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HomeMy WebLinkAboutCommunity Development Block Grant (CDBG) - Oak View Family Literacy Program - 2020-07-01 CITY OF HUNTINGTON BEACH MEMORANDUM OF UNDERSTANDING (Program No. B-20-MC-06-0506) For Program Year 2020/21 Community Development Block Grant(CDBG) (Oak View Family Literacy Program) THIS MEMORANDUM OF UNDERSTANDING (MOU) is entered into as of this 1 st day of July 2020, by and between the CITY OF HUNTINGTON BEACH, a municipal corporation, hereinafter referred to as "City," and the HUNTINGTON BEACH PUBLIC LIBRARY, 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; and WHEREAS, the City wishes to engage the Subrecipient to assist the City in utilizing such funds; and WHEREAS, the Office of Business Development is delegated the responsibility for the administration of the Community Development Block Grant Program; and WHEREAS, the City has environmental clearance to release the funds for this project; NOW, THEREFORE, in consideration of these recitals, and the mutual covenants contained herein, the Office of Business Development and Subrecipient agree as follows: 1) STATEMENT OF WORK A. Scope of Services: Subrecipient shall perform all the I services described in the Project Description (Project) and Scope of Services as set forth on Attachment 1 to this MOU, a copy of which is attached and incorporated by reference. B. Time of Performance: Subrecipient is to proceed with obtaining all requisite approvals to commence the Project on July 1, 2020. Every effort shall be made by the Subrecipient to expend the allocated funds in their entirety within one year from the commencement of the Project. C. Compensation and Method of Payment: The City has allocated Federal 2020/2021 CDBG funds in the amount of Ten Thousand Dollars ($10,000.00) for the Scope of Services, as outlined in the Subrecipient's application to the City for CDBG funds, incorporated herein by reference. The Subrecipient shall furnish all 1 labor, materials and services and bear all expenses necessary to provide for the project as outlined in this MOU. D. National Objectives: The Subrecipient certifies that the activities carried out with funds provided under this MOU will meet one or more of the CDBG program's National Objectives: 1) benefit low/moderate income persons; 2) aid in the prevention or elimination of slums or blight; 3) meet community development needs having a particular urgency as defined in 24 CFR Part 570.208. 2) NOTICES Communication and details concerning this contract shall be directed to the respective Department Heads executing this MOU. 3) RECORDS AND RETENTION 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 MOU for a period of five (5) years from the date of project completion and/or alternatively five years from the date of an audit finding such finding has been cleared by appropriate officials and the Subrecipient has been given official written notice. 4) REPORTING REQUIREMENTS The City will provide Subrecipient with a "Quarterly Accomplishment Report" form. Subrecipient shall submit a completed Quarterly Accomplishment Report and associated documentation within fifteen (15) calendar days of the end of the first three quarters. The final quarterly report is due no later than July 15, 2021. The Subrecipient must complete the form in full indicating the data required by the City within the form(s) to assess appropriate and compliant program performance measures and accomplishments, including a description of how and when determination of eligibility status was made for persons assisted. 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 as indicated below. The City will provide the Subrecipient with a "Monthly Payment Request" form, which must be submitted within fifteen (15) calendar days of the end of each month and may be submitted along with the Quarterly Accomplishment Report in applicable months. The submission must include complete documentation verifying eligible program expenditures, including employee timesheets, operational expenditures (if allowable) and 2 financial documentation demonstrating proper accounting and use of CDBG funds as identified in the approved program budget. 5) PROGRAM REQUIREMENTS The Subrecipient shall adhere to the terms of the City's CDBG Application and this MOU 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 5780.502 of the federal regulations for the CDBG Program. The Federal requirements are incorporated herein. The Subrecipient shall carry out all activities in compliance with all Federal laws and regulations as described in Subpart K, such as labor standards (Davis Bacon Act) fair housing requirements of the CDBG Program Regulations, except that: a) The Subrecipient will not assume the City's environmental responsibilities as described in Section 570.604; and b) The Subrecipient will not assume the City's responsibility for initiating the review process required under the provisions of 24 CFR Part 52. The provisions of Subpart K of the CDBG Regulations are incorporated, by reference, as a condition of this MOU. The Subrecipient shall comply with all Federal regulations related to the use of CDBG funds by religious organizations, if applicable to this MOU and the approved project outlined herein. 6) SECTION 3 COVERED ASSISTANCE Where the Subrecipient receives CDBG funds for work arising in connection with housing rehabilitation, housing construction, or other public improvements, the requirements of Section 3 of the Housing and Urban Development Act of 1968 shall apply as follows: A. The work to be performed under this contract is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 170lu (Section 3). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by Section 3, shall, to the greatest extent feasible, be directed to low and very low-income persons, particularly persons who are recipients of HUD assistance for housing. 3 B. The parties to this contract agree to comply with HUD's regulations in 24 CFR Part 135, which implement Section 3. As evidenced by their execution of this contract, the parties to this contract certify that they are under no contractual or other impediment that would prevent them from complying with the part 135 regulations. C. The contractor agrees to send to each labor organization or representative of workers with which the contractor has a collective bargaining agreement or other understanding, if any, a notice of advising the labor organization or workers' representative of the contractor's commitments under this Section 3 clause, and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shall describe the Section 3 preference, shall set forth minimum number of job titles subject to hire, availability of apprenticeship and training positions, the qualifications for each; the name and location of the person(s) taking applications for each of the positions; and the anticipated date the work shall begin. D. The contractor agrees to include this Section 3 clause in every subcontract subject to compliance with regulations in 24 CFR part 135, and agrees to take appropriate action, as provided in an applicable provision of the subcontract or in this Section 3 clause, upon a finding that the subcontractor is in violation of the regulation in 24 CFR, part 135. The contractor will not subcontract with any subcontractor where the contractor has notice or knowledge that the subcontractor has been found in violation of the regulations in 24 CFR,part 135. E. The subcontractor will certify that any vacant employment positions, including training positions, that are filled (1) after the contractor is selected but before the contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR part 135 require employment opportunities to be directed, were not filled to circumvent the contractor's obligations under 24 CFR,part 135. F. Noncompliance with HUD's regulations in 24 CFR, part 135 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts. 7) CHANGES IN USE OF FUNDS No change in use of the CDBG funds will be permitted by the City without prior formal approval by the City, subject to the provisions of the City's adopted Citizen Participation Plan. If the Subrecipient desires a change in the use of the CDBG funds following approval of this MOU, a written request must be submitted to the City for review by the Council. 4 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. 9) SUSPENSION AND TERMINATION OF MOU In accordance with Title 24, Sections 85.43 and 85.44 of the Code of Federal Regulations, this MOU 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. Title 24, Sections 85.43 and 85.44 of the Code of Federal Regulations are incorporated herein, by reference as provisions of the MOU. 10) REVERSION OF ASSETS Upon expiration of this MOU, 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 as follows: a) Used to meet one of the National Objectives in 24 CFR, Section 570.208 until five(5)years after expiration of this MOU; or, b) Disposed of in a manner that result 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 expenditure 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. 11) HOLD HARMLESS AND INDEMNITY AGREEMENT The city, its elected and appointed officers, employees and agents 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 the MOU. Subrecipient agrees to defend, indemnify and save free and harmless the city and its elected and appointed officers, employees and agents against any of the foregoing liabilities or claims of any kind and any cost/and expense that is incurred by the City on 5 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 MOU The Subrecipient shall not assign this MOU or any monies due thereunder without the prior written consent of the City. 13) SUCCESSORS OR ASSIGNS Subject to the provisions of this MOU, "Hold Harmless and Indemnity Agreement," all terms, conditions, and provisions hereof shall inure to and shall bind each of the parties hereto, and each of their respective heirs, executors, administrators, successors, and assigns. 14) INSURANCE If the Subrecipient is approved through this MOU to hire a subcontractor to provide the program or service utilizing CDBG funds, and if the cost of such services is more than $5,000, the subcontractor shall obtain and maintain policies of automobile insurance, 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 the City in an insurable amount of not less than$1,000,000 each,unless a lower amount is approved by the City Attorney. This insurance shall be in force during the term of this MOU 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. The Subrecipient shall furnish certificates of insurance to the City before commencement of work. 15) AUTHORITY TO EXECUTE THIS MOU The person or persons executing this MOU on behalf of Subrecipient warrants and represents that he/she has the authority to execute this MOU on behalf of the Subrecipient and has the authority to bind Subrecipient to the performance of its obligations hereunder. IN WITNESS WHEREOF, the parties hereto have caused this MOU to be executed as of the day and year first written above. CITY OF HUNTINGTON BEACH CITY OF HUNTINGTON BEACH ASteph LIBRARY OFFICE O ZES EVELOPMENT -ceeC �I a Bev a irector of L' r4 Services Ursula Luna-Reynosa, Community Development Director Receive and File 6 City Clerk '7 i ATTACHMENT 1 PROJECT DESCRIPTION AND SCOPE OF SERVICES (AS FOUND IN 2020/21 FUNDING APPLICATION) 7 CITY OF HUNTINGTON BEACH JAN 0 9 Z 28 COMMUNITY DEVELOPMENT BLOCK GRANT 2020/2021 APPLICATION FOR NON-CONSTRUCTION/PUBLIC SERVICES ***Applications must be received by Friday,January 10, 2020 at 4:00 PM*** Please submit one original and 14 copies of the application package, including all attachments. Please review 2020/21 Application Handbook for submission instructions. CITY OF HUNTINGTON BEACH QUESTIONS: (714)37S-5186 ATTENTION: ROBERT RAMIREZ,E.D. PROJECT MANAGER ROBERT.RAM IREZ@SURFCITY-HB.oRG Community Development/Business Development 2000 MAIN STREET HUNTINGTON BEACH,CA 92648 Please be sure to read and answer all questions fully. Keep answers informative, yet concise. Only original,signed applications received by the deadline will be accepted. Postmarks will not be accepted in lieu of timely submittal. The City of Huntington Beach reserves the right to reject any or all proposals. APPLICATION CERTIFICATION—to be signed by a person with the authority to.enter into an agreement or MOU; for example,a City Department Head,CEO,or Executive Director of a Non- Profit Agency. Organization: Huntington Beach Public Library I certify that the application for Community Development Block Grant funds for 2020-2021 is true and correct. i understand additional documentation will be required if award is granted. If awarded CDBG funding, I understand that my organization will enter into a subgrantee agreement(or MOU if awarded to a City Department) and will be able to comply with HUD regulations and the City's insurance requirements, as shown in the sample subgrantee agreement, by June 1, 2020. Without entering into an agreement and having approved insurance certificates by the City Attorney, my organization will be required to forfeit CDBG funding. Name:—StephaAe Beverage Title: Director of Library Services Signatur Date: January 8, 2020 1 CITY OF HUNTINGTON BEACH Staff Use Only: COMMUNITY DEVELOPMENT BLOCK GRANT 2020/2021 HUD Matrix Code:_ APPLICATION FOR NON-CONSTRUCTION/PUBLIC SERVICES National Objective:_� Requested Amount: APPLICANT INFORMATION organization Name: Huntington Beach Public Libra Contact: AMY Crepeau AR Organization Address: , x)r71 375 5116 Contact Phone: �� Federal Tax ID Number: Contact Email: - - ""��c�t'�=hb_°rg rmation of 501C status. If awarded funds,Articles Nonprofit applicants must attach a form of confi of incorporation and listing of Board of Directors will be required. purpose of Applicants other than City Departments: Please provide the mission statement and your organization: PROPOSAL SUMMARY New Project: Yes No CDBG Grant Request Amount: 1 U grJO — Project Name: (Ja View L' er Pr m Continuation of Existing Project/Program? Yes No Please describe the project you propose to implement with City of Huntington Beach CDBG funds r'ry nd how the project will benefit the citizens of Huntington Beach: un s wI 4 be used to operate the Oa View Literacy rogram at Oa 4ew Branch which offers literacy tutoring to low-income adults in Huntington Beach to improve ability to read, write and speak English. Improved,literacy enables adults to enhance loyment skills and job prospects, help their children succeed in school, and function e fully in the community. Citizenship classes give adults the skills needed to pass citizenship exam and basic computerworkshops increase computer literacy skills essary to function in the 21 st Century. Having a literate citizenry makes a safer and more presperous community for all. 2 From the City's 2015-2019 Consolidated Plan, please specify and explain which priorities and goals are advanced by the program proposed for funding. Please also specify the page number(s)of the Consolidated Plan you reference. You may attach a supplementary page if more space is needed,but please be concise. Priority Needs begin on page 95 of the Plan,in Section SP-25. Goals begin on page 110, in Section SP-45. A link to the plan can be found in the Application Handbook or directly at http://www.huntingtonbeachca,goy/files/users/economic development/HB-2015- 2019ConsolidatedPlanAdmin.Amendment1.6.30.16.pdf. PLEASE NOTE: The City is currently updating its 5-year Consolidated Plan,so the City's Priority Needs for 2020-2024 have not been determined and will not be finalized until March 2020. Please review slides 42—51 for current survey results for 2020-2024 Priority needs at: https://www,huntingtonbeachca.goy/files/users/business/2020-2024- Consolidate-Plan-Comm unity-Meeting.pdf. Oak View Literacy Services is listed on page 95-96 of the city's 2015-2019 Consolidated Plan under Priority Community Services providing needed community services to low/moderate income persons. Oak View Literacy is also listed under Goal 7: Provide Needed Community Services to low/moderate income persons using CDBG public service funds on page 112. In addition, Oak View Literacy falls under SP-70 Anti-Poverty Strategy on page 122 which indicates the need for services that help enhance the employability of low-income persons with deficient English speaking, reading, and writing skills. PROPOSAL DESCRIPTION HUD requires that the number of persons in a household,household income,ethnicity, and female head of household information is verified. For some programs age and address is also required. Attach a copy of your client data form. If not applicable,check here: a) Will this activity serve on a City-wide basis? Yes No If not,then describe the neighborhood and/or service area where your program will be implemented and attach a map where this activity will be conducted. This project is based in the Oak View neighborhood and our outreach efforts are concentrated in that area as the need in this neighborhood is so great. The majority of our clients live in the Oak View neighborhood; however the project does accept literacy students from other areas of Huntington Beach. 3 b) if your project will serve persons who are in a "presumed benefit"category(not subjected to income verification),check here Presumed benefit: Activities that exclusively serve a group of persons in any one or a combination of the following HUD-approved categories may be presumed to benefit 51%of the residents who are low to moderate income. Since these groups are presumed to be low and moderate income, individual income verification is not required, although other client statistics will be required. HUD presumed benefit categories include: Elderly persons 62 years and older Battered spouses Homeless persons Abused children Migrant form workers Severely disabled adults Persons living with HIV/AIDS Illiterate persons(includes non-English speakers) c) For this particular project, complete the following table for the income categories of unduplicated numbers of persons or households for the years indicated: Check One: NI Persons Households 2017/18 2018/19 2029/20 2020/21 Actual Actual Estimated Projected Extremely Low Income 30%AMI 128 139 145 145 Very Low 50%AMI 52 47 40 40 Low 80%AMI 8 14 5 5 81%and above 0 0 Total all 188 200 190 190 Percent Low 140 100 100 100 Percent HB 100 100 100 100 d) Describe your organizational capacity to implement the program/project, including financial capability,staff experience,credentials, and facilities. The Oak View Literacy Program is fortunate to have long term staff commitment. The coordinator has a Masters Degree in Library and Information Science, more than 23 years of experience in adult literacy and attends national and local conferences. Oak View Literacy staff has attended the 15 hour training for literacy tutors and has had additional on the job training as well as attending local literacy conferences.Two literacy staff members have been learners themselves and have a unique understanding of the challenges of adult developing English literacy. The Oak View Literacy Program is located at Oak View Branch Library and has an extensive lending library of materials for tutoring including books and technology in addition access to the branch collection,free WiFi and computer lab.Literacy staff writes grants and the Literacy Board does fundraising events to ensure that funding is secure for literacy services. We are privileged to have a strong group of over 70 volunteers committed to the Oak View Literacy Program and through their efforts we have served 100 learners during the first quarter of the ODBG fiscal year. 4 e) Is this project a collaborative effort? Yes No If yes, please describe below. The Oak View Literacy Program is a service of the Huntington Beach Public Library and is part of the Oak View Family Resource Center Collaborative and also collaborates with Oak View Pre-School and Oak View Elementary School and CIELO. f) Please describe In detail how you establish your client's eligibility for service. Adults are eligible to register for the Oak View Literacy Program if they live in Huntington Beach, need to improve their literacy skills and are able to make the commitment to come to class every week. All participants must attend a learner orientation before they register for the program to ensure they understand the commitment and services offered. All students fill out a detailed application with staff including their address and schools. attended by their children. All students must sign a document reporting income and confirming that they live in Huntington Beach before being matched with a literacy tutor. An assessment of each adult's ability to understand, speak, read, and write English during registration demonstrates each participant's need for literacy services. g) Please identify anticipated qualitative outcomes to be achieved through the program and what methods will be used specifically to measure and evaluate such outcomes. Qualitative outcomes include an increase in participants' English literacy skills and achievement of personal goals. Learners' personal goals fall into areas such as learning to communicate with clie its or managers at work.,reading with children,communicating with teachers, learning to read and fill out forms and applications, becoming citizens and more. Staff measures initial English literacy level and identifies personal goals, completes an ESLOA and reading assessment, and oral and written language samples. Literacy volunteers turn in quarterly reports with attendance and topics covered i sessions. Literacy staff regularly checks in with all tutoring groups to address any challenges relatin to participation and progress toward meeting goals. Staff reassesses learners levels to determine changes in literacy levels and progress towards goals including an interview with the learner and a re-administration of ESLOA and reading and writing samples.All of these components assess 'progress in Engfish literacy and achievement of h'arnm goals. h) For continuing programs of all kinds(regardless of previous CDBG funding from the City of Huntington Beach), if there is a difference between 2019/2020 estimated service levels and the projected service levels for 2020/2021, briefly explain the reason for the projected difference, and explain the data used to make these projections. Projected service Ieveis are expected to be about the same as in 2019-2020. BUDGET Enter the amounts for each line item requested to be funded through the grant related to the program for which 2020/2021 CDBG funding is requested. The budget will become an exhibit to the subrecipient agreement or MOU. If the grant award is less than requested,a revised budget will be required. Add additional pages if needed to fully present your budget. Personnel costs include salaries and benefits.Under Operational Costs,identify each line item and the amounts to be funded through the grant and then enter a subtotal for total Operational Costs. Purchasing of equipment and supplies must be related directly to the delivery of services. Indicate the percentage of CDBG funds that are relevant to the total Huntington Beach activity. Specific Project Proposal—Budget Detail 2020/2021 Number of CDBG- CDBG Total Program funded staff. Personnel $10,000 $133,000 1 part time 1, Notes: otes; z. 3. a. 5. 6. Operating Costs Subtotal $4 500 PROGRAM TOTAL $137,500 Percentage of CDBG 7.2 6 Please complete the following to identify your funding resources for the program for which you are requesting 2020/2021 CDBG funding. 2017/2018 2018/2019 2019/2020 2020/2021 Actual Actual Estimated Projected CDBG Huntington Beach 9,253 10,000 110.000. CDBG—Other Cities Other Government Grants 18,600 20,000 22 000 23,500 Fund Raising q 4,500 5,000 City Fees Private Grants 2,000 2.000 2,000 2.000 TOTAL: 130,505 132 000 135,500 137,500 Due to limited funding for public services,grant awards are often for less than the requested amounts. Please describe the specific adjustments that will be made to your program In the event this should occur. Program staff will do everything possible to maintain current program levels since the demand for literacy services continues to be high. The program will continue to write grants, fundraise and solicit donations to keep our funding diverse. CDBG funding has been a crucial funding source as it allows us to cover staff levels necessary to meet the literacy needs in our community and help adults and families improve their economic circumstances. Nonprofit/Non-City applicants only: Please provide a link to a location where your organization's most recent IRS Form 990 can be found: Please indicate the total annual organizational budget for your current fiscal year(all programs): Please provide the total salary of the organization's highest compensated executive: • r 7 CDBG Eligible Block Groups 041 qfHuntington Beach ti NIP 15 '3,i3 M �wl� , P"M R I MIN �_� "..,�.a � s �" ✓x�(ram�,,1�-c-.� ���'[, f• RM 0 % IT"I -N _7 N 1 I'M, I V pw 55 P Z -1 Pll,�� TO 0--,7M,4-3 W MO 14M 1'.04 CDBG Enhancement Area ACS 5 Year 2006-2010 OWN 201OQualifyingArea City Boundary Right of Ways CAUTION Information Services Department WHEN USING THIS MAP lime Wwmn%n show heram Is a mmajeleflan fdata a=wwy 6M 1.F�iftd.*e W."Neme 1.the .".The C*ty f Haitnom atuh does ...... ....