HomeMy WebLinkAboutCommunity Development Block Grant (CDBG) - Senior Services Care Management - 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)
(Senior Services Care Management)
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
SERVICES 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 Forty-Four Thousand Dollars
($44,000.00) for the Scope of Services, as outlined in the Subrecipient's
application to the City for CDBG funds, incorporated herein by reference. The
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Subrecipient shall furnish 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 perfonnance 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
COMM NITY S VICES DEPARTMENT OFFICE OF BUS SS 7LOPMENT
Ld
Chris Slama, Community Services Director Ursula Luna-Reynosa, Community
Development Director
Keiceive and File
6 CUt,!
City4(Cle .WO
ATTACHMENT 1
PROJECT DESCRIPTION AND SCOPE OF SERVICES
(AS FOUND IN 2020/21 FUNDING APPLICATION)
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CITY OF HUNTNGTOmBEACH
COMMUNITY DEVELOPMENT BLOCK GRANT 1
APPLICATION FOR 9W00-CONSTRQCTOm/P0BUC SERVICES
***Applications must be received bwFriclaV/JanuarV 10' 2020 at/U:00 PM*** |
Please submit one original and 14 copies of the application package, including all attachments. Please �
review 2D20/21 Application Handbook for submission instructions. /
CITY opHumnmsrowBEACH QUESTIONS: (714)375-5186 i
ATTENTION: ROBERT RAKAIREZ,E.0.PROJECT MANAGER !
Community Denelopmewt/BudneusDene\mpnnent !
3000 MAIN STREET '
'
HumnwGTOm8s»Co [&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 beaccepted. 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 mryNUU; for example,a City Department Head,CEO,or Executive Director ofa Non-
Profit A0enry. /
Organization: Hu !
|certify that the application for Community Development Block Grant funds for 2020-2021is true and �
correct. | understand additional documentation will be required if award is granted. if awarded
CDBG funding, | understand that my organization will enter into a xubQrantee agreement(or W40U if
awarded to a City Department) and will be able ho comply with HUD regulations and theC}tv/s
insurance requirements, as shown in the sample uub8ran1ee agreement, by June 1,
3020. Without entering into un agreement and having approved insurance certificates by the City
Attorney,my organization will be required to forfeit CDBGfunding.
Nanme. Chris$|amo Title: Director of Community Services
Signature: Date: /
-ZTj������,� ����
AN 0 9 20N
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 Senior Center Contact: Randy Pesqueira
Organization Address: 18041 Goldenwest St, Huntington Beach CA 92648
Federal Tax ID Number: 95-6000723 Contact Phone: 714-536-5543
Contact Email: rpesqueira@surfcity-hb.org
Nonprofit applicants must attach a form of confirmation of SO1C 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:
NA
PROPOSAL SUMMARY
CDBG Grant Request Amount: $44,000 New Project: _Yes X No
Project Name: City of Huntington Beach Senior Center-Care Management
Continuation of Existing Project/Program? X Yes No
Please describe the project you propose to implement with City of Huntington Beach CDBG funds
and how the project will benefit the citizens of Huntington Beach:
Senior Center Care Management(CM)assists 400+at-risk older adults in HB through calls,office &home
visits yearly. CM consults with families&caregivers In addition to working with services providers to help
address unmet needs of older HB adults.CM promotes safe aging in place while helping maintain or
improve quality of life. Services focus on: nutrition,home safety, mobility, social support&emotional
wellbeing. Direct services include: assessment,care planning,education, advocacy, benefits review,
home delivered meals assessment&coordination,minor home repairs,emergency&supplemental nutrition,
friendly visors&callers, information&referrals on aging issues. CDBG historically funds two half-time
positions which account for services to approximately 165 unduplicated older adult residents.
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Frorn the City's 2015-2019 Consolidated Plan, please specify and explain which priorities and goals are
advanced by the program proposed for funding. Please also specify the page number($)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.gov/files/users/economic development/HB-2015-
2019ConsolidatedPianAdmin.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.gov/files/users/business/2020-2024-
Consolidate-Plan-Community-Meetine.pdf.
The Consolidated Plan priorities&coinciding goals advanced by Care Management are:
Priority: Special Needs Populations
Priority Level: HIGH
Population Seared: Elderly/Frail Elderly
Goals Addressed: (p. 110-111)#4: Support social services agencies that assist special needs populations
Priority: Priority Community Services
Priority Level: HIGH
Population served: Extremely low, low, moderate
Goals Addressed: (p.110-111)#7 Provide needed community services to low/mod persons
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? X 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.
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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 X
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 X 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 2019120 2020/21
Actual Actual Estimated Projected
Extremely Low Income 301a AMI 294
Very Low 50%AMI 46
Low 80%AMI 28
81%and above 13
Total all 381 `fog 375 400
Percent Low 96% i
Percent HB 100% 100% 100% 100%u
d) Describe your organizational capacity to implement the program/project, including financial
capability, staff experience,credentials,and facilities.
City of Huntington Beach,Senior Services(Senior Center)has served older adults since 1977. Care
Management is a program of the Senior Center in Central Park.Care Managers work in collaboration
with professional providers,well trained volunteers and philanthropic organizations throughout the
community, providing vital support to older adults.
Care Management Team, lead by a social worker with an MS in Gerontology and 22 years of experience,
meets the standards of the profession and complies with state and federal laws regarding
non-discrimination in the provision of services.Half-time Care Managers have various degrees and
certificates and 5-20 years of experience in the Human Services field.All participate in continuing education
to remain up to date on current trends, services,needs and rules regarding aging services.
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e) Is this project a collaborative effort? X Yes No If yes, please describe below.
Care Management collaborates with various local,county, non-profit and for profit entities to help address the
unmet needs of older adults.The following is a partial list: HB Council on Aging,Adult Protective Services,
OC Health Care Agency, Meals on Wheels OC,Alzheimer's Service Center, Community Legal Aid SoCal,
Assistance League/DremCatchers, Believe in Miracles OC, Surf City Rotary Club,various faith based
organizations,AR Mobility, in-home care agencies,local assisted living facilities, City departments such as
Fire, Code Enforcement, Water and Finance.
f} Please describe in detail how you establish your client's eligibility for service.
Eligibility for services is determinde by age and residency. Clients sign a self-certification form indicating
their Huntington Beach residency and birthdate indicating they are 62 years or older.Care Managers
provide services in person at the Senior center or at the clients HB home.
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.
Performance outcome measures surveys are completed every 5 years.The most recent survey produced
the following significant result: 95%of respondents recognized Care Management has helped
improve their situation&helped them to continue to live at home.
From the survey, the following are percentages who received services with the outcomes listed.
7 1%information & referral: better connected to supportive services
64% holiday services(meals/gifts):increased sense of community&socialization
55% Home Delivered Meals: improved access to nutrition and human contact on a daily basis
38%emergency response systems:safer home environment&access to emergency care
35%mobility equipment:increased mobility&safety at home
25%social and emotional support: increase socialization and connection to community
25%other nutritional support: increased access to nutrition
13% home improvement services:improved home safety
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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 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.
The City's over 65 population is about*37,000 or 18%and continues to increase.With level funding and
staffing, Care Management will continue to serve approximately the same number of people
with slight increases each year.The entire Care Management team serves about 375 unduplicated persons
each year.
*www.huntingtonbeachea.gov/business/demographics/com munity-profile/
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 44.000 724,245 2 PT FTE .94
1. Notes:
Utilities 500
2.
Equipment& Supplies 9,988
3.
Repairs & Maint. 3,250
4.
Other Contract 31,086
5.
Other Expenses 2,500
6.
Operating Costs Subtotal
47,324
PROGRAM TOTAL 44,000
771,568
Percentage of CDBG
5.70%
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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 27,704 39,043 44,000
CDBG—Other Cities 0 0 0
Other Government Grants-ocrASMP 143,769243,710 246,485 253,735
Fund Raisin A1111xh) , -
g (I 29,640 33,990 36,050
Cityof HB -GF 198,348 256,981 ---2-7-3--,413 280,583
Fees 0 0 0
Private Grants (HOAG,MealsMans:Ocmemoiial 110,791 100,103 155,645 157,200
TOTAL: 496,552 669,477 751,4 33 771,568
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.
Reduced CDBG funding could lead to staff hours being cut. This would result in fewer persons
served or a reduction in the types of services provided to at-risk older adult Huntington Beach residents.
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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(ail programs):
Please provide the total salary of the organization's highest compensated executive:
$
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