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HomeMy WebLinkAbout4.03 CDBG CoAla Agmt CITY CLERK File # AGENDA STATEMENT CITY COUNCIL MEETING DATE: April 15, 2003 SUBJECT: Agreement between the County of Alameda and the City of Dublin regarding the Community Development Block Grant Program for Fiscal Year 2003-2004 (Report Prepared by Julia Abdala, Housing Specialist) ATTACHMENTS: 1. Resolution authorizing the City-County Agreement 2. Letter from Donna Eoff, Alameda County Housing and Community Development Manager 3. City-County Agreement RECOMMENDATION: Adopt resolution, Attachment 1, authorizing an agreement between ::~fh~t/ the City of Dublin and the County of Alameda for the Community Development Block Grant Program Fiscal year 2003-2004, and authorizing the Mayor to execute six originals of the agreement. FINANCIAL STATEMENT: See discussion below. DESCRIPTION: On March 18, 2003, the City Council directed staff to apply to the Alameda County Housing and Community Development Department (Alameda County) for $100,980.00 in Community Development Block Grant (CDBG) funding for Fiscal year 2003-2004. Alameda County approved the City's CDBG funding request and prepared the attached Agreement for signature. Approval was for the following programs: 1. Sidewalk Ramps for Handicapped Accessibility: $15,445.00 2. Dublin Housing Authority, Arroyo Vista Roof Repair: $ 34,000.00 3. Tri-Valley Haven, Domestic Violence/Homeless Svcs. $15,000.00 4. Senior Support Program of the Tri-Valley $ 9,508.00 5. Spectrum Community Services, Inc. Meals on Wheels $ 5,000.00 6 Rehabilitation of Tri-Valley Haven's Sojourner House as agreed in the Participating Jurisdiction Agreement between the Cities of Livermore, Pleasanton, Dublin and the County of Alameda $ 5,427.00 COPIES TO: In-House Distribution g:\cdbg\stfrpts\4-03 CC SR City-County Agreements ! ~,~ -57~._ ITEMNO. ~o S 7. Easter Seals Bay Area- Kaleidoscope After School Pgm. $10,000.00 8. Program Administration: $ 6,600.00 TOTAL: $100,980.00 In accordance with the Alameda County CDBG administrative procedures and the U.S. Department of Housing and Community Development regulations, the City of Dublin, as an Urban County city, must enter into an agreement with Alameda County in order to receive CDBG funding through the Urban County Program. This agreement outlines CDBG activities and responsibilities for both Alameda County and City of Dublin. The City Council must execute six original agreements for submission to the Alameda County Board of Supervisors. RECOMMENDATION Staff recommends that the City Council adopt the attached resolution authorizing an agreement between the City and Alameda County regarding the CDBG Program for Fiscal year 2003-2004 and authorizing the Mayor to execute six originals of the agreement. RESOLUTION NO. -03 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AUTHORIZING AN AGREEMENT BETWEEN THE CITY OF DUBLIN AND THE COUNTY OF ALAMEDA REGARDING THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM FOR FISCAL YEAR 2002-2003 WHEREAS, the Congress of the United States has enacted the Housing and Community Development Act of 1974; and WHEREAS, Title I of the Act consolidates previously separated grant programs for open space, public facilities loans, water and sewer grants, urban renewal, model cities and rehabilitation loans; and WHEREAS, the United States Department of Housing and Urban Development has made a determination that Alameda County may operate as an Urban County; and WHEREAS, the Urban County Housing and Community Development Program undertakes community renewal and lower income housing assistance primarily for the benefit of very low- to moderate-income households; and WHEREAS, the United States Department of Housing and Urban Development requires an annual agreement between cities and their respective county for participation in the Urban County program and as to the responsibilities of both parties regarding Community Development Block Grant programs; and WHEREAS, on April 15, 2003 the City Council received a Staff Report recommending adoption of an agreement between the City of Dublin and the County of Alameda regarding the Community Development Block Grant Program for Fiscal year 2002-2003. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin, a Municipal Corporation, takes the following actions: Section 1: That the City of Dublin agrees to enter into an agreement with the County of Alameda regarding the CDBG Program for Fiscal year 2002-2003. Section 2: That the Mayor of the City of Dublin is authorized to execute six originals of the agreement. PASSED, APPROVED, AND ADOPTED this 15th day of April, 2003. AYES: NOES: ABSENT: Mayor ATTEST: City Clerk ~ g:\cdbgkstfrpts\4-03 CC Reso - City-County Agreement ATTACHMENT 1 ALAMEDA COUNTY COMMUNITY DEVELOPMENT AGENCY HOUSING AND COMMUNITY DEVELOPMENT DEPARTMENT Adolph Martinelli Agel~cy Director ~ March 25, 2003 ~C~IIV~E} Linda M. Gardner ~,,~s~,g ~i~e~o~ Julia Abdala 224 City of Dublin West Winton Avenue P.O. Box 2340 ~oom ~08 Dublin, California 94568 Hazard California 94544-1215 Dear Julia: phone 510. 670.5404 Enclosed are FY2003 CDBG City/County Agreements between the City of Dublin ~d f~ 510. 670.6378 the County of Alameda. Please have all six executed ~d returned to me by May 9, z'rg 2003. Upon execution by the Board of Supewisors, two originals will be returned to 510. 265.0253 you for the City files. co.al~eda.m.us/cda If you have ~y questions, please contact me at (510) 670-5948. Sincerely, Do~a Eoff Comm~ity Development Agency Manager DE:de Enclosure ATTACHM N AGREEMENT BY AND BETWEEN THE CITY OF DUBLIN AND THE COUNTY OF ALAMEDA THIS AGREEMENT is made and entered into this 1st day of July, 2003, by and between the County of Alameda (hereinafter referred to as "County"i, and the City of Dublin, located in the County of Alameda, State of California, (hereafter referred to as "City"). WHEREAS, the County has entered into a Grant Agreement with the United States Department of Housing and Urban Development (HUD), for a Community Development Block Grant (CDBG) under the Housing and Community Act of 1974, said funds to be used for Community Development block Grant Programs and its eligible activities; and WHEREAS, the activities of the City under this Agreement with the County shall be governed by the conditions of the Grant Agreement between the County and the United States Department of Housing and Urban Development; NOW THEREFORE, FOR AND IN CONSIDERATION OF THE PROMISES HEREINAFTER MADE, COUNTY AND CITY DO MUTUALLY AGREE AS FOLLOWS: I. STATEMENT OF WORK CITY will perform or arrange for the performance of the work under this Agreement in the manner and time provided herein and in accordance with: the budget; the scope of work and any specifications and drawings; and all related documents and provisions attached hereto as Exhibit A and incorporated herein by reference. II. COMMENCEMENT AND COMPLETION REQUIREMENTS A. The term of this Agreement begins on the 1st day of July, 2003 and ends on the 30th day of June, 2004, or when all contract terms have been completed. B. It shall be the responsibility of the City to coordinate and schedule the work to be performed so that commencement and completion will take place in accordance with the provisions of this Agreement. The County may extend the time for completion of the Agreement in writing, if it determines that delay in the progress of work is not attributable to the negligence of the City and that such delay was due to causes beyond the control of the City. C. Any time extension granted to the City to enable the City to complete the work shall not constitute a waiver of rights the County may have under this Agreement. D. Should the City not complete the work by the scheduled date or by an extended date, granted by the County in writing, pursuant to previously stated conditions, the County shall be released from all conditions of this Agreement. ATTACHMEp E. Upon completion of performance under this Agreement and a determination of final costs, City shall submit to the County a certificate of completion for construction projects and a requisition for final payment for service projects, unless otherwise provided in this Agreement. III. SUBCONTRACTS A. Any subcontract funding under this Agreement shall be submitted to County for review and approval prior to its execution. B. In the event subcontractor is a private non-profit or neighborhood-based non- profit organization, or a local development or small business investment corporation, contractor is required to comply with the procurement procedures of Office of Management and Budget (OMB) Circular A-110 and A-122 (incorporated herein by reference) for the procurement of supplies and services in connection with activities funded under this Agreement. C. Any subcontract funded under this Agreement shall be subject to the terms and conditions of this Agreement. IV. BUDGET Any requested modification to the Budget attached to this Agreement and incorporated as part of this Agreement, shall be reviewed and approved by County. Any budget modifications require the prior written approval of County. Budget modifications shall not alter: 1) The basic scope of services required to be performed under this Agreement; 2) the time period for the services to be performed under this Agreement; and, 3) the total amount of the authorized budget of this Agreement (see Exhibit A), subject to future amendments as approved by the Alameda County Community Development Director. Any of the cost categories shown in the Agreement Budget may be exceeded by ten percent of the indicated figure, provided that the total approved amount of allowable costs is not exceeded. V. RECORDS AND REPORTS A. All original documents prepared by City in connection with the work to be performed under this Agreement shall be the property of the County. B. City's records shall be made available for review by the County prior to the release of funds. City shall be responsible for maintaining ali records pertaining to this Agreement, including subcontracts and expenditures, and all other financial and property records in conformance with OMB circular A-110. C. Records must be kept accurate and up-to-date. Failure of City to comply with this provision could result in termination of this Agreement or City's repayment of funds previously awarded under this Agreement. VI. PROGRAM MONITORING AND EVALUATION A. City shall be monitored and evaluated in terms of its effectiveness and timely compliance with the provisions of this Agreement and the effective and efficient achievement of the Program Objectives. B. City shall undertake continuous quantitative and qualitative evaluation of the Scope of Services as specified in this Agreement and shall make quarterly written reports to County. 1. The quarterly written reports shall be submitted in the format approved and provided by the County. 2.- The quarterly report shall be due on the fifteenth day of the month immediately following the report quarter, except for the end of the program year report which is due within thirty days. C. The County shall have ultimate responsibility for overall project monitoring and evaluation, to assist City in complying with the scope and contents of this Agreement, and to provide management information which will assist the County's policy and decision-making and managers. D. The City shall follow audit requirements of the Single Audit Act and OMB Circular A- 128. VII. PROGRAM INCOME A. Program income shall be recorded as part Of the financial transactions of the grant program and disbursed in accordance with OMB Circular A-110. B. Program income received by City shall be returned to County for future application to City projects. C. Program income from Urban County program activities undertaken by or within City which thereafter terminates its participation in the Urban County shall continue to be program income of the County. County may transfer the program income to City, upon its termination of Urban County participation, provided that City has become an entitlement grantee and agrees to use the program income in its own CDBG entitlement program. VIII. UNIFORM ADMINISTRATIVE REQUIREMENTS City shall comply with Uniform Administrative Requirements as described in Federal Regulations, Section 570.502 as applicable to governmental entities. IX. RELIGIOUS ACTIVITY PROHIBITION There shall be no religious worship, instruction, or proselytization as part of, or in connection with the performance of this Agreement. X. REVERSION OF ASSETS A. Upon the expiration of this Agreement, City shall transfer to County any CDBG funds on hand at time of expiration and any accounts receivable attributable to the use of CDBO funds. B. Real property in excess of $25,000, obtained in whole or in part with CDBG funds must be used to meet one of the national objectives for a minimum of five years after the expiration of this Agreement or disposed of in a manner that results in County being reimbursed at fair market value less value attributable to non- CDBG expenditures. XI. OTHER PROGRAM REQUIREMENTS City certifies that it wilt carry out each activity in compliance with al.1 Federal laws and regulations described in 24 CFR, Part 570, Sub-part K (570.600-570-612) and relates to a) Non-discrimination, b) Fair Housing, c) Labor Standards, d) Environmental Standards, 3) National Flood Insurance Program, f) Relocation and Acquisition, g) Employment and Contracting Opportunities, h) Lead-based paint, i) Use of Debarred,. Suspended or Ineligible Contractors or Sub-recipients, j) Uniform Administrative Requirements and Cost Principals, k) Conflict of Interest, and 1) Displacement. XII. TERMiNATION OF THIS AGREEMENT County may terminate this Agreement in whole or in part immediately for cause, which shall include as example but not as a limitation: A. Failure, for any reason, of City to fulfill in a timely and proper manner its obligations under this Agreement, including compliance with City, State and Federal laws and regulations and applicable directives; B. Failure to meet the performance standards contained in other sections of this Agreement; C. Improper use of reporting of funds provided under this Agreement; and D. Suspension or termination by HUD of the grant to the County under which Agreement is made, or the portion thereof delegated by this Agreement. Approved as to form: Approved as to form: By: By: City Attorney Lorenzo E. Chambliss Deputy County Counsel Date: Date: CITY OF DUBLIN COUNTY OF ALAMEDA By: By: Mayor President, Board of Supervisors Attest: Date: City Clerk Date: AGREEMENT BY AND BETWEEN THE CITY OF DUBLIN AND THE COUNTY OF ALAMEDA EXHIBIT A 03L Public Facilities and Improvements - Sidewalks Installation of concrete handicap ramps at various curb returns. $15,445 05G Public Service - Battered and Abused Spouses Domestic violence shelter, homeless services and crisis line services. $15,000 05A Public Service - Senior Services Through case management program, seniors are visited in their homes to assess $9,508 their physical, psychological, social, and environmental needs. Deliver meals to home bound seniors. $5,000 0SD Public Service - Youth Services Provide more than 47,000 hours of service annually to 50 young people with $10,000 developmental disabilities, helping them develop the tools they need to live as independently as possible. 14C Rehabilitation - Public Housing Modernization Repair leaking roofs and remove or prune back trees which are contributing to $34,000 d~mage at public housing authority complex. 14A Rehabilitation - Single Unit Residential Dublin's portion of repayment of Section 108 loan taken out by the City of $5,427 Livermore for the rehabilitation of' the Family Crisis Homeless Shelter 2lA Administration Provide overall CDBG program administration. $6,600 TOTAL - CITY OF DUBLIN $t 00,980 6