HomeMy WebLinkAboutResolution - 1203 - Proposal - Community Services - CSBG Program - 09_09_1982DGV:da
RESOLUTION
RESOLUTION 1203 - 9/9/82
WHEREAS, the Community Services Department of the City of Lubbock, Texas,
desires to submit a proposal for a Community Services Block Grant; and
WHEREAS, the City Council of the City of Lubbock has determined that said
Community Services Block Grant, if received, would be in the best interest of
the health, safety and welfare of the citizens of the City of Lubbock; NOW
THEREFORE:
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock BE and is hereby authorized and
directed to sign an application (CSBG Form 419) proposing a Community Services
Block Grant program for the City of Lubbock in the amount of $142,586.00 for
the period of October 1, 1982 to September 30, 1983.
Passed by the Council this 9th day of September 1982.
BILL McAfISTER, MAYOR
ATTEST.
E elyn Galtfga, City e e a y-Treasurer
APPROVED AS TO CONTENT:
'Dene�'lU U
Denzel Pero
er full, Dire T
or of Public Services
APPROVED AS TO FORM:
G. Vandiver, First Asst. City
COMMUNITY SERVICES BLOCK GRANT
WORK PROGRAM h BUDGET DATA
Page 1 of 12
Date 9-7-82
i.liame of Applicant Agency
2. Name of Executive Director
3. P one area code)
roram Year
5.0 CSA/HHS
18o6-762-6411
From
o
Grantee 60160
CommunitServices
Eliseo Solis
9730-82
6.Contract
7. Street Address
8. City
9. State
10. Zip
11. Plan Year
16. Amount
17.Local Share
Estimated
P.O. Box 2000
Lubbock
Texas
79457
❑ 1 ❑ 2 ❑ 3 04 ❑ 5
of
CSBG
(Specify
Amount and
# of
Clients
ime Table
15.
Project Title and Statement
Activities Required to
Pro ram Year Otr.
! Training and Technical
Fpnas
(80%)
Source)
to be
Ist
2nd
3rd
4th
of One -Year Goals
Achieve Goal
Assistance Re wired
(20%)
Served
A. To provide a range of
Al) Community Services will con-
Coordination in all phases
A1) 450
activities having a
tinue its efforts to provide
of Community Services ac-
approximatel
measurable and poten-
organizational assistance to
tivities will be made with
50 active me
tially major impact on
neighborhood groups in the
TDCA training and technical
bers per ass
causes of poverty.
target area. To date, there
assistance. The assistance
ciation
are six neighborhood asso-
required will consist main-
ciations at different levels
ly of orientation and
of preparedness. During FY
changes resulting from
83 two more areas are being
Grant funds being imple-
targeted for concentrated
mented by the state rather
attention.
x
x
x
x
than federal.
A2) In line with the above,
A2) 108 pers
training and technical as-
to receive
sistance will be provided by
first hand
way of meetings and work-
training &
shops. Meetings have been
technical
held at least quarterly by
assistance c
officers of the presently
behalf of re
developed neighborhood
of neighborh
associations. Technical
Totals this page . . . .$ $
22. This application has been check A or B as appropriate. A copy of this application has been forwarded to the Texas Dept. of
A. ❑ Approved by the applicant's B. Reviewed by the applicant's administering Community Affairs. It is understood/agreed by the undersigned that any
governing board board/approved by its governing officials. funds received as a result of this application will be subject to the
general conditions governing CSBG grants. '
ZT.--N-ame-7itle of Principaloverm ng Official 24. i gna 2�lTa e en. uate ot boardpprova .
or Principal Officer of Governing Board 55 1� . I r$rp 9 1982
ons
n
st
ood
Bill McAlister, Mayor
COMMUNITY SERVICES BLOCK GRANT
WORK PROGRAM & BUDGET DATA
Page 2 of 12
Date 9-7-82
Name Ot ApplicantAgency
Frociram Year
Old HHS Grantee
Amount
Local Share
Estimated
From
To
Services
10-1-82
- 0-8
60160
of
CSBG
Funds
80%
(Specify
Amount and
Source)
20%
# of
Clients
to be
Served
_Community
Project Title and
Statement of
One -Year Goals
Activities Required
to Achieve Goal
Time Table
Program Year Qtr.
Training and Technical
Assistance Required
1st
12nd Drd
4th
assistance groups have been
involved to discuss economic
development and self-suffi-
ciency. Two groups, Lubbock
Economic Advancement and De-
velopment Corporation and the
Austin Based Mexican American
Research Center, have been
particularly helpful.
x
x
x
x
A3) Community Services will con-
A3) 10,000
duct an ongoing survey of
community problems through
regular outreach by way of
client intake. Approximately
10,000 persons will be served
in the various areas.
x
x
x
x
A4) Weatherization of a minimum of
A4) 120 houe
120 houses will take place this
holds with e
year with continuation of this
special project made possible
by funds provided locally as
average of !
sons per hOL
hold
well as through the Department
of Human Resources.
x
x
x
x
Totals this page . . . . $ $
Cumulative Totals this
page and previous page(s) $ $�
e-
n
per-
se -
COMMUNITY SERVICES BLOCK GRANT
WORK PROGRAM A BUDGET DATA
Page 3 of 12
Date 9-7-82
I"Idme ot ApplicantAgency
Proqram Year
I Old L5A7HHS brantee ff
Amount
Local Share
Estimated
rom
To
Community Services
10-1-82
1 9-30-83
60160
of
CSBG
(Specify
Amount and
# of
Clients
Project Title and
_
Activities Required
Time Table
Training and Technical
Statement of
to Achieve Goal
Pro ram Year Qtr.
Assistance Required
Funds
Source)
to be
lst
2nd
rd
4th
One -Year Goals
80%
20%
Served
A5) Monies are being made avail-
A5) 350 hot
able to provide energy relief
holds with
to those households which will
age of 5 pf
experience utility cutoff or
per househc
the threat thereof. With
monies available, a minimum
of 350 households will be
assisted.
x
x
A6) Increased participations of
the poor in community actions,
other community programs and
political activities pursuant
to institutional change on
behalf of poor.
x
x
x
x
B. To provide activities de-
BI) By way of the entities men-
B1) 450
signed to assist low in-
tioned in "A", the poor will
come participants includ-
be informed as to their role
ing the elderly poor with
in community action programs
services on employment,
so as to encourage their par -
education, budgeting and
ticipation in community acti-
spending, housing, and
vities.
x
x
x
x
emergency assistance.
Totals this page . . . . $ $ -
Cumulative Totals this
page and previous page(s) $ $__
se-
aver-
rsons
Id
COMMUNITY SERVICES BLOCK GRANT
WORK PROGRAM & BUDGET DATA
Page 4 of 12
Date 9-7-82
Name Ot ApplicantAgency
Frogram Year
ran ee
rom
To
Amount
Local Share
Estimated
Community Services
10-1-82
9-30-83
60160
of
CSBG
(Specify
Amount and
# of
Clients
_
Project Title and
Activities Required
Time Table
Training and Technical
Statement of
to Achieve Goal
Pro ram Year Qtr.
Assistance Required
Funds
Source)
to be
1st 12nd
Drd
4th
One -Year Goals
80%
20%
Served
132) As is allowable, staff for
82) 5
Community Services will be
recruited from target areas,
complying with equal oppor-
tunity affirmative action re-
gulations.
x
x
x
x
83) Operate all service programs
in a manner consistent with
CSBG overall mission, filling
gaps in total service delivery
systems which cannot be ade-
quately administered by other.
local agencies or which broaden
Community Services base.
x
x
x
x
134) Due to funding cutback, out-
reach center will be reduced
from 3 to 2.
1) Central location, 820 Texas
Avenue, staffed by director
and outreach personnel.
2) East side location in pre-
dominately black community
at 1709 Parkway Drive,
staffed by outreach and
Information Referral per-
sonnel.
Totals this page . . . . $ $ _
Cumulative Totals this
page and previous page(s) $ $ _
ifm6 of—]ipp 1can gene
Community Services
Project Title a
Statement of
One -Year Goals
COMMUNITY SERVICES BLOCK GRANT
WORK PROGRAM & BUDGET DATA
Activities Required
to Achieve Goal
3) At the two offices,
facilities will be pro-
vided for interviewing,
home visits, and the
coordination of Information
and Referral.
135) Provide translator and/or
typing services, together with
other aids to remove barriers
preventing low income persons
and other community groups
from participating in actions
that can help to remove or to
reduce their dependency.
116) Housing - Assist an estimated
200 familes to obtain'better
housing, through relocation
and/or upgrading.
Provide housing counseling and
referral; become knowledgable
on available housing for low
income persons; help with
budgeting, provide counseling
on home maintenance, consumer
education.
10 1-82 io 9-30-83 60160
Time Table Training and Technica
Pro ram Year Qtr.1 Assistance Required
Page
5 of 12
Date
9-7-82
Amount
Local Share
Estimated'
of
(Specify
N of
CSBG
Amount and
Clients
Funds
Source)
to be
(80%)
(20%)
Served
Totals this page . . . . $ $ +
Cumulative. Totals this
page and previous page(s)
136) 200
families
COMMUNITY SERVICES BLOCK GRANT
WORK PROGRAM & BUDGET DATA
Page 6 of 12
Date 9-7-82
Name ot ApplicantAgency
ro ram Year.
Uld LbA/HHs Grantee ff
rom
To
Amount
Local Share
Estimated
Community Services
10-1-82
9-30-83
60160
of
CSBG
(Specify
Amount and
# of
Clients
Project Title and
Activities Required
Time Table
Training and Technical
Statement of
to Achieve Goal
Program Year Qtr.
Assistance Required
Funds
Source)
to be
1st
2nd 3rd
14th
One -Year Goals
80%
20%
Served
Cooperate with other agencies
to improve housing situation
in Lubbock, focusing especially
\
on Housing Authority of Lubbock,
and Urban Renewal.
x
x
x
x
B7) Employment - Provide employ-
137) 500
ment counseling on how and
where to find work for approx-
imately 500 households.
With assistance from Informa-
tion and Referral section,
maintain up-to-date lists of
currently available jobs in
Lubbock.
Maintain liaison with Texas
Employment Commission (TEC)
and with various personnel
offices of local, state, and
federal governments, as well
as those of private industry.
Work cooperatively with
r
C.E.T.A, program operated by
the South Plains Association
of Governments in referring
clients to them.
Totals this page . . . . $ $ -
Cumulative Totals this
page and previous page(s) $.
COMMUNITY SERVICES BLOCK GRANT
WORK PROGRAM & BUDGET DATA
Page 7 of 12
Date 9-7-82
Name Ot APPTicantAgency
ro ram Year
brantee ff
ro�no-1-82
To 9-30-83
60160
Amount
Local Share
Estimated
Community Services
of
CSBG
(Specify
Amount and
# of
Clients
_
Project Title and
Activities Required
Time Table
Training and Technical
Statement of
to Achieve Goal
Pro ram Year Qtr.
Assistance Required
Funds
Source)
to be
lst
12nd Drd
4th
One -Year Goals
80%
20%
Served
Through contacts and counseling
help 150 persons obtain em-
ployment.
B8) Health - Assist an estimated
350 families to receive better
health care and/or nutrition
through counseling and re-
ferrals to proper resources,
public and private.
Assist food stamp applicants
200 house -
to fill out application forms
holds
and in emergencies, provide
food vouchers for the interim.
200 households are targeted
for food vouchers.
x
x
x
x
Assist clients to obtain trans-
portation to health department
and other medical facilities
by way of bus passes or in
scheduling on handicap van.
x
x
x
x
Totals this page . . . . $ $
Cumulative Totals this
page and previous page(s) $ $
COMMUNITY SERVICES BLOCK GRANT
WORK PROGRAM & BUDGET DATA
Page 8 of 12
Date 9-7-82
Name ot APpT!cantAgency
Froqram Year
Grantee
Fro 5-1-82
To 9-30-83
Community Services
60160
Amount
of
CSBG
Local Share
(Specify
Amount and
Estimated
# of
Clients
_
Project Title and
_
Activities Required
Time Table
Training and Technical
Statement of
to Achieve Goal
Pro ram Year Qtr.
Assistance Required
Funds
Source)
to be
Ist
12nd 3rd
4th
One -Year Goals
80%
20%
Served
C. Coordinate and establish
C11 The Information and Referral
linkages between govern-
system will be expanded this
mental and other social
program year to include per -
service programs to assure
sonnel and facilities con -
effective delivery of ser-
ducive to a more effective
vices to low income in-
system of delivery. Through
dividuals.
available City resources and
the access of equipment, a
more sophisticated system is
being established and will in-
clude the following specific
activities:
1) 1 & R will direct clients
6,000
to available resources
within a feasible area
and is expected to assist
a minimum of 6,000 persons.
2) 1 & R also provided to
other agencies, taking
care to safeguard privacy
and confidentiality of
clients.
3) Compile directory of
r
Health, Welfare, & Re-
creation Resources in
Lubbock, in cooperation
with the United Way's
Planning Council
Totals this page . . . . $ $
Cumulative Totals this
page and previous page(s) $ $
COMMUNITY SERVICES BLOCK GRANT
WORK PROGRAM & BUDGET DATA
Page 9 of 12
Date 2-7-82
ame o"pplicant Agency
ro ram ear
ra ee ff
r10-1-82
To
Community services
Amount60160 Amount
of
CSBG
Funds
Local Share
(Specify
Amount and
Source)
Estimated
# of
Clients
to be
Project Title and
Statement of
_
Activities Required
to Achieve Goal
Time.Table
Pro ram Year Qtr.
Training and Technical
Assistance Required
1st
2nd 3rd
4th
One -Year Goals
80%
20%
Served
4) Maintain comprehensive
files and records properly
Indexed and coordinated
for ready reference; keep
these records updated.
5) Publicize existence and
availability of I b R
System through the local
media.
x
x
x
x
C2) Provide efficient data collec-
tion and recovery. Stimulate
a better focusing of all avail-
able resources upon the goal
of enabling low income indi-
viduals to attain skills,
knowledge and motivation and
secure the opportunities needed
for them to become self-suffi-
cient.
x
x
x
x
Advertisement will also be con-
ducted in local media most
likely to reach the target
population.
x
x
x
x
Totals this page . . . . $
Cumulative Totals this
page and previous page(s) $ $__
COMMUNITY SERVICES BLOCK GRANT
WORK PROGRAM & BUDGET DATA
Page 10 ofl2
Date 9-7-82
ame ot ApplicantAgency
ro ram ear
ran e
rom
10-1-82
To
9-30-83
Community Services
60160
Amount
of
CSBG
Local Share
(Specify
Amount and
Estimated
# of
Clients
_
Project Title and
-
Activities Required
Time Table
Training and Technical
Statement of
to Achieve Goal
Pro ram Year Qtr.
Assistance Required
Funds
Source)
to be
st
2nd Drd
14th
One -Year Goals
80%
20%
Served
C3) All Community action activities
require giving priority to the
elderly. Therefore, coopera-
tion with and assistance to
the various senior citizens
projects will be promoted.
x
x
x
x
D. Encourage the use of pri-
DO The Community Services Advisory
vate sector entities in
Commission will meet a minimum
ameliorating poverty in
of 10 times per year and be
the local community.
composed as specified by TDCA
regulations. In addition and
aside from input provided by
elected representatives, co-
ordination will be established
between the Advisory Commission
and the network of neighborhood
associations by way of meetings,
of which at least two will be
held in the target area.
x
x
x
x
D2) The following action will ensue
relative to the above:
Totals this page . . . . $ $
Cumulative Totals this
page and previous page(s) $ $__
COMMUNITY SERVICES BLOCK GRANT
WORK PROGRAM & BUDGET DATA
Page 11 of 12
Date 9-7-82
Name ot ApplicantAgency
Program Year
Old L;SA/HH5 brantee-IF
ro 0-1-82
To
9-30-83
Community Services
y
60160
Amount
of
CSBG
Funds
Local Share
(Specify
Amount and
Source)
Estimated
# of
Clients
to be
. _
Project Title and
Statement of
_
Activities Required
to Achieve Goal
Time Table
Pro ram Year Qtr.
Training and Technical
Assistance Required
One -Year Goals
80%
20%
Served
lst
12nd 3rd
4th
1) Strengthen involvement of
the Community Action
Board's elected represen-
tatives as liaison persons
between CAA and target
areas.
2) Publicize all Board meet-
ings as open to public and
encourage attendance of
the poor.
3) Encourage people in low
income target areas to
participate in annual
election of representatives
of poor on the Board.
4) Better communication bet-
ween poor and non -poor
especially by means of
Board members involvement,
in order to cause non -poor
to be more responsive to
the needs of the poor.
x
x
x
x
Totals this page . . . . $ $7
Cumulative Totals this
page and previous page(s) $ $__
Community Services
Project Title and
Statement of
One -Year Goals
E. Provide an emergency
basis for the provisions
of such supplies and ser-
vices, nutrition food-
stuffs, and related ser-
vices to counteract con-
ditions of starvation and
malnutrition among the
poor.
COMMUNITY SERVICES BLOCK GRANT Page 12 of 12
WORK PROGRAM b BUDGET DATA
Date 9-7-82
ro ram
Year
ranee ff
6ol6o
Amount
of
CSBG
Funds
80%
Local Share
(Specify
Amount and
Source)
20%
Estimated
p of
Clients
to be
Served
rom
10-1-82
To
9-30-83
-
Activities Required
to Achieve Goal
Time Table
Program Year Qtr.
Training and Technical
Assistance Required
1st
12nd Rrd
14th
E1) Aside from the regular direct
services.provided by Community
Services of Lubbock, coordina-
tion is established with other
agencies and community groups
to confront this dilemma.
This past year, Community Ser-
vices was involved with a
regional task force in con-
junction with TDCA to obtain
foodstuffs for the estimated
2,000 families that were
affected by this year's crop
failure. Over 2,000 cases of
food was obtained from Camp-
bells Soup Company and Moun-
tain Pass to be distributed by
Catholic families services of
this diocese. Similar efforts
will be conducted during the
current fiscal year.
Totals this page . . . . $ $
Cumulative Totals this
page and previous page(s)
2,000
e
TABLE OF CONTENTS
LETTER OF TRANSMITTAL
1. CLIENT NEEDS SUMMARY
11. WORK -PROGRAM PERFORMANCE STATEMENTS COMPONENT
A. Form 419 (s)
B. Supplemental Summaries (Program Narratives)
C. Agency Self -Evaluation Summary
Ill. BUDGET COMPONENT
A. Title Page
B. Budget Summary
C. Budget Supplements
D. Summary on Financial Management System
E. Summary on Arrangements for Post -Program Audit
IV. CERTIFICATION OF ELIGIBILITY DOCUMENTS OR ITEMS
A. State Comptroller Vendor Identification Number
B. Organization: Current Articles of Incorporation or Charter
C. Organization's Current By -Laws or Rules
D. Name(s), Title(s) and Documentation and/or Reference to Person(s)
Authorized to Sign a Contract with TDCA
E. Copy of Most Recent Audit and Any Correspondence Related to it
F. Current approved Fidelity Bond with Expiration Date
ra
CLIENT NEEDS -SUMMARY
I. CLIENT NEEDS SUMMARY
The low and moderate income population of Lubbock County expresses a variety of
needs relative to bonds of poverty and the effects thereof. Generally speaking,
the institutions most adversely affecting the disenfranchised revolve around,.
economics, education and the socialization process, but more specifically the
needs as expressed by persons living in poverty and are divided into long-range
needs and short-range needs.
A. Short-range needs are predominantely affected by employment and/or
training. Because of umemployment and/or under employment, just about
all of the other factors attributable to poverty become explicit.
These Include health, hunger, housing, transportation, indebtedness
and education. As unemployment and training are provided, then -
the burden as to the number of clients will be reduced. This year
in particular because of the crop failure, the need for food, shelter
and health facilities reached the crisis point. This area of need
will result in increased pressure on the ability of social service
agencies to mobilize and acquire'increased resources from the private
sector, namely business local government and civic groups.
A more sophisticated information and referral system should be esta-
blished as to relieve the frustration experienced by social service
personnel and particularly the client in having to search out numer-
ous referrals to agencies that po§sibily are depleted.
B. In terms of long-range goals and with some overlap with short-range
goals, the most significant need prevalent among the poor is the pro-
vision of institutional change. Education (not necessarily institu-
tional) should play an important role in changing attitudes both by
the poor as well as the non -poor. Much close contact through neigh-
borhood groups should take place in order to relay concepts of self-
expression and self-determination pursuant to self-sufficiency by the
poor. Poor people should be given the opportunity to become aware
of the ramifications relative to governmental operations and the
economic system. In doing so, and within an ongoing educational process,
proper direction can be attained by this segment of our society. ,
H . WORK PROGRAM PERFORMANCE -STATEMENTS COMPONENT
C. AGENCY SELF -EVALUATION SUMMARY
With the various resources available both administratively by the City of
Lubbock and programmaticly by the community, Community Services will have
available a variety of self -evaluation tools consisting of:
1. Reports made on a quarterly basis to the funding entity.
2. Reports submitted to City of Lubbock administration in terms of
inventories, accounting and purchasing procedures and other routine
checks made by the various departments within the City to include the
office of the City Manager.
3. The agency maintains a monthly compilation of reports demonstrating
the number of clients assisted on a regular basis. Areas of activity
include inquiries as to housing, food, transportation, health, and
the filling out of Welfare applications.
4. The Community Advisory Commission, a tripartite, meets on a monthly
basis to review and comment on the activities of the agency.
5. The loose -knit network of neighborhood associations also provides
input on evaluation by making suggestions as to the improvements of
outreach and providing assurances as to whether services are in
essence reaching those for which it was intended.
6. A most significant tool of evaluation will be the number of community
meetings and relevant workshops which are attended by representatives
of the target population. Documentation is retained in this regard.
Ill. BUDGET COMPONENT
0
FFY '83 CSBG
BUDGET TITLE PAGE
AGENCY NAME: City of Lubbock Community Services
BUDGET PERIOD: October 1, 1982 -- September 30, 1983
PROPOSED SERVICE AREA: County of Lubbock ,
PROPOSED
BUDGET BREAKDOWN: $142,586 CSBG (80%)
28,517 Local -Share (20%)
$171,102 TOTAL 100%
FFY '83 CSBG
BUDGET SUMMARY
CSBG
Local
Total
BUDGET CATEGORIES
Share
Share
Amount
a.
Personnel . . . . . . . .
$
91,081
$
$
91,081
b.
Fringe benefits
$
21,513
$
$
21,513
c.
Travel . . . . . . . . .
. $
3,082
$
$
3,082
d.
Equipment . . . . . . . .
.$
2,914
$
$
2,914
e.
Supplies . . . . . . . .
.$
4,690
$
$
4,690
f.
Contractual . . . . . . .
.$
2,400
$
$
2,400
g.
Other . . . . . . . . . .
.$
---
$ 28,517
$
---
Audit $ 4.000
Document
Delivery $ ---
Reproduction$
Telephone $ 2,300
Other $ 101606
TOTALS $ 142,586 $ 28,517 $171,103
( 80% ) ( 20% ) ( 100% )
C. BUDGET SUPPLEMENT
C
C
TRAVEL AUTHORIZATION
E EXPENSE ALLOWANCE
OBJECTIVE:
To govern expenses incurred by City employees who travel out of the
City -on City business.
RESPONSIBLE AGENCY:
Accounting Department, City Manager's office, division directors,
all City personnel who travel out of the City on City business.
SERVICE/POLICY:
Authorization
The City of Lubbock will pay reasonable expenses which are incurred .
in the course of authorized City .trips. Prior approval is an integral
part of travel expense procedure in the -City of Lubbock. In the event
that travel is conducted without prior approval, the employee may be
held responsible for all expenses incurred. Department heads and
directors should itemize each trip that.is to be made during the coming
fiscal year at the time budget requests .are submitted. Prior to the
time that a trip is actually taken, a'7ravel.:Authorization and Expense -
Report form (Appendix A-21) should be submitted first to the appropriate
division director and then to the City Manager. In the event that a
travel advance is also needed, a payment authorization form (Appendix A-10)
should also be submitted. -
Advance Payments:
If, in the judgment of the City Manager, the est'.mated expense for the
contemplated travel is too high to expect the employee to finance the
trip himself, he or his designee may authorize advance payments to the
employee.
Checks are normally written on Tuesdays and Thursdays. A Travel Authori-
zation and ESApense Report form (Appendix A-21), .accompanied by a payment
authorization form tAppendix A-10), should be su -nitted to the division
director, who will sign it and pass it on to the City Manager's office.
Timing of the memo should be such that the divis'on director and the
City Manager's staff are able to complete their •eviews approximately
ten days before the check is needed. To the ext'rit possible, the
Accounting Department will attempt to have the checks written at the
end of that ten-day period. Employees requestirn advances should
always remember to submit their requests well it advance of their
departure date in order that they might be assured that their checks
have had time to clear all of the necessary rev"ews. Requests for "walk-
through" checks should be kept to a minimum since they are expensive and
time consumin
r Advancing of money for travel expenses does not constitute approval for
the expenditure of the entire amount advanced, as all expenditures must
be justified and approved. When money is advanced, it is treated as an
account receiveable from the employee until an itemized accounting is
submitted. The approved amount is then charged to the proper expense
account, and the accounts receiveable is cancelled.
Expenses Approved for Reimbursement:
The following list of expense classifications is for information and
guidance in determining which expenses are eligible when traveling on
City business. The list is intended as a general guide and is not
necessarily all inclusive. Discretion remains with the -City Manager, or
his designee, in approving travel expenses to provide for unusual cir-
cumstances. Officials and employees are expected to exercise good judg-
ment in making travel expenditures and to show proper regard for economy
in conducting business away from the City.
_1. Transportation '
While the circumstances surrounding each trip will be
different and may, in some cases; dictate otherwise,_
employees are advised to use municipal vehicles as
much as possible. This is especially true for trips of
long duration involving several employees. The following
Cguidelines are to be observed. -
a) Commercial Airline --The City will pay the cost of
the airline ticket. Only -"coach" flights will be
authorized.
-b) City -owned vehicle --if a City vehicle is used, credit
cards should be obtained from the Purchasing Department
for the purchase of gas, oil and other routine supplies.
The employee should submit a payment authorization with
copies of his tickets for each gasoline company credit
card used.
c) Personal Vehicles --if the use of a private automobile is
approved, the City will pay actual costs for gas and oil.
The employee should present tickets for reimbursement.
As an alternative, an employee may draw a City credit
card from the Purchasing Department for routine supplies.
2. Local Transportation
When air, rail, or bus transportation is used, expenses for local
transportation will be allowed whenever such transportation is
necessary in the conduct of City business. In most cases, it is
assumed that taxi service will be the preferred mode of travel.
in unusual circumstances, employees may secure rent cars.
Expenses for rent cars will not be reimbursed unless the employee
has received written permission for use of a rental unit prior
to the time that the trip is taken. That permission must come
from the designated individual in the City Manager's office and
will be granted only in those cases where adequate justification,
is provided.
3. Lodging
Expenses will be allowed for adequate lodging. Receipts for
lodging must be provided to obtain reimbursement. Employees
should attempt to take advantage of the City's tax exempt status
in paying their hotel/motel bills.
4." Meals G Tips
Reasonable expenses for meals and tips will be reimbursed at
actual cost. Employees should attempt to secure receipts for
for such expenses.. In the event that meal expenses exceed
$15.00 per day, receipts will be required.
5. Telephone G Telegraph '
Telephone and telegraph messages will be allowed only for
official calls. A safe -arrival call home is allowed.
6. Registration Fees
Employees will be reimbursed for fees charged for registration
at any conference or meeting. A receipt should be provided
with the expense report.
7. Entertainment -
Personal entertainment expenses will be the responsibility of
the employee.
8. Spouses
If a conference includes a planned spouses•program and if an
employee's spouse participates in a majority of the planned
activities, the City will assume the responsibility for the
spouse's registration and planned conference meals. Trans-
portation, other meals, etc. are the employee's responsibility.
Upon returning, copies of all receipts and pertinent documents should
be accumulated in the Travel Authorization and Expense Report form
(Appendix A-21--provided in the Print Shop) and submitted to the
division director. The division directors will thoroughly review
approve for payment, and forward these document to the City Manager
who will review them and forward them to the Accounting Department.
If an individual did not receive an advance and needs to be reimbursed,
or if the City needs to reimburse him for unanticipated expenses, the
brown travel envelope should be accompanied by a payment authorization.
CAll expenses for the trip should be indicated on this form,
even if they were paid on another billing. For example,
air fare expenses paid directly to a travel agent should be
shown in the space for prepaid and/or credit card charges.
AUTHORITY:
City Manager•
DATE ISSUED:
January 8, 1981
0
-49.1
D. SUMMARY OF FINANCIAL MANAGEMENT SYSTEMS
Enclosed is the introductory chapter and table of contents of the Account-
ing and Fiscal Procedures for the Financial Administration of Grants awarded
to the City of Lubbock. As it is a lenghy document, no complete enclosure
has been made, nevertheless, provisions for its submission can be made should
it be required.
r`
t
TABLE OF CONTENTS
Paragraph
Page
1.
CHAPTER 1. INTRODUCTION
1.1
Coverage
I
1.2
Definitions
1
1.3
Authority
1
(,
1.4
General
1
4
CHAPTER 2. CODING, BOOKS AND RECORDS
{`
2.1
Coding
3
2.2
Books of Account and Records
2.3
Property Records '
4
(
2.4
Maintenance of Records
5
CHAPTER 3. INTERNAL CONTROL
i
3.1
Definition
6
3.2
Characteristics
6
3.3
Important Features
6
CHAPTER. 4. ELIGIBLE AND INELIGIBLE COSTS
4.1
Criteria
8
4.2
Scope
8
rI
-4.3
Standards
8
4.4
Eligible Costs
8
4.5
Purchase of Automatic Data Processing Equipment
8
4.6
Ineligible Cost
8
i
4.7
Other Li.mitations
9
CHAPTER 5• CHART OF GENERAL LEDGER ACCOUNTS
1•
5.1
Account Numbers and Titles
10
5.2
Description
12
CHAPTER 6. TYPICAL TRANSACTIONS
6.1
illustrative Entries
17
4 �
1
iii
l
Paragraph
�..-'
CHAPTER 7. RELATIONSHIP OF GRANT DEPARTMENTS TO
INTERNAL AUDIT AND ACCOUNTING DEPARTMENTS
7.1
Systems Evaluation
7.2
Monitoring
1�
7.3
Internal Control
7.4
Disbursing of Funds
7.5
Direct Depositing of Funds
7.6
Bank Accounts
�l
7.7
Disbursements by Departments
7.8
Retention of Records
7.9
Fidelity Bonding
7.10
Eligible and Ineligible Costs
7.11
Accounting
7.12
Audits '
f�
CHAPTER 8. ACCOUNTING AND REPORTING
{ 8.1 General
8.2 Reporting'
8.3 Assistance
4
EXHIBITS
1. Monthly Statement of Financial -Condition
(� 2. Cost Control Statement
i•'
f
iv
Page
19
19
19
19
20
20
20
20
21
21
21
21
22
22
23
4
i r
CHAPTER 1. INTRODUCTION
`+ 1.1 COVERAGE - This manual contains the accounting and financial manage-
ment procedures to be followed by the City in accounting for grants
received from other governmental units.
1.2 DEFINITIONS -
a. Grant Budget - The document prepared by a department of the City
setting forth the grant amount and the amount of grant funds
approved for'the project requested.
i
b. Department - A subunit of the City of Lubbock assigned the re-
sponsibility for administering a project or program.
,.- c. Projects, Components, and Activities - Those undertakings included
4 in the program and funded in whole or in part by the grant.
1.3 AUTHORITY - The City Council, approves all grants for all departments
for specific requested projects.`"
The City is under certain obligations to other governments in the
disposition of grant funds including general revenue sharing funds.
To meet these obligations, the City has assigned responsibilities to
various departments in achieving the goals of the various projects
for which funds were approved and to assure proper accountability
for such funds. There are also some limitations placed on some of
_ these funds. In the case of general revenue sharing funds these may
not be used:
a. For any purpose not authorized by local, State or Federal Law.
b. To match other Federal Grants.
C. In a way that discriminates against people on basis of race, color,
national orgin or sex.
Other grant funds may have restrictions placed on them depending on
their source. Generally, the specific contract will define the limita-
tions, if any.
1.4 GENERAL - One of the unique developments in the broad field of govern-
ment in the past two decades has been the very rapid growth of Federal
and State grants-in-aid. Contrary to widely held views, these grants
are not new in orgin. Their appearance on the intergovernmental scene
occurred quite a long time ago and by 1972 these grants had reached
r-
i gigantic proportions. It would be hard to find an area of govern-
mental activity today with problems of financial management, including
accounting and reporting, more pressing or more difficult than in
the area of Federal grants-in-aid. These instructions prescribe
the accounting procedures and related fiscal requirements to be followed
�..� by the City of Lubbock and its departments. Included are also guide-
lines as to the City's responsibilities relating to certain third
party contracts. The classification and description of accounts
prescribed herein are the minimum required. The book of accounts
shall be maintained within the framework of the established account-
ing system. 1-'
The records, accounts and statements prescribed herein are designed
to be consistent with the standards of the National Committee on
Governmental Accounting, 1/, 2/
1/ Governmental Accounting, Auditing, and Financial Reporting Copy-
right 1968 by
Municipal Finance Officers Association of the United States
1,
b Canada
1313 East 60th Street, Chicago, Illinois 60687
2/ Statement 2, Grant Entitlement and Shared Revenue Accounting and
r"1 Reporting by State and Local Governments
Copyright 1979 by the Municipal Finance Officers Association
of the United States and Canada
J ` 180 North Michigan Avenue, Chicago, Illinois 60601
(2)
D. SUMMARY ON ARRANGEMENTS FOR POST -PROGRAM AUDIT.
The City of Lubbock maintains an ongoing agreement with the firm of Mason
Warner and Nickols for the provision of audits. Funds for such audits are
acquired through the regular funding grant.