HomeMy WebLinkAboutCommunity Development Block Grant (CDBG) - Oak View Family Resource Center Drop-In Recreation Program - Children's Bureau - 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 Resource Center Drop-In Recreation Program—Children's Bureau)
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 COMMUNITY
SERVICEES DEPARTMENT, 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 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 Eighty Thousand Dollars (S80,000.00)
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
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all 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
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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.
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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.
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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
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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
COM RVICES DEPARTMENT OFFICE OF 7ET17ELOPMENT
Chris Slama, C unity Services Director Ursula Luna-Reynosa, Community
Development Director
Receive and File
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City Clerk GI / CV-0 45
ATTACHMENT 1
PROJECT DESCRIPTION AND SCOPE OF SERVICES
(AS FOUND IN 2020/21 FUNDING APPLICATION)
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CITY OF HUNTINGTON BEACH
COMMUNITY DEVELOPMENT BLOCK GRANT 2020/2021
9.,
APPLICATION FOR NON-CONSTRUCTION/PUBLIC SERVICES
4***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)375-5186
ATTENTION: ROBERT RAMIREZ,E.D.PROJECT MANAGER ROBERT.RAM IREZ@suRFCITY-HB.oRG
OFFICE OF 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: City of Huntington Beach—Oak View Family Resource Center
I certify that the application for Community Development Block Grant funds for 2019-2020 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: Chris Slama Title: Director of Community Services
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Signature (f+�i .'� Date: / c=
CMVI-7',D
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Staff Use Only: CITY OF HUNTINGTON BEACH
COMMUNITY DEVELOPMENT BLOCK GRANT 2020/2021
HUD Matrix Code: APPLICATION FOR NON-CONSTRUCTION/PUBLIC SERVICES
National Objective:
Requested Amount:
APPLICANT INFORMATION
Organization Name:City of Huntington Beach-Qak View Family Resource Center Contact: Chris Slama
Organization Address: 2000 Main Street, Huntington Beach, CA 92648
Federal Tax ID Number: 95-6000723 Contact Phone: 714 374-1654
Contact Email: cslama@surfcity-hb.org
Nonprofit applicants must attach a form of confirmation of 501C status. If awarded funds,Articles
of Incorporation and listing of Board of Directors will be required.
Applicants other than City Departments: Please provide the mission statement and purpose of
your organization:
The City of Huntington Beach and the Children`s Bureau are committed to providing vulnerable
children, especially in the early years, the foundation necessary to become caring and productive
adults by: 1) Preventing child abuse and neglect; 2) Protecting, nurturing and treating abused
children; 3) Enhancing the potential of families and communities to meet the needs of their
children; 4) Advancing the welfare of children and families through superior programs, child
development, parent education, mental health, research and advocacy.
PROPOSAL SUMMARY
CDBG Grant Request Amount: $65,000.00 New Project: Yes X No
Project Name: Oak View FRC Drop-in Recreation Program
Continuation of Existing Project/Program? X Yes No
Please describe the project you propose to implement with City of Huntington Beach CDBG funds and how the
project will benefit the citizens of Huntington Beach:
This request for funds is for the.Oak View Family Resource Center (FRC), located in the Oak View
enhancement area. In this area, many of the families are linguistically isolated which creates a need for
specialized services. This is the only area in Huntington Beach that is identified as a Minority High
Concentration area. Specifically, these Community Development Block Grant funds will be used to
provide the after school drop-in recreation program at the FRC. Per a non-exclusive license agreement
with the City of HB, the Children's Bureau is responsible to provide after school recreation in a safe
environment, promoting healthy activity, social interaction, and FUN as an alternative to unsupervised,
unstructured, high-risk activity. If funding is awarded to the FRC, it will be used to pay for staffing for
the after school recreation program,as well as for related costs for supplies,equipment and services.
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The Oak View FRC addresses the priorities listed in the 2015-2019 Five Year Strategic Plan,
CP-1: The Oak View FRC meets the Priority Housing Need to Improve and Preserve
Neighborhood Conditions, as well as the Priority Community Development Need to Provide and
Improve Community Services for Low and Moderate Income Persons. The Oak View FRC also
addresses the Objectives in the 2015-2019 Five Year Strategic Plan, CP-6: Enhance suitable
living environments by improving the community livability. The Oak View FRC also meets the
specific performance outcome of Availability/Accessibility and Affordability by providing
programs and services to the community free of charge.
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 X 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.
While the Oak View Family Resource Center provides family services on a citywide basis, the
CDBG funding will be used to provide recreation programs and services to the residents of the
Oak View Community. The Oak View Family Resource Center is located in the heart of the Oak
View Enhancement Area and the neighborhood is comprised of very low-income residents.
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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 farm 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: X Persons Households
2017/18 2018/19 2019/20 2020/21
Actual Actual Projected Projected
Extremely Low Income 30%AMI 209 263 280 375
Very Low 50%AMI 10 25 15 15
Law 80%AMI 52 5 5 10
81%and above 0 1 0 0
Total all 271 294 300 40,0
Percent Low 100 100 100 100
Percent HB 100 100 100 100
d) Describe your organizational capacity to implement the program/project, including financial
capability, staff experience,credentials,and facilities.
Children's Bureau began providing family services and after school recreation at the Oak View
Family and Community Center in 2003, and has invested more than three decades serving the
Oak View Community. Since 1991, Children's Bureau has been the lead agency of the Oak
View Collaborative. The Collaborative provides a variety of family support and youth
development services including family advocacy, parent education classes, case management, .
health education and health access assistance, domestic violence prevention and intervention,
literacy programs, homework clubs, youth leadership programs, tutoring, community
enrichment and life skills workshops. Children's Bureau has an excellent track record providing
programs to the community to enhance the quality of life for Oak View families.
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e) Is this project a collaborative effort? X Yes No If yes, please describe below.
Children's Bureau collaborates with a variety of community partners. As the lead agency of the
Oak View Collaborative, Children's Bureau holds monthly partner meetings to coordinate
service delivery to the Oak View residents. They work closely with the County of Orange along
with several funded partners, including Interval House, The Raise Foundation, Western Youth
Services, Ocean View School District, Hoag Hospital, Olive Crest and Waymakers. Due to space
restrictions on the application, other participating organizations in the collaborative are
available upon request.
f) Please describe in detail how you establish your client's eligibility for service.
The recreation program is provided for the residents of the Oak View neighborhood and
residency is established using an initial intake of client information. The Oak View Family
Resource Center is located in the heart of the Oak View Enhancement Area and the
neighborhood is comprised of very low-income families.
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.
In addition to reporting and tracking unduplicated attendance numbers the outcome of
the program is achieved by providing working families with a safe, productive environment
for their children to participate in healthy recreational activities after school.
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h} For continuing programs of all kinds(regardless of previous CDBG funding from the City of
Huntington Beach),if there is a difference between 2020/2021 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.
Interest in the program continues to grow yet limited funding does not allow us to
accommodate all who wish to attend. There remains an unmet need for quality afterschool
programs in the Oak View area, and, therefore, we have increased our funding request. T h is
increase is also necessary to accommodate the state minimum wage
i n c r e a s e. We have also increased our 2020-21 goal to serve more children and families
based on an increase in funding.
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 8 PT 4 FT/ 10 PT 8 PT
<.Operating Costs .. .. =. - y
1. Salaries&Benefits(Children's 5,000 240,115 Notes:
Bureau program oversight)
2. Equipment&Supplies 4,000 19,720
3. Janitorial Services
6,600 0
4. Administration 1,200 55,105
5, Private Grants 0 0
G, Program Staffing(subcontract
Boys&Girls Club Recreation) 48,200 48,200
Operating Costs Subtotal 65,000 363,140
PROGRAM TOTAL 65,000 363,140
Percentage of CDB 100% 17.89%
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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 40,000 40,000 40,000 65,000
CDBG—Other Cities 0 0 0
Other Government Grants 374,951 374,951 374,951 $278,268
Fund Raising 71,575 71,575 71,575 71,575
City 0 0 0 0
Fees 0 0 0 0
Private Grants 17,567 6833 2500 2500
TOTAL: 1 504,093 493,359 489,026 $352,343
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.
Without sufficient funding we would need to reduce staffing and consequently lower the number
of participants served.
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:
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