AGREEMENT REGARDING CONDON GARDENS INCORPORATED PROGRAM
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AGREEMENT
THIS AGREEMENT is entered into this 1st day of October, 1997, by and
between the City of Clearwater, a Florida municipal corporation, having its
principal office at 112 South Osceola Avenue, Clearwater, Florida,
hereinafter referred to as the "City", and the Girls Incorporated of
Pinellas, hereinafter referred to as the "Provider".
WITNESSETH:
WHEREAS, the City has entered into an agreement with the u.s.
Department of Housing and Urban Development for the purpose of conducting a
Housing and Community Development Program (HUD) with federal financial
assistance under Title I of the Housing and Community Development Act of
1974, as amended, hereinafter called "Act"; and the Cranston-Gonzalez
National Affordable Housing Act of 1990; and
WHEREAS, the City has determined through its Fiscal Year 1997-98
Consolidated Plan of Objectives and Projected Use of Funds, which was
adopted by City of Clearwater July 17, 1997, the necessity for providing
after school care for youth; and
WHEREAS, the City desires to engage the Provider to render certain
services in connection therewith:
NOW, THEREFORE, the parties hereto agree as follows:
SECTION I:
SCOPE OF SERVICES
A. The Provider agrees to implement the Condon Gardens Girls Inc. Program,
in accordance with the projected accomplishments attached and made a
fully binding part of this Agreement, as Appendix 1, as follows:
Provide funding for program that provides recreational, educational,
and developmental after school, school holidays and summer programs for
girls in the Condon Gardens Public Housing Complex. These programs will
focus on culture and heritage; self-reliance and like skills;
leadership and community action; health and sexuality; careers and life
planning; and sports and adventure.
SECTION II:
CONDITION OF SERVICE
The Provider hereby agrees to the following:
A. The Program shall serve eligible low and moderate income persons living
primarily in Clearwater.
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B. The Provider shall maintain in its file the documentation on which
basis it determines that the project benefits low and moderate income
persons, minorities and residents of Clearwater. Such records shall
include, but not be limited to profiles identifying financial
classification, head of household, ethnicity, race and gender, or area
benefit data, as required.
C. The Provider shall maintain a citizen participation mechanism, which
will include, but not be limited to the following:
1 Logging citizen comments or complaints when received.
2. Copies of comments and/or complaints received in writing.
3.
Copies of responses to
resolutions to complaints.
complaints
and/or
explanations
of
D. The Provider shall comply with the following attachments to the Offi~e
of Management and Budget (OMB) Circular No. A-l10, "Uniform
Administrative Requirements for Grants and Agreements with Institutions
of Higher Education, Hospitals and Other Non-Profit Organizations",
incorporated by reference into this Agreement.
1.
Attachment A, "Cash Depositories" ,
concerning deposit insurance.
except for paragraph 4
2. Attachment E, "Bonding and Insurance".
3. Attachment C, "Retention and Custodial Requirements for Records",
except that in lieu of the provisions in paragraph 4, the
retention period for records pertaining to individual CDBG
activities starts from the date of expiration of this Agreement,
as prescribed in 570.507, in which the specific activity is
reported on for the final time.
4. Attachment F, "Standards for Financial Management Systems".
5. Attachment H, "Monitoring and Reporting Program Performance",
paragraph 2.
6. Attachment N, "Monitoring Management Standards", except for
paragraph 3 concerning the standards for real property and except
that paragraphs 6 and 7 are modified so that in all cases in which
personal property is sold, the proceeds shall be "program income"
and that personal property not needed by the sub-recipient for
CDBG activities shall be transferred to the recipient for the CDBG
program or shall be retained after compensating the recipient.
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7. Attachment 0, "Procurement Standards".
E. Costs incurred under this program shall be in compliance with Federal
Management Circular No. A-122, "Cost Principles for Non-Profit
Organizations", incorporated by reference into this Agreement.
F. The Provider shall abide by those provisions of 24 CFR Part 570 subpart
J, when applicable, incorporated by reference into this Agreement.
G. No expenditures or obligations shall be incurred for the program prior
to approval and release of funds from the U. S. Department of Housing
and Urban Development. Further, it is expressly understood that in the
event no funds are released from the U. S. Department of Housing and
Urban Development in connection with this Program, then the City is not
liable for any claims under this contract.
H. The Provider shall certify, pursuant to Section 109 of the Act, that no
person shall be denied the benefits of the program on the ground of
race, color, national origin or sex.
1.
The Provider agrees that to the extent that it staffs
personnel not presently employed by said party,
affirmative action in attempting to employ low income
in the City of Clearwater, particularly minority group
the Program with
it will take
persons residing
members.
J. The Provider shall comply with the provisions of 24 CFR 570.504 (c),
"Program Income", gross income directly generated from the use. of CDBG
funds. In those instances where the City allows the sub-recipient to
retain program income, these funds shall be expended for CDBG eligible
activities, previously approved by the City in accordance with the
projected accomplishments and budget descriptions attached to this
Agreement.
K. The Provider shall adhere to the applicable requirements contained in
the "Acknowledgement of Economic Development Activities", attached
hereto and made a part hereof as Appendix 2, if applicable.
L. The Provider shall comply with First Amendment Church/State principles,
as follows:
1. It will not discriminate against any employee or applicant for
employment on the basis of religion and will not limit employment
or give preference in employment to persons on the basis of
religion.
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2. It will not discriminate against any person applying for public
services on the basis of religion and will not limit such services
or give preference to persons on the basis of religion.
3. It will provide no religious instruction or counseling, conduct no
religious worship or services, engage in no religious
proselytizing, and exert no other religious influence in the
provision of such public services.
4. The portion of a facility used to provide public services assisted
in whole or in part under this Agreement shall contain no
sectarian or religious symbols or decorations.
5. The funds received under this Agreement shall not be used to
construct, rehabilitate, or restore any religious facility which
is owned by the Provider and in which the public services are to
be provided. However, minor repairs may made if such repairs are
directly related to the public services; are located in a
structure used exclusively for non-religious purposes; and
constitute, in dollar terms, only a minor portion of the CDBG
expenditure for the public services.
M. The Provider shall transfer to the City upon expiration of this
Agreement, any CDBG funds on hand at the time of expiration and any
accounts receivable attributable to the use of CDBG funds. The
following restrictions and limitations apply to any real property under
the Provider's control which was acquired or improved in whole or in
part with CDBG funds in excess of $25,000:
1. Any real property under the Provider's control must be used to
meet one of the National Objectives in the CDBG Regulations, Part
570.208 until five years or such longer period of time as
determined appropriate by the City after expiration of the
Agreement,
2. If the real property is sold within the period of time specified
above, the property must be disposed of in a manner which results
in the City being reimbursed in the amount of the current fair
market value of the property, less any portion thereof
attributable to expenditures on non-CDBG funds for acquisition of,
or improvement to, the property. Such reimbursement is required.
N. The Provider agrees that when sponsoring a project financed in whole or
in part under this Agreement, all notices, informational pamphlets,
press releases, advertisements, descriptions of the sponsorship of the
proj ect, research reports, and similar public notices prepared and
released by the Provider shall include the statement:
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FUNDED BY THE CITY OF CLEARNATER
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
In written materials, the words "CITY OF CLEARWATER COMMUNITY
DEVELOPMENT BLOCK GRANT FUNDS ADMINISTERED BY THE DEPARTMENT OF
ECONOMIC DEVELOPMENT" shall appear in the same size letters or type as
the name of the Provider.
O. The Provider shall ensure the following when entering into a sub-
contract agreement:
1. The full correct legal name of the party shall be identified.
2. The "Scope of Services" shall describe the activities to be
performed.
P. The Provider shall maintain sufficient records in accordance with 24
CFR 570.502 and 570.506 to determine compliance with the requirements
of this Agreement, the Community Development Block Grant Program and
all applicable laws and regulations.
This documentation shall include, but not be limited to, the following:
1. Books, records and documents in accordance with generally accepted
accounting principles, procedures and practices which sufficiently
and properly reflect all revenues and expenditures of funds
provided directly or indirectly by this Agreement, including
matching funds and program income.
2. Time sheets for split-funded employees who work on more than one
activity, in order to record the CDBG activity delivery cost by
project and the non-CDBG related charges.
3. How the Statutory National Objective(s) and the eligibility
requirement (s) under which funding has been received, have been
met. These also include special requirements such as necessary
and appropriate determinations, income certifications, written
agreements with beneficiaries, where applicable.
Q. The Provider is responsible for maintaining and storing all records
pertinent to this Agreement in an orderly fashion in a readily
accessible, permanent and secured location for a period of three (3)
years after expiration of this Agreement, with the following exception:
if any litigation, claim or audit is started before the expiration date
of the three year period, the records will be maintained until all
litigation, claims or audit findings involving these records are
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resolved. The City shall be informed in writing after close-out of
this Agreement, of the address where the records are to be kept.
SECTION III:
TERM OF AGREEMENT
This Agreement shall be deemed effective upon approval and release of funds
by the U. S. Department of Housing and Urban Development and being duly
executed by both parties, whichever is later.
This proj ect shall become operational as of October 1, 1997, and shall
continue through September 30, 1998.
SECTION IV:
TERMINATION
The City and the Provider agree:
A. This Agreement may be terminated by either party hereto by written
notice of the other party of such intent to terminate at least thirty
(30) days prior to the effective date of such termination.
B. This Agreement may be terminated in whole or in part, for convenience,
when both parties agree upon the termination conditions. A written
notification shall be required and shall include the following: reason
for the termination, the effective date, and in the case of a partial
termination, the actual portion to be terminated. However, if, in the
case of a partial termination, the City determines that the remaining
portion of the Agreement will not accomplish the purposes of such
Agreement, the City may terminate such in its entirety.
C. The City may place the Provider in default of this Agreement, and may
suspend or terminate this Agreement in whole, or in part, for cause.
1. Cause shall include, but not be limited to, the following:
a, Failure to comply and/or perform in accordance with this
Agreement, or any federal statute or regulation.
b. Submitting reports to the City which are late, incorrect or
incomplete in any material respect.
c. Implementation of this Agreement, for any reason, is rendered
impossible or infeasible.
d. Failure to respond in writing to any concerns raised by the
City, including substantiating documents when
required/requested by the City.
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e. Any evidence of fraud, mismanagement, and/or waste, as
determined by the City's monitoring of the subrecipient, and
applicable HUD rules and regulations.
2, The City shall notify the Provider in writing when the Provider
has been placed in default. Such notification shall include
actions taken by the City, such as withholding of payments,
actions to be taken by the Provider as a condition precedent to
clearing the deficiency and a reasonable date for compliance,
which shall be no more than fifteen (15) days from notification
date.
3.
The City
cause is
shall be
writing,
taken by
shall notify the Provider in writing when sufficient
found for termination of this Agreement. The Provider
given no more than fifteen (15) days in which to reply in
appealing the termination prior to final action being
the City.
D. Let it be further understood that upon curtailment of, or regulatory
constraints placed on, the funds of the u.S. Department of Housing and
Urban Development, this Agreement will terminate effective as of the
time that it is determined such funds are no longer available.
E. Costs of the Provider resulting from obligations incurred during a
suspension or after termination, are not allowable unless the City
expressly authorizes them in the notice of suspension or termination or
subsequently. Other costs during suspension or after termination which
are necessary and not reasonably avoidable are allowable if:
1. The costs result from obligations which were properly incurred
before the effective date of suspension or termination, are not in
anticipation of it, and in the case of termination, are
noncancelable, and
2. The costs would be allowable if the award were not suspended or
expired normally at the end of the Agreement in which the
termination takes effect.
F. Upon termination of the Agreement, the Provider and the City shall meet
to discuss the City's determination if any amounts are to be repaid to
the City or if additional amounts are due the Provider.
SECTION V:
AMENDMENTS
Any alterations, variations, modifications or waivers of this Agreement
shall only be valid when they have been reduced to writing and duly signed
by both parties. Any changes which do not substantially change the scope of
the project and/or the Project Implementation Schedule or increase the total
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amount payable under this Agreement, shall be valid only when reduced to
writing and signed by the City Administration and the Provider.
The City shall not reimburse the Provider for outlays in excess of the
funded amount of the Agreement unless and until the City officially, in
writing, approves such expenditure by executing a written modification to
the original Agreement.
SECTION VI:
METHOD OF PAYMENT
It is expressly understood and agreed that the total compensation to be paid
hereunder for actual expenditures incurred shall not exceed Twenty Five
Thousand Five Hundred Dollars ($25,500.00). Such funds must be expended
during the term of the Agreement, and any remaining balance of funds shall
revert to the City. Such compensation shall be paid in accordance with the
projected accomplishments and budget descriptions attached hereto and made a
part hereof as Appendix 1.
A. The Provider shall submit monthly requests for payment for actual
expenditures, including applicable back-up documentation, no later than
the tenth (10th) day of the succeeding month and the City will provide
reimbursement, upon approval, within ten (10) working days after
receipt of the same, if submitted by the deadline data for inclusion on
the drawdown request.
B. The City agrees to pay the Provider for expenditures incurred under
this Agreement on a monthly basis in accordance with the Budget and
Project Implementation Schedule attached hereto and made a part hereof
as Appendix 1. Line item transfers are allowable only wi thin each
component and may not exceed in the aggregate fifteen percent (15%) of
each line item without prior written approval of the City. All changes
amounting to more than fifteen perc~nt (15%) require prior written
approval.
SECTION VII:
CONFLICT OF INTEREST
The Provider covenants that no person, under its employ who presently
exercises any functions or responsibilities in connection with Community
Development funded activities, has any personal financial interests, direct
or indirect, in this Agreement. The Provider covenants that in the
performance of this Agreement, no person having such conflicting interest
shall be employed. The Provider covenants that it will comply with all
provisions of 24 CFR 570.611 "Conflict of Interest", and the State Statutes
governing conflicts of interest. The Provider shall disclose, in writing,
to the City any possible conflicting interest or apparent impropriety that
is covered by the Above provisions. This disclosure shall occur immediately
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upon knowledge of such possible conflict. The City will then render an
opinion which shall be binding on both parties.
SECTION VIII:
INDEMNIFICATION AND INSURANCE
The Provider shall indemnify and hold harmless the City from any and all
claims, liability, losses and causes of action which may arise out of the
Agreement. The Provider shall pay all claims and losses of any nature
whatsoever in connection therewith and shall defend or pay to defend all
suits brought against the City, when requested, and shall pay all costs and
judgements which may issue thereon.
Automobile and vehicle coverage shall be required when the use of
automobiles and other vehicles are involved in any way in the performance of
the Agreement.
The Provider shall submit to the City an ORIGINAL Certificate of Insurance.
All liability insurance coverage shall be approved by the City's Risk
Management Office prior to the release of any funds under this Agreement.
Generally, the amount of coverage necessary would be at a minimum of
$300,000.
Further, in the event evidence of the required insurance is not forwarded to
the Risk Management Office within thirty (30) days after the execution of
this Agreement, this Agreement may be terminated at the City's option and
any payments then due may be permanently withheld by the City and the City
will have no further obligation under this contract or any subrecipient
contract.
SECTION IX;
REPORTING AND EVALUATION REQUIREMENTS
Maintaining credibility for the community development effort rests heavily
on the ability to produce an impact in low/moderate income areas, through
progress in accomplishing scheduled activities. An effective method for
maintaining proj ect progress against a previously established schedule is
through project evaluation and reporting, which will consist of both written
reports and staff discussions on a regular basis. The Provider also assures
prompt and efficient submission of the following:
A. Monthly Reports are due no later than the tenth (10th) day of the
succeeding month and shall include the request for payment when
applicable. Contents of the Monthly Report, attached hereto and made a
part hereof as Appendix 3, shall include but not necessarily be limited
to the following:
1. The Narrative Report Form
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2. The Financial Surrunary Form, which shall include the request for
payment and documentation, as applicable.
3. The Client Profile Form
B, Final Evaluation. Within twenty (20) days of contract completion, a
final report documenting how the Statutory National Objective and the
eligibility requirements were met, must be submitted by the Provider to
the City's Economic Development Department for review and approval.
The contents of same shall include a cumulative total of the data
submitted during the program's operation. Further, such report shall
include statistical findings which depict program efficiency; i.e., the
number of dollars spent, including non-CDBG funding sources, to render
actual service to program recipients, and an overall evaluation of the
program's effectiveness, and quanti tati ve results, The final report
will be evaluated and the Provider will be notified if additional data
is necessary or that the project/activity is considered "closed-out".
Other Reporting Requirements may be required by the City in the event of
program changes, need for additional information or documentation and/or
legislation amendments. The Provider shall be informed, in writing, if any
changes become necessary.
Reports and/or requested documentation not received by the due date, shall
be considered delinquent, and may be considered by the City as sufficient
cause to suspend CDBG payments to the Provider.
SECTION X:
AUDIT AND INSPECTIONS
At any time during normal business hours and as often as City and/or Federal
Government representatives may deem necessary, there shall be made available
to representatives of the City and/or the Federal Government an opportunity
to review, inspect or audit all records, documentation, and any other data
relating to all matters covered by the Agreement.
An annual organization audit shall be submitted to the City 120 days after
the end of the Provider's fiscal year. The audit shall be performed in
accordance with OMB Circular A-110 Attachment F, OMB Circular A-133 or OMB
Circular A-128, as applicable. If this Agreement is closed-out prior to the
receipt of an audit report, the City reserves the right to recover any
disallowed costs identified in an audit after such close-out.
SECTION XI: COMPLIANCE WITH LOCAL, STATE & FEDERAL REGULATIONS
The Provider agrees to comply with all applicable federal regulations as
they may apply to program administration. Additionally, the Provider will
comply with all state and local laws and ordinances hereto applicable.
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SECTION XII:
ADDITIONAL CONDITIONS AND COMPENSATION
It is expressly understood and agreed by the parties hereto that monies
contemplated by this Agreement to be used for compensation originated from
grants of federal Community Development Block Grant funds, and must be
implemented in full compliance with all of HUD's rules and regulations.
It is expressly understood and agreed that in the event of curtailment or
non-production of said federal grant funds, that the financial sources
necessary to continue to pay the Provider compensation will not be available
and that this Agreement will thereby terminate effective as of the time that
it is determined that said funds are no longer available.
In the event of such determination, the Provider agrees that it will not
look to, nor seek to hold liable, the City or any individual member of the
City Commission thereof personally for the performance of this Agreement and
all of the parties hereto shall be released from further liability each to
the other under the terms of this Agreement.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by their duly authorized officials on the day and date first above
indicated.
GIRLS INCORPORATED OF PINELLAS
BY~~
PL~~~~/C POL
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/Dj/blj7
Date
ATTEST:
p~ i,?/),~_~
Secretary
I D II () /17
Date
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Countersigned:
I
Rita G
Mayor-Commis
Approved as to form & legal
sufficiency:
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[~stan""'tPor [Interim]
City Attorney
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CITY OF CLEARWATER, FLORIDA
BY~
Michael J. Roberto
City Manager
Date
ATTEST:
~~~ A.a
Cynthi Goude_au
City C er; ~J?-?
Date /
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LEVERAGE WORKSHEET
PRQJECT BUDGET SUMMARY SHEET
Funding Year 1997-1998
Agency: Girls Inc. of Pinella~ - Public Services
Project Title:
Category Category Breakdown Amount Other Punds Other Punding Sources Total Funds
Number Requested Proposed/Committed
1 Salaries and Pringe Benefits $25,500 $36,960 JWB Contract $60,460
2 Space Rental $1 , ()()() JWB Contract $1 , ()()()
3 Security $575 Pund Raising $575
4 Utilities $3,065 Fund Raising $2,915
5 Transportation $6,375 Private Punding $6,375
Sybil Kennedy Int.
6 Property & Liability Ins. $2,1 00 Private Punding $2,100
Sybil Kennedy Int.
7 Printing/Advertising $475 Private Punding $475
Sybil Kennedy Int.
8 Program Expenses $1,200 $600 Pund Raising & $1,800
Private Punding
9 Other Operating Expenses $450 Private Punding $450
Sybil Kennedy Int.
Grand Total: $~.50Q. $78,300
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GOAL AND PROGRAM IMPLEMENTATION SCHEDULE
Funding Year: 1997 - 1998
PROJECT NAME:
Organization: Girls Incorporated of Pinellas
Planned Implementation Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Steps
--- --- --- --- --- --- --- --- --- --- --- --
1. Program Advertising/ X x
Brochure Dist.
2. Participant Sign- Up x x x x x
(Primary)
3. Staff Training x x x x x
4. Program Activities (days) 23 18 21 21 20 22 22 20 19 22 19 21
5. Client Satisfaction x x x x
Surveys/
Program Evaluation
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PRODUCER THIS CERTIFICATE IS r SUED AS A MATTER OF INFORMATION
COMEGYS INSURANCE CORNER ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
COMPANIES AFFORDING COVERAGE
POBOX 60309
ST PETERSBURG
FL 33784
COMPANY
A
I COMPANY
! CO:PAN~-
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1 COMPANY
D
RELIANCE
INSURED
GIRLS INCORPORATED OF
PINELLAS
7700 61ST ST NO
PINELLAS PK FL 33781
THE FCC I FUND
TYPE OF INSURANCE
POLICY NUMBER
POLICY EFFECTIVE POLICY EXPIRATION LIMITS
DATE (MMIDD/YY) DATE (MMIDD/YY)
07/11/97 07/11/98 GENERAL AGGREGATE $2, 000, 000
, PRODUCTS. COMP/OP AGG $INCLUDED
PERSONAL & AnV INJURY $1,000,000
EACH OCCURRENCE $1, 000, 000
FIRE DAMAGE (Anyone fire) $ 50,000
MED EXP(Any one person) $ 5,000
7/11/97 7/11/98 500,000
, COMBINED SINGLE LIMIT $
BODILY INJURY $
(Per person)
I BODILY INJURY $
(Per accident)
PROPERTY DAMAGE $
AUTO ONLY. EA ACCIDENT
OTHER THAN AUTO ONLY:
EACH ACCIDENT
AGGREGATE
EACH OCCURRENCE
AGGREGATE
1/01/97 1/01/98
EL EACH ACCIDENT $ 500,000
EL DISEASE-POLICY LIMIT $ 500,000
EL DISEASE.EA EMPLOYEE $ 500,000
GENERAL LIABILITY
X COMMERCIAL GENERAL LIABILITY
CLAIMS MADE. 00 OCCUR
OWNER'S & CONTRACTOR'S PROT
JK2833286
AUTOMOBILE LIABILITY
ANY AUTO
ALL OWNED AUTOS
X SCHEDULED AUTOS
X HIRED. AUTOS
X NON-OWNED AUTOS
JK2833286
GARAGE LIABILITY
ANY AUTO
UMBRELLA FORM
OTHER THAN UMBRELLA FORM
WORKERS COMPENSATION AND
EMPLOYERS' LIABILITY
001WC97A25618
THE PROPRIETOR!
PARTNERS/EXECUTIVE
OFFICERS ARE:
OTHER
INCL
EXCL
DESCRIPTION OF OPERATlONSILOCATlONSNEHICLESISPECIAL ITEMS
CITY OF CLEARWATER IS NAMED AS AN ADDITIONAL INSURED
CITY OF CLEARWATER
POBOX 4748
CLEARWATER
FL 34617