HomeMy WebLinkAboutChristmas in April - 2000-01-18•
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CITY OF HUNTINGTON BEACH
2000 MAIN STREET CALIFORNIA 92648
OFFICE -OF THE CITY CLERK
CONNIE BROCKWAY
CITY CLERK
LETTER OF TRANSMITTAL OF ITEM APPROVED BY THE CITY COUNCIL/
REDEVELOPMENT AGENCY OF THE CITY OF HIINTLNGTON BEACH
DATE: _ r oh ru a.lQy C4, AD C)
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ATTENTION:
DEPARTMENT: -
REGARDINGIffW a "f
See Attached Action Agenda Item j -.& Date of Approval % 4V 0
Enclosed For Your Records Is An Executed Copy Of The Above Referenced Agenda Item.
Remarks:
Connie Brockway
City Clerk
Attachments: Action Agenda Page
Agreement
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(7) 0 01/1812000 - Council)*cy Agenda - Page 7
E. CONSENT CALENDAR
All matters listed on the Consent Calendar are considered by the City Council and
Redevelopment Agency to be routine and will be enacted by one motion in the form listed.
Recommended Action: Approve all items on the Consent Calendar by affirmative roll call vote.
E-1. (City Council/Redevelopment Agency) Minutes - Approve and adopt the minutes of
the City Council/Redevelopment Agency regular meeting of December 20, 1999 as
written and on file in the Office of the City Clerk. Submitted by the City Clerk
APPROVED 4-0-2-9 (BAUER, SULLIVAN — OUT OF ROOM; JULIEN — ABSTAINED)
E-2. (City Council) Anorove Subarantee Aareement Between Citv and Christmas In
April for Housina and Community Development Block Grant Program — (Housing
Rehabilitation Services For Elderly, Disabled Low -Moderate Income Homeowners
(600.10) — Approve and authorize the Mayor and City Clerk to execute the Subgrantee
Agreement Between the City of Huntington Beach and Christmas in April for Housing
and Community Development Block Grant Program. Submitted by the Economic
Development Director Funding Source: Community Development Block Grant Funds -
$20, 000.
APPROVED 5-0-2 (BAUER, SULLIVAN — OUT OF ROOM)
E-3. (Redevelopment Agency) Approval as to Form: Partial Termination of Lease and
Mutual Release Agreement between Abdelmuti Development Company Suite 3-A &
Vital Technology, Inc. and Second Amendment to Office Space Lease Agreement
between Abdelmuti Development Company & Paige Communication, Inc. (Suite 3-A)
Oceanview Promenade —Main-Pier Development Area (600.30) —1. Approve as to form
the attached Partial Termination of Lease and Mutual Release Agreement between
Abdelmuti Development Company & Vital Technology, Inc. relinquishing 1,115 square feet
of Suite 3-A; and 2. Approve as to form a Second Amendment to the Office Space Lease
Agreement between Abdelmuti Development Company and Paige Communication, Inc. for
those 1,115 square feet of Suite 3-A for the remainder of its existing three-year lease
(expiring on June 30, 2002) at the rental rate of $1.90 per square foot per month. Submitted
by the Economic Development Director Funding Source: Redevelopment Tax Increment —
FY 99-00 - $135,000.
APPROVED 5-0-2 (BAUER, SULLIVAN — OUT OF ROOM)
E-4. (City Council) Approve Agreement with Emplovment Svstems. Inc. (ESI) to Lease
Temporary Personnel for the Position of Accountant Technician II (600.10) —
Approve and authorize execution by the Mayor and City Clerk of the Agreement to
Provide Stang Services Between the City and Employment Systems, Inc. for one
Accountant Technician II. Submitted by the Director of Administrative Services Funding
Source: 1999/00 Budget for Business Software System.
APPROVED 5-0-2 (BAUER, SULLIVAN— OUT OF ROOM)
CounciVAgency Meeting Held: 11TA000
Do . /0
Deferred/Continued to:
OoApp ditionall A proved O De ed
Clerk's Signature
Council Meeting Date: January 18, 2000
Department ID Number: ED 00-07
CITY OF HUNTINGTON BEACH
REQUEST FOR COUNCIL ACTION
SUBMITTED TO:
HONORABLE MAYOR AND CITY COUNCIL MEMBERS,:_
SUBMITTED BY:
RAY SILVER, City Administratore4.-
PREPARED BY:
DAVID C. BIGGS, Director of Economic Development
SUBJECT:
Approve and Execute Agreement with Christmas in April
[Sta;;;;Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachments)
Statement of Issue: Christmas in April is a national, non-profit organization which provides
housing rehabilitation services for the elderly, disabled, low moderate income homeowners
within the communities it serves. Community Development Block Grant (CDBG) has funds
available to serve the community in this regard.
Funding Source: Funds not to exceed $20,000.00 are available for this project in
Community Development Block Grant funds (account number E-HS-ED-877-5-93-00).
Recommended Action: Motion to:
Approve and authorize the Mayor and City Clerk to execute the Agreement between the City
of Huntington Beach and Christmas in April (Attachment 1).
Iternative Actlonts): Do not approve the Agreement and advise staff how to proceed.
Analysis: The city's Community Development Block Grant (CDBG) program receives
annual entitlement funding from the U.S. Department of Housing and Urban Development
(HUD). Homeowner rehabilitation activities that provide or improve permanent residential
structures to be occupied by low moderate income persons qualify under the Housing criteria
of HUD's Low Moderate Benefit National Objective.
RAEST FOR COUNCIL ACTIOP
MEETING DATE: January 18, 2000
DEPARTMENT ID NUMBER: ED 00-07
Christmas in April utilizes donations and local volunteers on a designated Saturday each
April to renovate and repair the homes of low income, elderly and disabled families, all of
whom qualify under the HUD guidelines. The sites chosen and the work scheduled are
selected in order to make the homes warm, safe, dry and secure for the eligible recipients.
Christmas in April has been active in Orange County for ten years, and last year provided
repair to 36 Orange County houses with over 1,400 volunteers. Christmas in April would like
to include Huntington Beach in its Orange County cities served, and has been recruiting
volunteers and local donor companies to assist in this endeavor.
The Christmas in April Site Selection Committee would like to provide assistance to
approximately eight Huntington Beach homes during their April 2000 campaign. Prospective
recipients are required to fill out an application form to verify need and eligibility. Scheduled
repairs are to correct health and safety issues at the home.
CDBG funds may be used to establish Christmas in April as a subgrantee to further housing
improvements in accordance with the city's Consolidated Plan, as approved by City Council
and submitted to HUD, and to preserve existing housing stock within the community.
Environmental Status: Project is categorically excluded from National Environmental
Protection Act (NEPA) procedures as listed under Section 58.35(a)(1).
Attachment(s): List attachment(s) below.
RCA Author: LBrunson (x5529)
ChristmaslnApril.doc -2- 01/05/00 9:53 PM
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SUBGRANTEE AGREEMENT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
CHRISTMAS IN APRIL
FOR HOUSING AND COMMUNITY DEVELOPMENT
BLOCK GRANT PROGRAM
THIS AGREEMENT is entered into this Zf day of ,,7. 44997
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
CHRISTMAS IN APRIL, a California corporation, hereinafter referred to as "SUBGRANTEE,"
for the expenditure of Block Grant funds,
WHEREAS, 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,
NOW, THEREFORE, it is hereby agreed that the following provisions are approved and
shall constitute the entire agreement between the CITY and SUBGRANTEE:
1. PURPOSE. The purpose of the subgranting of CDBG funds to SUBGRANTEE is set
forth in the Subgrantee Identity document attached hereto as Exhibit "A" for each fiscal year in
which a subgrant of funds is made. Said funds shall be solely used for the purposes set forth in
Exhibit "A" (Subgrantee Identity Document), in accordance with the Budget and Statement of
Intended Beneficiaries, Exhibit `B," and the Scope of Work, (Exhibit "C") copies of which are
attached hereto and are incorporated by this reference as though fully set forth herein.
2. IDENTITY AND OFFICERS OF SUBGRANTEE. The identity and officers of the
SUBGRANTEE are set forth in Exhibit "A" attached hereto.
41s:4-99Agree:X=sApr1
RLS 99-269
5/25/99
3. AMOUNT OF GRANT. The total amount granted to SUBGRANTEE is set forth in
Exhibit "A" attached hereto, and such funds shall be expended within a time period not
exceeding twelve (12) consecutive months 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 applicable fiscal year. This Agreement shall be extended for additional fiscal
years if CITY approves subsequent grant allocations to SUBGRANTEE.
4. COMPLIANCE WITH FEDERAL REQUIREMENTS. 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.
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4/s:4-99Agree:XmasApr1
RLS 99-269
5125199
0
0
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. RIGHT TO RECAPTURE FUNDS. 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 imposed by the U. S. Department of Housing and Urban
Development for the operation of the Community Development Block Grant Program.
6. DISPOSAL OF PROPERTY OR RECORDS. 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 four year period.
7. CONFLICTS OF INTEREST. 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. INTEREST INCOME. 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 Code of Federal Regulations
3
41s:4-99 A g=: X masApr!
R1S 99-269
5/25/99
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570.504. The SUBGRANTEE shall disclose to the CITY all program income received utilizing
CDBG funds administered under this Agreement.
9. FAILURE TO PERFORM; DEFAULTS. 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. DISBURSEMENT OF FUNDS. 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. INDEMNIFICATION, DEFENSE AND HOLD HARMLESS. 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 SUBGRANTEE's employees and damage to
SUBGRANTEE's property, arising directly or indirectly out of the obligations or operations
herein undertaken by SUBGRANTEE, caused in whole or in part by any negligent act or
omission of the SUBGRANTEE, any subcontractors, anyone directly or indirectly employed by
any of them or anyone for whose acts any of them may be liable, including but not limited to
concurrent active or passive negligence except where caused by the active negligence, sole
negligence or willful misconduct of CITY. SUBGRANTEE will conduct all defense at its sole
cost and expense.
12. WAIVER OF INSURANCE REQUIREMENTS. Pursuant to City Council
Resolution 97-20, the City Council hereby waives its requirement that the SUBGRANTEE
4
41s:4-99Agree:XmasApr1
RIS 99-269
5/25/99
provide proof of Worker's Compensation and General Liability insurance, for the term of this
Agreement.
13. COMPLIANCE WITH WORKERS' COMPENSATION LAWS. 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 covenants that it will comply with such provisions prior to
commencing performance of the work hereunder.
REST OF PAGE NOT USED
. S
4/s:4-99Agree:XmasApr1
RIS 99-269
5125199
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 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 officers the day, month and year first above written.
SUBGRANTEE:
CHRISTMAS IN APRIL,
a California corporation
By: Cam,
Name
(type or print)
Its (circle one) Chairman of the Boar President,
Any Vice President
AND
By
Name
(type or print)
Its (cir ecreta , Any Assistant Secretary
of Financial Officer, ny Assistant Treasurer
REVIEWED AND APPROVED:
City Adrtfinistrator
6
4/sA-99Agree:XmasApr1
RLS 99-269
5/25199
CITY:
CITY OF HUNTINGTON BEACH,
a California municial co oration
__._ a-, 40-e
Mayor
ATTEST:
City Clerk aZ ,Z zoa a
APPROVED AS TO FORM:
Cit t orney `$Z,y�.•gly�
00
INIT TED AND APPROVED:
r
UIV� A
Director of Econom c Development
EXHIBIT A
FISCAL YEAR - 1999/20.00
SURGRANTEE IDENTITY DOCUMENT
NAME OF SUBGRANTEE: CHRISTMAS IN APRIL,
ADDRESS: 625 Cypress Street
Santa Ana, CA 92701
STATUS: California corporation
OFFICERS: Cy Baumann, President
PURPOSE OF GRANT: Housing rehabilitation needs of elderly, disabled, and/or Iow or
moderate income homeowners within the City of Huntington
Beach.
FISCAL YEAR: 1999/2000
AMOUNT OF GRANT: $20,000.00
7
4h:4•99AVW:XMMApr1
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313"9
EXHIBIT B
Fiscal Year I999-2000 Proposed Budget
CHRISTMAS IN APRIL* SERVING ORANGE COUNTY
DESCRIPTION
TOTAL
HB CDBG
OTHER
EXPENDITURES:
SALARIES(Including benefits)
Program Coordinator
24,600
3,000
21600
Administrative Assistant
20,250
0
20,250
INSURANCE TAXES & LICENSES
1 900
0
1,900
MEMBERSHIPS & DONATIONS
1 100
0
1,100
SUPPLIES POSTAGE & MUSC.
3,400
0
3 400
RENT & UTILITIES
6,000
0
6,000
TELEPHONES
1,300
0
1,300
STAFF TRAIMNG & TRAVEL
3,500
0
3,500
ACCOUNTING SERVICES
2 S00
0
2,500
VOLUNTEER RECRUITMENT
5,400
0
5,400
VOLUNTEER SUPPORT
18,000
0
18,000
TRANSPORTATION
750
0
750
REHAB MATERIALS & SUPPLIES
86,200
14,000
82,200
SKILLED LABOR
19,000
3,000
16 000
EQUIPMENT RENTALS
8,600
0
8,600
TOTAL EXPENDITURES
202,500
20, 00C
192,500
REVENUE:
PROJECT SPONSORS
60,000
0
60,000
OTHER CDBGs
60,000
0
20 DOC
60,000
CITY ofHUNTFNGTON BEACH CDBG
20 ► 00
0
PRIVATE DONATIONS CASH
7 000
0
7,000
FUNDRAISER INCOME
3,000
0
3,000
DONATIONS NON -CASH
621000
01
62000
OTHER
500
0
20,00J
500
TOTAL REVENUE
20225001
1922500.
Christmas in April*
• EXHIBIT C
SCOPE AF WORK
Nino in 9pril * �ervin?Ordn?e-bu��y
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Dear Friends:
This will be the 10'b year Christmas in April has organized our Rebuilding Project for renovating
and repairing the homes of low income, elderly and disabled families. Last year we did repairs
on 36 houses and non-profit facilities with over 1400 volunteers. All work is done at no cost to
the homeowner. We invite you to refer homeowners to us for consideration if you feel they meet
our eligibility.
Our eligibility criteria includes the requirements that the recipients live in Orange County, own
their home (no rentals), are unable to do the work themselves, and are willing to cooperate and
work with us. Christmas in April previews each house, selects those appropriate for the program
and carefully devises a work plan for each house. A House Captain is assigned and a crew of
volunteers works under the guidance of that House Captain from approximately 8 a.m. to 4 p.m
on the Rebuilding Day, Saturday, April 15, 2000.
All labor is volunteered, some are skilled tradespeople, but many are unskilled. There is a great
deal of scraping and painting that goes on, but we also do electrical and plumbing repairs,
carpentry work, glazing, weather stripping and other tasks needed to make the home warm, safe,
dry and secure. We do require that all able-bodied homeowners and family members join in the
work
The deadline for house nominations is January 14, 2000; houses will be previewed in the order
they are referred. We will begin previewing houses in November and continue until we have our
quota. Please realize that we may not be able to accept all houses that are referred. Referrals
have been invited from numerous agencies and communities across Orange County. While April
seems a long way away, we have found that to arrange for supplies and assign volunteers to all
the houses, we need several months to carefully prepare for the Rebuilding Day.
If possible, please check with any homeowner you feel may be in need of our housing
improvement services before you recommend them; and help them understand that this is a
project staffed by volunteers and would be provided at no cost to them. We cannot make
promises — above all, we do not want to disappoint people.
Thank you for sharing in our effort to bring Christmas to folks — in April. Please feel free to call
us with your referrals or questions at (714) 667-8174.
Sincerely,
�Cy Baumann
Site Selection Committee
RCA ROUTING SHEET
INITIATING DEPARTMENT:
Economic Development
SUBJECT:
Approve and Execute Agreement with Christmas in April
COUNCIL MEETING DATE:
I January 18, 2000
.....:..> . ;.:.:. RCA:.A7TACHIVI N ' .....::... >.......
STATUS;
Ordinance (w/exhibits & legislative draft if applicable)
Attached
Resolution (w/exhibits & legislative draft if applicable)
Attached
Tract Map, Location Map and/or other Exhibits
Attached
Contract/Agreement (w/exhibits if applicable)
Si ned in full by the City Attome
Attached
Subleases, Third Party Agreements, etc.
(Approved as to form PZ qLtZ Attorne
Attached
Certificates of Insurance (Approved by the City Attome
Attached
Financial Impact Statement Unbud et over $5 000
Attached
Bonds If applicable)
Attached
Staff Report If applicable)
Attached
Commission, Board or Committee Report If applicable)
Attached
Findings/Conditions for Approval and/or Denial
Attached
EXPLANATION.
O.F..lTEM�.: :_.
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RCA Author: