HomeMy WebLinkAboutPARKS, RECREATION & COMMUNITY SERVICES AGENCY (SENIOR HEALTH & NUTRITION PROGRAM) - 2010C NSURANCE NC; RE::: `.F
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A-2010-066-05
CDBG PUBLIC SERVICES
MEMORANDUM OF UNDERSTANDING
WITH THE PARKS, RECREATION AND COMMUNITY SERVICES AGENCY
THIS CDBG PUBLIC SERVICES MEMORANDUM OF UNDERSTANDING
("MOU") is made as of the 1st day of July, 2010, by and between the City of Santa Ana, a
charter city and municipal corporation ("City") and the Parks, Recreation and Community
Services Agency ("Subrecipient").
RECITALS
A. City has received an award of Community Development Block Grant ("CDBG")
funds from the Department of Housing and Urban Development.
B. Subrecipient is an entity of City and is engaged in administration of City's overall
CDBG program and seeks to provide the services described in "Exhibit A," in accordance with
the schedule of performance included therein, hereinafter referred to as "said Program".
Subrecipient represents that it is qualified and willing to operate said Program and certifies that
the activities carried out with funds provided under this Agreement will meet one or more of the
CDBG program's National Objectives (24 CFR Part 570.208).
C. City has approved the issuance of CDBG funds, in an amount not to exceed
$56,000, to Subrecipient for these services.
NOW, THEREFORE, in consideration of performance by the parties of the promises,
covenants and conditions herein contained, the parties hereto agree as follows:
1. Subrecipient's Services.
A. Statement of the Work. Subrecipient shall utilize City's CDBG funds to
provide for its administration of City's overall CDBG program and support of its Program as
described in Exhibit A.
B. Standard of Care. As a material inducement to City to enter into this
MOU, Subrecipient hereby represents and warrants that it has the experience necessary to
undertake the services to be provided as set forth in Exhibit A.
C. Compliance with Laws. All services rendered hereunder by Subrecipient
shall be provided in accordance with all ordinances, resolutions, statutes, rules and regulations of
City and any federal, state or local governmental agency having jurisdiction at the time service is
rendered. This MOU is subject to and incorporates the terms of the Housing and Community
Development Act of 1974, as amended; 24 Code of Federal Regulations ("CFR") Chapter V,
Part 570; City's CDBG Program Guidelines; and all amendments or successor regulations or
guidelines thereto ("CDBG Regulations").
2. Term of MOU. Subrecipient shall provide its services under this MOU for a 12
month period commencing on July 1, 2010 through June 30, 2011.
3. Budget. Subrecipient agrees to complete said Program on or before June 30,
2011 and to use said funds to pay for necessary and reasonable costs allowable under the federal
law and regulations to operate said program. Other allowable program costs are detailed in the
Budget, as set forth in "Exhibit B," attached hereto and by this reference incorporated herein.
Subrecipient shall use all income received from said funds only for the same purposes for which
said funds may be expended pursuant to the terms and conditions of this Agreement. No
budgetary changes shall occur without City's prior approval. Subrecipient hereby certifies and
agrees that it will not use funds provided through this Agreement to pay for entertainment, meals or
gifts.
4. Compensation. Upon compliance with specified performance requirements, City
shall reimburse Subrecipient an amount not to exceed $56,000, which shall constitute full and
complete reimbursement for the implementation of this MOU. The parties understand and agree
that such reimbursement, if any, shall be conditioned upon receipt of such funds by City from
HUD and shall not be a charge on any other funds of City. The CDBG Funds shall be disbursed
by City to Subrecipient on a quarterly basis on or before the 15th of each of the following months
(October, January, April and July) subject to and upon receipt and approval of a complete
quarterly activity report from Subrecipient, with the final payment subject to the satisfaction of
the condition precedent of submittal of complete reporting information due on or before July 15
of the applicable funding year, as hereinafter more fully set forth. Subrecipient shall be obligated
to perform such duties as would normally extend beyond the term, including but not limited to
obligations with respect to indemnification, audits, reporting, data retention/reporting, and
accounting. Failure to provide any of the required documentation and reporting will cause City
to withhold all or a portion of a request for reimbursement, or return the entire reimbursement
package to Subrecipient, until such documentation and reporting has been received and approved
by City.
5. Program Evaluation and Review/ Common Rule. Subrecipient shall make
performance, financial and all other records pertaining to this MOU available to all City and
HUD personnel. City and HUD personnel may inspect and monitor Subrecipient's facilities and
program operations, including the interview of Subrecipient's staff and program participants.
Subrecipient agrees to submit to City or HUD all data necessary to complete the Annual Grantee
Performance Report in accordance with HUD requirements and in the format and at the time
designated by City or HUD Project Directors or their designees. Pursuant to CFR 85.40(a), the
City manages the day-to-day operations of each grant and subgrant supported activities. City
staff has detailed knowledge of the grant program requirements and monitors grant and subgrant
supported activities to assure compliance with Federal requirements. Such monitoring covers
each program, function and activity and performance goals are reviewed periodically.
6. Non-Discrimination and Equal Employment Opportunity. In the performance
of this MOU, Subrecipient shall not discriminate against any employee, subcontractor or
employment applicant because of race, color, creed, religion, sex, marital status, national origin,
ancestry, age, physical or mental disability, medical condition or sexual orientation.
Subrecipient will take affirmative action to ensure that employees are treated without regard to
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their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or
mental disability, medical condition or sexual orientation.
7. Record Keeping/Reporting. Subrecipient shall keep and maintain complete and
adequate records and reports to assist City in meeting and maintaining its record keeping
responsibilities under the CDBG Regulations, including the following:
(1) Records
a. Documentation evidencing program income requirements in
conformity with 24 CFR 570.504(b((2)(i), (ii) and 24 CFR 570.503(b)(3) and 24
CFR 570.208(a)(2)(B) of the income level of persons and/or families participating
in or benefiting by the Program.
b. Documentation of the number of persons and/or families participating
in or benefiting by the Program.
c. Household information shall include number of persons, identification
of head of household, race/ethnicity, and income verification.
d. Documentation of all CDBG Funds received from City.
e. Documentation of expenses as identified in the Budget Proposal,
including evidence of incurring the expense, invoices for goods or services, copies
of any and all contracts or documentation pertaining to costs for subcontractors,
plus all other invoices for which CDBG Funds were expended, and any payments
therefor.
f. Any such other related records as City shall reasonably require or as
required to be maintained pursuant to the CDBG Regulations.
(2) Reports
a. Payment Request. Concurrently with the submittal of each
quarterly report, on or before the 15th day of October, January, April and
July, Subrecipient shall submit both: an original invoice and true copies of
invoices, receipts, agreements, copies of any and all contracts or documents
pertaining to costs for subcontractors or other documentation supporting
and evidencing how the CDBG Funds have been expended during the
applicable quarter.
b. Quarterly Activity Report: Subrecipient agrees to keep monthly records of all
ethnic and racial statistics of persons and families benefited by Subrecipient in the
performance of its obligations under this Agreement, including, but not limited to, the
number of low and moderate income persons and households assisted in accordance with
federal income limits, the number of female heads of households assisted, new program
information and year-to-date program statistics on expenditures, caseload and activities.
Failure to provide any of the documentation and reporting will cause City to withhold all or
a portion of a request for reimbursement or return the entire reimbursement package to
Subrecipient until such documentation and reporting has been received and approved by the
City.
8. Revenue Disclosure Requirement. Subrecipient shall make available all books
and records pertaining to each project or business activity that is funded by CDBG Funds under
this MOU for inspection and audit by HUD's representatives, upon request, at any time during
the term of this MOU and during a period of 5 years thereafter. All such books and records shall
be maintained by Subrecipient at a location in Orange County. Failure of Subrecipient to comply
with the requirements of this section shall constitute a material breach for which City may
terminate or suspend this MOU.
9. Audit Report Requirements. Subrecipient agrees that if Subrecipient receives Five
Hundred Thousand Dollars ($500,000.00) or more in federal funds, Subrecipient shall have an
annual audit conducted by a certified public accountant in accordance with the standards as set
forth and published by the United States Office of Management and Budget. Subrecipient shall
provide City with a copy of said audit by October 1 of the year following the program year in
which this Agreement is executed.
10. Termination. This Agreement may be terminated in the following manner for the
following reasons: (a) on thirty (30) days' written notice by either party; (b) upon five (5) days'
written notice for violation of Federal Laws governing the use of CDBG Funds by Subrecipient;
(c) terminated for convenience in accordance with 24 CFR 85.44; and (d) terminated due to the
non-performance of Subrecipient and/or failure of Subrecipent to perform the work described in
Exhibits A and B or failure to meet the performance standards and program goals set forth therein.
In the event of any such termination, Subrecipient shall only be entitled to reimbursement for
approved expenses incurred to the effective date of termination and any and all funds not used
must be returned to City per the paragraph below.
11. Reversion of Assets. Upon the expiration of this Agreement, Subrecipient shall
transfer to City any CDBG funds on hand at the time of the expiration of this Agreement as well as
any accounts receivable attributable to the use of CDBG funds. [24 CFR 570.503(b)(8).]
Disposition of real property or equipment shall be resolved pursuant to City guidelines.
Subrecipient's obligations and responsibilities set forth in this paragraph and in the
"Termination" clause and other requirements pertaining to program income shall not be affected
by the termination of this Agreement and shall survive the date of termination of this Agreement
for such period of time as City and/or HUD deems necessary for the responsibilities, duties and
obligations to be performed and completed to the satisfaction of City and HUD.
4
12. Exhibits. All documents referenced as exhibits in this MOU are hereby
incorporated in this MOU, including Exhibits A, A-1, B, B-1 and C.
13. Entire Agreement. This MOU, and all other documents incorporated herein by
specific reference, represent the entire and integrated agreement between City and Subrecipient.
This MOU supersedes all prior oral or written negotiations, representations or agreements. This
MOU may not be amended, nor any provision or breach hereof waived, except in a writing
signed by the parties that expressly refers to this MOU.
5
IN WITNESS WHEREOF, the parties have executed this Memorandum of
Understanding as of the date first written above.
ATTEST:
By: : /A,.
Maria D. Huizar
Clerk of the Council
CITY OF SANTA ANA
By: aid, t?'..r...._ __
David N. Ream
City Manager
APPROVED AS TO FORM:
JOSEPH W.FLETCHER
City Attorney
By:
Lisa E. Storck
Assistant City Attorney
"SUBRECIPIENT"
CITY OF SANTA ANA
PARKS, RECREATION AND
COMMUNITY SERVICES AGENCY
By: w
Name: Gerardo
Title: Executive
6
Exhibit A & B
CDBG 2010-2011
APPLICATION FORM
I.
A.
B.
C.
D.
E.
II.
A.
B
C.
Ill.
A.
B.
C.
D.
e.
IV.
ORGANIZATIONAL
Department Name:
Proposed Program Name:
Mailing Address:
Service Address(es):
Contact Name:
Title:
Telephone:
Fax:
E-Mail:
City of Santa Ana Parks Recreation and Community Services Agency
Senior Health and Nutrition Program
P.O. Box 1988, Santa Ana CA 92702
2201 W. McFadden Ave 424 W. Third St. Santa Ana 1618 W. 1a Street
Jenny Rios
Recreation Superintendent
714-571-4228
714-836-8230
rios santa-ana.or
SERVICE AND FUNDING
How many unduplicated individuals (both Santa Ana residents and Non-Santa Ana residents) will 885
this program plan to serve during 2010-2011?
Of the number from 11.A. how many will be City of Santa Ana-residents? 885
Amount of CDBG funding requested for FY 09-10: (If this application is an electronic version the $56,000
blank will automatically fill in once Attachment 2 is completed)
HISTORY 2008-2009 2007-2008 2006-2007
Total people served by the proposed program
Of III.A. number of Santa Ana residents o a o
Of III.B. number of Low-/Moderate-Income Santa Ana residents
Total expense of the proposed program
Total amount of Santa Ana grants received for this program.
PROGRAM DESCRIPTION-DETAIL
In the space below, describe the program. List the specific services that will be provided with CDBG funds (max.
cnar. zuuu)
The Senior Health and Nutrition Program is a two-pronged approach to alleviating poor nutrition and isolation among the
vulnerable 60+ population in Santa Ana by providing healthy meals Monday through Friday and by connecting seniors to
other services they may be in need of. The purpose of the program is to improve the quality of life for older adults and
their families by creating a safety net of health, nutrition, and supportive services designed to enhance their
independence, well being, and dignity.
The Senior Center Lunch Program component provides a focal point for seniors where they can come together in a
supportive environment for a well-balanced noon meal. The senior center environment offers a comfortable, accessible
link to other services and activities that keep seniors active and fit. The Senior Center Lunch Program also keeps
seniors connected to resources in the community by linking the seniors to the many services offered at the senior
centers. The Senior Center Lunch Program alleviates poor nutrition among low-income elderly, reduces social isolation,
and provides a hot nutritious lunch in a safe and friendly environment. This component is offered at three sites, including
Santa Ana Senior Center, Southwest Senior Center, and Vietnamese Community Center, all of which are located in
Santa Ana.
The Home Delivered Meals component provides basic food and nutrition for seniors who are frail, isolated, and
homebound. This component includes home delivered meals, case management, in-home services (personal care,
homemaking, and chores), home safety checks, a friendly visitor program, daily contact with meal delivery drivers, and
other services as needed. Participants receive 3 meals per day, 5 days per week and are assigned a case manager to
help coordinate their care and meet their needs.
o a o
0 0 0
0 0 0
0 0 0
Exhibit A & B
V. OUTCOME PERFORMANCE
What is the intended outcome or the proposed program (max. cnar. luuu)
Goal #1: To address the problem of poor nutrition among low income elderly (Santa Ana residents 60+).
Objective: 600 unduplicated Santa Ana residents ages 60+ will be offered a meal Monday through Friday throughout the
year at Santa Ana Senior Center, Southwest Senior Center, and Vietnamese Community Center which will create a
safety net of health, nutrition, and supportive services.
Goal #2: To provide nutritional meals for older adults in Santa Ana who are frail, isolated, and homebound.
Objective: 285 seniors will receive breakfast, lunch, and dinner Monday through Friday in the Home Delivered Meal
program, to improve the quality of life for older adults.
Goal #3: Increase the number of 60+ Santa Ana residents who have not previously received services at one of the two
City-operated senior centers by 100 and connect them to various resources and services, including the nutrition program.
Objective: Conduct outreach via presentations and flyers to churches, mobile homes, schools, senior housing
communities, and neighborhood associations meetings. This outreach will educate the community about the services
available at the senior centers at no cost to 60+ Santa Ana residents so that those in need can be connected to the
services that will enable them to lead healthy, satisfying lives.
VI. OUTCOME MEASUREMENT-STANDARD
vvnat is the DencnmarK Tor success or citents-e vvnat is the success rater uiscuss reasons ror non-success.
The success of the program can be seen on a daily basis as we are able to keep older adults in the comforts of their own
homes safely and independently. When a participant is referred to the Program an intake form is completed including a
questionnaire on nutritional risk. The nutritional risk is re-evaluated annually as long as the participant is active in the
program. Besides meeting nutritional needs, the program offers social connections and linkages to other needed services
that will help maintain the quality of life for seniors. A goal of 90% success rate for connecting seniors to needed services
is anticipated. Additionally, 100 new seniors who have not previously received services will be registered and connected
to needed services and their participation and linkage to services will be documented by center staff.
VII. OUTCOME MEASUREMENT-TOOLS
vvnat evaluation tools are usea to measure the success or participants'r (max. char. zuuu)
Site Managers are responsible for the day to day operations at the Senior Center Lunch Program locations. The Site
Manager reports daily the number of meals served and the number of seniors served. The Site Manager is also able to
connect the participants to a variety of supportive services in the community through information and referral. The
connections are logged and maintained to demonstrate successful linkages.
Drivers submit a report daily of the number of meals they delivered and the number of seniors they delivered to. Case
Managers complete Well-being and Supportive Service Assessments at initial entry into the program and on an annual
basis while the older adult is receiving services. These assessments measure and track isolation, depression, well-
being, hospitalizations, nutritional risk, and utilization/referral to supportive services.
Senior Center staff will be responsible for completing registration cards for all new seniors and maintaining daily
attendance at both centers as well as connections to needed services for all seniors served for new and continuing
participants.
4
(If more lines are needed for additional staff, please create a separate page with the same format to list the remaining
personnel. Label it 5.A)
List all individuals working Place an
on the proposed program
List qualifications to perform these "X" for
by Name and Title. List activities that they will perform.
activities whom will
(include both Admin and be CDBG
Program Staff) funded
Site Manager will be responsible for Potential applicant must be bilingual
Program Coordinator (2) the day to day operation of the lunch to communicate with seniors; be
(Site Manager) Vacant program; place monthly lunch orders; well organized; has experience in x
Santa Ana Senior Center collect registrations forms; maintain food services or has basic
Southwest Senior Center daily attendance; submit weekly knowledge of food services (must
reports; collect donations and deposit be able to complete food service
funds directly to bank; recruit certification within two months of
volunteers; work with center staff on employment); communicate well
special events to engage seniors. with senior center staff; self
motivated; able to work with
community partners.
SPL will be responsible for senior Ability to work with older adults; has
Senior Program Leader (2) center outreach; contact local basic knowledge of community
Vacant churches, mobile home parks/senior resources for seniors; ability to x
Southwest Senior Center complexes, and neighborhood make presentations to the public;
Santa Ana Senior Center associations and coordinate work independently and has
presentations about services at senior computer knowledge to develop
centers; maintain daily attendance; calendars and information flyers for
submit monthly reports on center community distribution. Applicant
activities; assist with senior center must be bilingual Spanish.
programs and activities; register
seniors and assist with general referral
services for seniors.
VIII. CERTIFICATIONS
A. Applicant certifies that it will not discriminate against any employee or applicant for employment because of race,
religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital
status, sex or age, in compliance with Government Code 12900, of seq. Applicant agrees to take affirmative
action to insure that applicants are employed, and that employees are treated during employment, without regard
to their race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical
condition, marital status, sex or age.
B. Applicant certifies that it does not discriminate against any person wishing to benefit from their services/program
on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical
condition, marital status, sex or age.
IX. SIGNATURE
I hereby certify that, to the best of my knowledge, all statements made in this application are true and correct. If funds are
granted to our organization, they will be used for a CDBG-eligible purpose. I understand that liability and workers
compensation insurance will be required for our group, and that our formal agreement with the City will specify other
reporting and programmatic provisions.
Name Gerardo Mouet
Signature
Title Executive Director, PRCSA
Date December 3, 2009
ADMINISTRATIVE STAFF
2010-2011 CDBG FUNDED PERSONNEL
osition Title
nnual
Salary
nnual
Benefits
Total
Compensation
CDBG
Funds
Requested % of time in
the
program
serving
Santa Ana
Residents
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
PROGRAM STAFF
% of time
CDBG in the
Total Funds program
Position Title Annual Annual Compensation Requested serving
Salary Benefits Santa Ana
Residents
CONTRACTUAL/PROFESSIONAL SERVICES
ype of Service
Contract
Amount
Total
Compensation
CDBG
Funds
Requested % of time
in the
program
serving
Santa Ana
Residents
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
1
$0.00
Attachment 1(a)
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PROGRAM YEAR 2010-2011
PUBLIC SERVICE PROGRAM BUDGET PROPOSAL
Organization Name: PRCSA
Program Name: Congregate Meals Program
EXPENDITURES
EXPENDITURES EXPENDITURES TOTAL PROGRAM
CATEGORY FUNDED BY SANTA ANA FUNDED BY OTHER BUDGET
CDBG SOURCES
Administrative Staff Salaries & Benefits $0.00
(Supervisors and Community Center Aides)
Program Staff Salaries & Benefits 56,000 56,000
(Facility Attendants)
Contractual/Professional Services (raw food for
meals, delivery of meals, and meal servers)
0
Office Supplies
0
Rent/Lease
0
Communications
0
Utilities
0
Insurance
Other (Please Specify)
1.
0
2.
0
3.
0
4.
0
5.
56,000 56,000
TOTAL
PROGRAM REVENUE
LIST ALL OTHER PROGRAM RESOURCES THAT HAVE BEEN SECURED FOR FY 10-11
"Funding Source" total must equal "Total Proaram Budoet' listed above.
FUNDING SOURCE AMOUNT
Santa Ana CDBG 56,000
City General Funds
County
State
Federal
Other-Federal Older Americans Funds Title I I I
Other-
TOTAL 56,000
Attachment 1(b)
9
Certification Regarding Lobbying
Certification for Contracts, Grants, Loans, and Cooperative Agreements
The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with the awarding of any Federal
contract, the making of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal contact, grant, loan or cooperative
agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to
any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee of a
Member of Congress in connection with this Federal contract, grant, loan, or cooperative
agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure
Form to Report Lobbying," in accordance with its instructions.
(3) The undersigned shall require that the language of this certification be included in the
award documents for all subawards at all tiers (including subcontract, subgrants, and
contracts under grants, loans, and cooperative agreements) and that all subrecipients shall
certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed
when this transaction was made or entered into. Submission of this certification is a
prerequisite for making or entering into this transaction imposed by Section 1352, Title
31, U. S. Code. Any person who fails to file the required certification shall be subject to
a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Grantee/Contactor
, U---6 C q
Program Title
Name of Certifying Officer
Signature
Date
EXHIBIT C
Page 1 of 2
SUBRECIPIENT warrants the following:
1. SUBRECIPIENT will comply with Public Law 88-352, Title VI of the Civil Rights
Act of 1964 (42 U. S. C. section 2000 et seq.) and implementing regulation in 24 CFR
Part 1.
2. No person in the United States shall on the ground of race, color, religion, national
origin, or sex, be excluded from participation in, or be denied the benefits of, or be
subjected to discrimination under any program or activity funded in whole or in part with
community development funds made available pursuant to the ACT.
3. All laborers and mechanics, employed by contractors or subcontractors in the
performance of construction work financed in whole or in part with community
development funds shall be paid wages at rates not less than those prevailing on similar
construction in the locality as determined in accordance with the Davis-Bacon Act, as
amended, 40 U. S. C. Sections 276 a 1-5, except for individuals who perform services for
which they volunteered; do not receive compensation for such services; or are paid
expenses, reasonable benefits, or a nominal fee for such services; and are not otherwise
employed at any time in construction work.
4. SUBRECIPIENT will comply with all Federal statutes applicable to projects funded
with community development funds, except that (a) SUBRECIPIENT does not assume
CITY'S environmental responsibilities described at 24 CFR 570.604; and (b)
SUBRECIPIENT does not assume CITY'S responsibility for initiating the review process
under Executive Order 12372.
EXHIBIT C
Page 2 of 2