HomeMy WebLinkAboutOrange County Council On Aging - Subgrantee Agrmt - Housing and Community Development Block Grant (CDBG) 7/1/96 - 1996-07-01 s y ,ate.
,. 46""'
8--o`
Council/Agency Meeting Held: r 9 6
DeferredlContinued to:
G Approved ❑ Conditionally Approved ❑ Denied City Clerk's Sig ture__ c
Council Meeting Date: July 1, 1996 Department ID Number: r 96-43
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION .-
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL_ MEMBERS
SUBMITTED BY: MICHAEL T. UBERUAGA, City Administr
PREPARED BY: DAVID C. BIGGS, Economic Development Director
SUBJECT: Approval of Community Development Block Grant (CDBG)
Subgrantee Agreements
Statement of issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s)
Statement of Issue: The approved Community Development Block Grant (CDBG) budget
for the 1996/97 fiscal year allocates a total of $314,510 for 16 public service agencies, of
which twelve 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.
Fundinq Source: Community Development Block Grant (CDBG) Funds
(E-H Q-E D-865-4-08-00).
Recommended Action: Motion to:
1. Approve and authorize the Mayor and City Clerk to execute twelve individual subgrantee
agreements based on the sample contract (as approved by the City Attorney) between the
City and each public service agency (Attachment 1)
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(s): - Do not approve the Community Development Block Grant (CDBG)
subgrantee agreements for the twelve agencies.
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 May 6, 1996, City Council
selected and approved sixteen public service agencies totaling $314,510 for the 1996197
Community Development Block Grant (CDBG) program. Twelve of the sixteen 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 twelve non-profit agencies approved by City Council that require subgrantee
agreements are:
Ecumenical Service Alliance(ESA) $ 24,000
Adult Day Services 10,000
Boys and Girls Clubs of Fountain Valley 25,000
Feedback Foundation 5,320
Interval House Crisis Shelter 25,000
Hotline of Southern California 5,000
Huntington Beach Youth Shelter
(A Program Of Volunteers of America) 5,000
Huntington Beach Community Clinic 35,000
Orange County Council on Aging 5,000
Orange County Interfaith Shelter 5,000
Literacy Volunteers of America 5,000
Community Services Program (CSP) 26,400
$175,720
The agencies that do not require a subgrantee agreement are:
Project Self-Sufficiency (includes Program Income) $ 62,500
Oakview Community Center 40,500
Seniors Outreach Center, (2) PT Case Workers 21,090
OCTA (Two year contract, expires 1997) 14,700
$315,400
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
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.
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: July 1, 1996 DEPARTMENT ID NUMBER: 96-43
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
Attachment(s):
City Clerk's'
Page
1. Community Development Block Grant (CDBG) Sample Subgrantee
Agreement.
96SBGRNT.4oC -3- 06/19196 4:27 PM
SUBGRANTEE AGREEMENT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
ORANGE COUNTY COUNCIL ON AGING
FOR HOUSING AND COMMUNITY
DEVELOPMENT BLOCK GRANT PROGRAM
THIS AGREEMENT is entered into this 1 s t day of_ i u 1 y ,
1996, 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 Orange County Council on Aging, 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 an ombudsman for the Huntington Beach
area soc}rdinator ofvoluntwr-s-in the operation of SUBGRANTEE'S facility
located at 18552 MacArthur Blvd., Suite 425, Irvine, CA 92715 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.
1
9:G:4-Agree:Subg rani:Aging
RLS 96-487
7130/96
• •
2. The SUBGRANTEE is a nonprofit California corporation duly
organized under the laws of the State of California, whose officers are: President,
Zoe R. Simensen and Secretary, Julie Schoen.
3. The total amount granted to SUBGRANTEE is $5,000 and such funds
shall be expended within a time period not exceeding twelve (12) consecutive
months, July 1, 1996, through June 30, 1997, 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, 1997.
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.
2
s:GA-Agree:Subgranr:Aging
RLS 96-487
760196
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 imposed by the U. S. Department of Housing
and Urban Development for the operation of the Community Development Block
Grant Program.
6. 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 three 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.
3
s:G:4-Ag ree:5ubgrant:Ag ing
RL5 96-487
7/30196
•
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 Code of Federal
Regulations 570.504. 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 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.
4
s:G:4-Ag ree:Subg rant:AS fng
RLS 96-487
7/34l96
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, 1996 to June 30, 1997.
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.
REST OF PAGE NOT USED
5
s:G A-Ag rcc:5ubg rant:Aging
RLS 96-497
7/30196
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 CITY OF HUNTINGTON BEACH
Orange County Council on Aging a municipal corporation of the
a nonprofit California corporation State of California
By: .4 40'0 r —T
oe . Simensen,President Mayor
By:
4,U
hoen, Secretary
ATTEST: APPROVED AS TO FORM:
Aff-*440�
City Clerk City Attorney 36 R
REVIEWE D APPROVED: INITIATED AND APPROVED:
ity Administrator Director of Economic evelopment
b
s:G:4-Agree:SubgrantAging
RLS 96-487
7130196
f
The t non-profit agencies approved by City Counci at require subgrantee
agr ments are:
Ecumenical Service Alliance(ESA) $ 24,000 � `
Adult Day Services 10,000 � °
Boys and Girls Clubs of Fountain Valley 25,0001-4.c,"
Feedback Foundation
Interval House Crisis Shelter5,000n� �� %�� �r�=
Hotline of Southern California ✓5,000 ��-������/�
Huntington Beach Youth Shelter
(A Program Of Volunteers of America) 5,000 /
Huntington Beach Community Clinic 35,000
Orange County Council on Aging 5,000�`�x�-�- �
Orange County Interfaith Shelter 5,000-`77�` �y
Literacy Volunteers of America 5,000 - r ra
Community Services Program (CSP) 26� d�_/n4 �o�
1
$175,720 ,t
The agencies that do not require a subgrantee agreement are:
Project Self-Sufficiency (includes Program Income) $ 62,500
Oakview Community Center 40,500
Seniors Outreach Center, (2) PT Case Workers 21,090
OCTA (Two year contract, expires. 1997) 14,700
$315,400
' •
CITY QF' HUNTINGTON BEACH
` 2000 MAIN STREET r CALIFORNIA 92648
HUNTINGTON BEACH CITY HISTORIAN
Alicia M.Wentworth
Retired City Clerk
October 11, 1996
Zoe R. Simensen, President
Orange County Council On Aging
18552 MacArthur Boulevard, Suite 425
Irvine, California 92715
Dear Mr. Simensen:
The City Council of the City of Huntington Beach at the regular meeting held
July 1, 1996, approved execution of the enclosed agreement between the city and
Orange County Council On Aging for Housing And Community Development
Block Grant funds.
Enclosed is a duly executed copy of the agreement for your records.
Sincerely,
Connie Brockway
City Clerk
CB:jc
Enclosure: Agreement
G:folloc,.,up:agrmtltrfAging;jc
Telephone: 714-536-5404
714-842-9825