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HomeMy WebLinkAboutAGENDA REPORT 1995 0906 CC REG ITEM 11Cq- I T-E M CITY OF MOORPARK ACTIt7N: _ AGENDA REPORT �y TO: The Honorable City Council FROM: Christine Adams, Director of Community Service�� DATE: August 21, 1995 (Meeting of September 6, 1995) SUBJECT: Consider Allocating Budgeted At Risk Funds for Project Pride At Risk Youth Program Suvvort Services. The City Council appropriated $16,000 for At -Risk Youth Programming in the FY 95/96 budget. $6,000 of this is to come from a Community Development Block Grant, which the Council approved in May, 1995. As the Council will recall, the City and the School District contracted with El Concilio del Condado de Ventura to operate an enrichment and tutorial program for at -risk youth, during 1993 -94 and 1994 -95. The contract for the program expired in January, 1995, and the School District funded the salary of the Program Coordinator through the end of the school year. The City's funding of the program did not continue after January, 1995; however, City staff still were given program participation updates and participated in monthly evaluation meetings. In recent discussions with the District and with E1 Concilio, both agencies are committed to continuing the Project Pride Program, however, the structure of the program will be changed. El Concilio will no longer be the contracting agency. They will contribute financial support but they will not directly administer the program. E1 Concilio has stated that it is able to contribute $5,000 for operating costs in 1995/96. The School District has already hired Alberto Rios, the Project Pride Program Coordinator. Through several grant programs that the District has received, Alberto will work for the district full time. One half of his position will be dedicated to working with at risk youth in career counseling, and the other half of the position will be on developing the social and enrichment areas for at risk youth. This is a total cash contribution of $32,986 for salary and benefits by the District. The program will still be located at the former high school facility, and support programs such as County Probation, Palmer Drug Abuse Program (PDAP), and 00OZZZ Alcoholics Anonymous will still meet at the facility to provide counseling and assistance. In the past 6 months, the attendance and participation has increased at Project Pride. Staff has observed that some of the earlier concerns with the program, (such as low participation and inconsistent hours of the program) have been mitigated. Staff feels that this may be in part to a more defined scope of work, which came about as part of the previous program evaluation by the City and the School District. In discussion with School District officials, the direct supervision of the Program Coordinator will be handled by one of the high school guidance counselors. The Director of Community Services will continue to meet monthly with the Assistant Superintendent of Schools regarding the status of the program. City staff feels that local administration of the program will provide for better reporting from Project Pride and provide the City a more accurate picture of the total effort. The Program Coordinator has indicated that he is in need of additional part time staff to provide some tutoring assistance, and to work with him in developing social and enrichment programs, activities, and excursions. Staff feels that this would be an appropriate use of the City's funding. The School District has developed a draft agreement between the City and the District, whereby the District would be the lead agency and provide the administration of the program, provide the existing facility as an in -kind contribution, and handle all payroll and budget responsibilities. The City, because of the proposed financial contribution, would be considered an equal partner in the venture, but would not be responsible for the administrative tasks involved in this program. Staff specifically requested that the proposed agreement between the City and the District indicate that it is the City's desire that the Program Coordinator cooperate and coordinate teen programs with the City's Recreation Supervisor, in an effort to reduce duplicated services and share resources more effectively. This is identified in Section III, Paragraph 2 of the attached draft agreement. Staff is proposing that the City provide to the School District the equivalent of $1,480.00 per month (for a 10 month period), to be used by the District for operational and support services, including the hiring of part time staff, for Project Pride (See Exhibit A). The CDBG portion will be paid when funds are received by the City. It is the City's intent that the CDBG monies be spent first. This is for a total of $14,800, which is the total available funds for at- risk, as the City Council took a prior action to allocate $1,200 for the summer school Project Pride Program. The portion of the at -risk funding which is from the CDBG grant ($6,000) will be monitored by the Director of Community Services. The draft agreement will include language to require the District to provide detailed reporting, in a format approved by the City, that will comply with the requirements of the CDBG grant. This would include documenting that 51% of the participants qualified as low income. RECOMMENDATION Authorize the City Manager to enter into an agreement with Moorpark Unified School District, on behalf of the City of Moorpark, for the Project Pride At -Risk Youth Program from September 1, 1995 - June 30, 1996, subject to final language approval by the City Manager; and allocate $8,800 of budgeted At Risk Youth funds (01.4.148.641) and $6,000 of CDBG grant funding for At -Risk Youth, for Project Pride At Risk Youth Program Support. Draft Agreement with Moorpark Unified School District 0002%4 THIS AGREEMENT, made and entered into this _____ day of ' 19 __ by and between the City of Moorpark, hereto referred to as CITY, and the Moorpark Unified School District, hereto referred to as DISTRICT. WITNESSETH Whereas, the City of Moorpark and the Moorpark Unified School District have expressed their commitment to providing alternative programs for "at risk" youth in an effort to promote self - esteem and deter gang activity; and Whereas, the City has committed $10,000 General Fund, and $6,000 Community Development Block Grant Funds for a total of $16,000, and the District has committed $32,985 in cash and $12,000 in -kind use of a facility for a total of $49,985; and Whereas, the City provided $1,200 of the General Fund contribution during June and July of 1995, for a summer school tutoring program; and Whereas, each party has agreed to work cooperatively together for a common purpose, and to that end, committed financial and in- kind resources for at least a one year period for a youth program targeted to "at -risk" youth; NOW, THEREFORE, in consideration of the mutual convents, benefits and premises herein stated, the parties hereto agree as follows: I. Purpose The purpose of this Agreement is to provide for an "at risk" youth program hereafter referred to as Project Pride. This Agreement shall be for a term beginning September 1, 1995, and ending June 30, 1996. III. Description of Services 1) Project Coordinator shall be responsible for providing monthly reports on operating hours, staff work schedules, participation, and verified income levels of participants, as outlined in Section XII of this Agreement. Reports shall be clear, concise and meet reporting standards required by the Housing and Urban Development, Community Development Block Grant Program. 2) Project Coordinator shall meet monthly with program directors from the Boys and Girls Club, the City Community Services Department and the Sheriffs Department Community Services Officer, to coordinate activities and develop a master calendar of city wide events for youth. 3) Project Coordinator will adhere to all personnel rules of Moorpark Unified School District, and will report to District administration on all matters regarding budget, personnel and operations. 4) Project Coordinator will establish and attend monthly joint meetings with the District administration for the Moorpark Unified School District and the Director of Community Services for the City of Moorpark. IV. Administration The Administration of the activities called for in this Agreement is delegated to DISTRICT. The agency delegated as Administrator shall provide accounting services for all payments and receipts required by the terms of this Agreement, and shall be responsible for the safekeeping of all funds paid by or to the parties of this Agreement. The Assistant Superintendent of Education for DISTRICT shall be responsible for the obligations under this Agreement and shall serve as the principal liaison for the DISTRICT. The Director of Community Services shall be responsible for U �zc representing the CITY and monitoring the execution of the obligations under this Agreement on behalf of the CITY. In the event that the services of this program are no longer available, the CITY reserves the right to terminate this contract at any time. DISTRICT shall be entitled to reimbursement for all expenses incurred prior to the effective date of such termination, and as stated in Section XV of this Agreement. • 11 •' 1 :. • 1 As sole and complete consideration for the services to be performed by DISTRICT, CITY agrees to pay according to the schedule contained in Exhibit "A ", which is attached hereto and made a part of this Agreement as though fully set forth herein. All costs are estimates not to be exceeded. DISTRICT shall submit to CITY a written statement of services rendered within 21 days following the end of each three month period, or to be accompanied by reports to CITY, pursuant to Section XII of this Agreement. Community Block Grant (CDBG) funds shall be disbursed by the County to the CITY to the DISTRICT on a reimbursement for actual expense basis only. There will be no cash advances. Payment to the DISTRICT shall be made by the CITY within 45 days of receipt of invoice, except for those which are contested or questioned and returned by CITY, with written explanation within 30 days of receipt of invoice. DISTRICT shall provide to CITY a written response to any invoice contested or questioned and further, upon request of CITY, provide CITY with any and all documents related to any invoice. .• • .M•. u•. .••� $6,000 of CITY funding for this Agreement is contingent on the availability of Community Development Block Grant funds and continued federal authorization for program activities, and is subject to amendment or termination due to lack of funds or authorization. This Agreement is subject to written modification and termination as necessary by the CITY in accordance with requirements contained in any future federal legislation, regulations or the County of Ventura policy. All other modifications must be in written form and approved by the CITY and the DISTRICT. MM ILK030-01 t -1 •1 Payment by CITY for the CDBG portion is not to be construed as final in the event HUD disallows reimbursement for the project or any portion thereof. DISTRICT shall be liable for all amounts which are determined to be due to HUD including, but not limited to, disallowed costs which are the result of DISTRICT's conduct under this Agreement. DISTRICT shall be notified in writing and shall be permitted to respond regarding any controversy or proceeding between CITY and the County or the CITY and HUD arising from this Agreement. U(. Fa i itv The DISTRICT shall provide a facility of adequate size to conduct the services as an in -kind contribution to this Agreement. Except as otherwise provided, at any time one of the parties to this Agreement is in default or breach in the performance of any of the terms and conditions of this Agreement, any one party or both parties shall give written notice to remedy such default or breach. If the default or breach is remedied within ten (10) days following such notice, then this Agreement shall continue in full force and effect. If such default or breach is not remedied within ten (10) days, following such notice, or if the nature of the default is such that it cannot reasonably be cured within the ten (10) day period and thereafter diligently prosecute the cure to completion, the other party or parties may, at their option, terminate this Agreement without further notice. Such termination shall not be considered a waiver of damages or other remedies available to either of the parties because of such default or breach. Each term and condition of this Agreement shall be deemed to be both a covenant and a condition. u -4ZS Contractor agrees to supply to the City within S days of the end of each calendar month period relative to the term of this Agreement, progress reports and /or other documentation, as may be required by the CITY to audit performance of this Agreement and /or to enable the CITY to analyze and evaluate utilization of the DISTRICT's program. CITY shall maintain separate accounting and financial records for each funding (revenue) source in support of the project. Specifically, reports will be maintained as follows. 1) Progress reports shall address project status and, if applicable, explanation of any problems /delays encountered and /or anticipated measures to be take to correct such problems; revised milestones, including anticipated schedule for project completion; direct benefit statistics; and a summary of expenditures, obligations, program income, and draw down date. In addition, DISTRICT shall provide as part of the progress report any citizen comments received during the reporting period relative to the project, any responses to such comments, and additional project information, as needed. DISTRICT shall submit such report monthly within five (S) days of the end of each calendar month period. 2) All financial transactions must be supported by complete and verifiable source documents. Records shall provide a clear audit trail. 3) HUD, Ventura County, and CITY reports shall be submitted by DISTRICT to the CITY in a timely manner, including but not limited to, program recipient eligibility, Equal Employment Opportunity (EEO -4), and Minority Financial Institution Reports, and provide as requested by HUD and /or CITY information necessary to prepare the Grantee Performance Report, and other such reports or plans. 4) DISTRICT shall prepare and submit to CITY a Completion Report within thirty (30), days of completion. Said report shall consist of an overview and evaluation of the project, a comparison of milestones' progress, total costs incurred, to '' M, 0 `0 listing of files, listing of personnel, and other reasonable information requested by CITY. CITY shall complete final monitoring within sixty (60) days of receipt of the completion report. DISTRICT agrees to retain all pertinent records, including financial records, until advised in writing by the CITY that further retention is unnecessary. Generally, records shall be maintained for a period of three (3) years from the end of fiscal year in which the project was completed. HUD, CITY and other appropriate officials shall have access to all personnel records, management information, and fiscal data of the DISTRICT and any agency or contractor with whom the DISTRICT executes a subcontract necessary to carry out any CDBG related activities for monitoring purposes. DISTRICT shall respond within two (2) working days to all identified corrective action needs as a result of HUD or CITY monitoring. DISTRICT shall submit to CITY all required reports and monitoring corrective action plans within ten (10) working days as delineated by CITY. Records for monitoring purposes shall be maintained as described in Section XII of this Agreement. MIMS •O • . No member, officer, or employee of the DISTRICT or its designee or agents, no member of the CITY administration and no other public official of the CITY who exercises any functions or responsibilities with respect to the project during his /her tenure or for one year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the process thereof, for work to be performed only in connection with the program activities as described in this Agreement. By entering into this Agreement, DISTRICT certifies: 1) No federal appropriated funds have been paid or will be paid, by or on behalf of the CITY, to any person 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 federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of and federal contract, 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 CITY contract, grant, loan or cooperative agreement, the Contractor shall complete and submit Standard Form -LLL, "Disclosure to Report Lobbying" in accordance with its instructions. 3) The DISTRICT shall require that the language of this certification be included in award documents for all sub - awards at all tiers, (Including subcontracts, sub -grant, and contracts under grants, loans, and cooperative agreements) and that all contractors certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was 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 $100,000 for each such failure. V$ �. 1.O This Agreement may be terminated by DISTRICT only by providing CITY with written notice no less than thirty (30) days in advance of such termination. The CITY will accept said termiantion by written approval only. The CITY reserves the right to grant said termination by placing conditions upon acceptance of such, including but not limited to, the reimbursement of project expenses incurred to date pursuant 000231. to the provisions terms specified in "Section VI Compensation" of this Agreement. This Agreement may not be terminated by DISTRICT if the CITY determines that such termination is requested soley for the purpose of relasing the DISTRICT's obligation and /or liability to the CITY, County of Ventura and HUD, as described herein. XV. Legal Responsibilities and Obligations DISTRICT agrees that it undertakes the same obligations to the CITY that the CITY has undertaken tot he County and to HUD, pursuant to the City's contractual certifications to HUD and County. EXECUTED at Moorpark, California, on the date and year first hereinabove written. Moorpark Unified School District City of Moorpark IM TITLE: BY---------------- - - - - -- Steven Kueny, City Manager ;! EXHIBIT A Compensation Schedule 1. DISTRICT will provide the amount of full monetary compensation ( salaries and benefits) for services, not to exceed $35,000 for the Project Coordinator. 2. CITY will provide the amount for monetary compensation for services, not to exceed $14,800 for operational and support services. 3. CITY will provide $8,800 of General Fund support to program on a monthly basis after CDBG portion is spent. 4. DISTRICT will accept and use for this program any additional donations and funding, and will report all additional funds in accordance with this Agreement to the CITY. o00233