barr, PresiderA
matay,
REVIEWED AND APPROVED:
Y11A Z 4. S: L-
City Administrator
7Wagree/subsampl8128/47
California
ATTEST:
City Clerk
APPROVED AS TO FORM:
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City Attorney jV
1 w( 7
INITIATED AND APPROVED:
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Director of Economic Development
5
L,jjMIM CITY OF HUNTINGTON BEACH
2000 MAIN STREET CALIFORNIA 92648
OFFICE OF THE CITY CLERK
CONNIE BROCKWAY
CITY CLERK
CITY CLERK LETTER OF TRANSMITTAL REGARDING ITEM APPROVED BY THE
CITY COUNCILIREDEVELOPMENT AGENCY APPROVED ITEM
TO:
fZIVIiNa 725AI 54-
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City, state, Zip
ATTENTION: _ �f�eM l�-__
DEPARTMENT: &5'L.-6 / _ ^T
REGARDING: IA ;yBIDcA �iCA/V7'
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See Attached Action Agenda Item _�= = �� Date of Approval
Enclosed For Your Records Is An Executed Copy Of The Above Referenced Item For Your Records.
&"t. & aanr
Connie Brockway
City CIerk
Attachments: Action Agenda Page / Agreement Bonds Insurance
RCA Deed Otherf}C'T/dW ACe-,oleAe—
Remarks:
DA�
Dame Department
RCA
Agreement Insurance
Other
Dame
Dame
Department RCA
Department RCA
Risk :Management Department insurance Copy
Agreement Insurance Other
Agreement Insurance other
G: Follownp.'agrmts'transhr
(Telephone: 714-536.5227 )