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HomeMy WebLinkAboutResolution - 3188 - Grant Application - TDOCA - Community Services Block Grant - 08_24_1989Resolution # 3188 August 24, 1989 Item #22 DGV : j s RESOLUTION 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 execute for and on behalf of the City of Lubbock a Grant Application and all related documents. Said Grant Application is to be submitted to the Texas Department of Community Affairs and is to be in the amount of One Hundred Seventy -Three Thousand Eight Hundred fourteen and No/100 Dollars ($173,814.00) for the purpose of administering programs under the Community Services Block Grant to relieve the effects of poverty in Lubbock County. A copy of the Grant Application is attached herewith, which shall be spread upon the minutes of the Council and as spread upon the minutes of this Council shall constitute and be a part of this Resolution as if fully copied herein in detail. Passed by the City Council this 24th day of August ' 1989. A�._-C . MCMISN, MAYOR ATTEST: Raneet�Boyd, City Secre ry APPROVED AS TO CONTENT: ,�,Vaug Hendi�ie, ommuni y. Relations Director APPROVED AS TO FORM: Donald G. Vandiver, First Assistant City Attorney TEXAS DEPARTMENT OF COMMUNITY AFFAIRS William P. Clements, Jr. Willie L. Scott Governor Executive Director TO: CITY MEMORANDUM , /VOMMVY SERVICES DEPAPTM.FMT ar FROM: Lu *o Va erector por ry 2 DATE: Fn u #a _ . � 79q ry 2, .0 SUBJECT: Community Services Block Grant Program Contract Yo. 610048 Fnclosed is your signed copy of the above document. questions, please contact your program officer. LY/HN/bjm Enclosure +348C If you have any 8317 Cross Park Drive Austin, TX 78754-5124 - An Equal Opportunity Employer - (512)834-6000 Post Office Box 13166 Austin, TX 78711-3166 N TEXAS DEPARTMENT OF COMMUNITY AFFAIRS CONTRACT NO. 610048 FOR THE COMMUNITY SERVICES BLOCK GRANT PROGRAM SECTION 1. PARTIES TO THE CONTRACT This contract is made by and between the Texas Department of Community Affairs, an agency of the State of Texas, (herein the "Department") and City of Lubbock, Community Services Department (herein the "Contractor"). SECTION 2. CONTRACT PERIOD This contract shall commence on October 1, 1989 and, unless earlier terminated, shall end on September 30, 1990 (herein the "Contract Period"). SECTION 3. CONTRACTOR PERFORMANCE Pursuant to the Community Services Block Grant Act, 42 U.S.C. §§9901 et seq. (herein the "CSBG Act"), Contractor shall operate, on an equitable basis throughout Contractor's service area, a program to ameliorate the causes of poverty. Contractor shall provide services and activities of the type specified in 42 U.S.C. §9904(c)(1) in accordance with the attached Performance Statement (herein "Exhibit A") and Budget (herein "Exhibit B"). Contractor's service area consists of the following Texas counties: Lubbock SECTION 4. DEPARTMENT OBLIGATIONS A. In consideration of Contractor's satisfactory performance of this contract, Department shall reimburse Contractor for the actual allowable costs incurred in the amount of: FFY '90 Available CSBG Funds: Zero and no/100 Dollars ($0.00) B. Contractor has furnished Department with an estimate of the amount of funds awarded to Contractor under CSBG Contract No. 619048 that will remain unexpended as of the termination of such contract. Contractor may utilize such funds for the performance of this contract. Department's liability under this Subsection is limited to the actual amount of funds finally determined by Department as being unexpended under the previous CSBG Contract. Available CSBG Carry -in Funds: Zero and no/100 Dollars ($0.00) C. By written notice to Contractor, Department may obligate additional funds under Sections 4(A) and 4(B). For planning purposes only, Contractor may assume that the total award to Contractor during the Contract Period will be: Anticipated CSBG Funds: One Hundred Seventy -Three Thousand Eight Hundred Fourteen and no/100 Dollars ($173,814.00) Rev. 8-89/CSBG Page 1 of 8 D. Department's obligation under this Section is contingent upon the actual receipt by Department of funds from the*U. S. Department of Health & Human Services (hereinafter "HHS"). Any decision to obligate additional funds to Contractor shall be made by Department based upon factors, including but not limited, to the status of funding under grants to Department from HHS, the rate of utilization of funds under this contract, and the existence of questioned or disallowed costs under this or other contracts between the parties. E. Department is not liable for any cost incurred by Contractor which: (1) is subject to reimbursement by a source other than Department; (2) is for the performance of services or activities not authorized by 42 U.S.C. §9904(c)(1), or which is not in accordance with the terms of this contract; (3) is not reported to Department on a financial status report within sixty (60) days following the termination of this contract; (4) is not incurred during the Contract Period; or (5) is incurred for the purchase or permanent improvement of real property (other than low-cost residential weatherization or other energy -related home repairs, if described in Exhibit A). F. Contractor shall refund, within fifteen (15) days of Department's request, any sum of money paid to Contractor by Department which Department determines (1) has resulted in an overpayment to Contractor or (2) has not been spent strictly in accordance with the terms of this contract. Department may offset or withhold any amounts otherwise owed to Contractor under this contract against any amount owed by Contractor to Department arising under this or any other contract between Department and Contractor. SECTION 5. METHOD OF PAYMENT / CASH BALANCES A. Each month Contractor may request an advance payment by submitting to Department, no later than the twentieth (20th) day of the month prior to the month for which payment is sought, a properly completed Financial Status Report and Fund Request (TDCA Form 270-a) and a State of Texas Purchase Voucher for an amount not to exceed Contractor's actual cash needs for the month for which such advance is sought. B. Contractor's requests for advances shall be limited to the minimum amounts needed for the effective performance of this contract, and shall be timed as closely as possible with Contractor's actual immediate cash requirements. Contractor shall establish procedures to minimize the time elapsing between the transfer of funds from Department to Contractor and the disbursal of such funds by Contractor. C. Department reserves the right to utilize a cost reimbursement method of payment if (1) Department determines that Contractor has maintained cash balances in excess of need, (2) Department identifies any deficiency in the cash controls or financial management system used by Contractor, or (3) Contractor fails to comply with any of the reporting requirements of Section 12. Page 2 of 8 Rev. 8-89/CSBG D. All funds paid to Contractor pursuant to this contract are paid in trust for the exclusive benefit of the low-income population of 'Contractor's service area and for the payment of allowable administrative expenses.. SECTION 6. COST PRINCIPLES AND ADMINISTRATIVE REQUIREMENTS Except as expressly modified by law or the terms of this contract, Contractor shall comply with the cost principles and uniform administrative requirements set forth in the Uniform Grant and Contract Management Standards, 1 T.A.C. §§5.141 et seq. (herein the "Uniform Grant Management Standards"). All references therein to "local government" shall be construed to mean Contractor. SECTION 7. TERMINATION AND SUSPENSION A. Department may terminate this contract, in whole or in part, at any time Department determines that there is good cause for termination,. including but not limited to Contractor's failure to comply with any term of this contract. Department shall notify Contractor in writing at least 30 days before the date of termination. B. Nothing in this Section shall be construed to limit Department's authority to withhold payment and immediately suspend performance of this contract if Department identifies possible instances of fraud, abuse, fiscal mismanagement, or other serious deficiencies in Contractor's performance. Suspension shall be a temporary measure pending either corrective action by Contractor or a decision by Department to terminate this contract. C. Department shall not be liable for any costs incurred by Contractor after termination of this contract. Notwithstanding the suspension or early termination of this contract, Contractor shall not be relieved of any liability for damages due to Department by virtue of any breach of this contract by Contractor. Department may withhold any payment otherwise due to Contractor until such time as the exact amount of damages owed to Department by Contractor is determined and paid. SECTION 8. CHANGES AND AMENDMENTS A. Any change in the terms of this contract required by a change in or federal law or regulation is automatically incorporated herein effective on the date designated by such law or regulation. B. Except as otherwise specifically provided herein, any change in the terms of this contract shall be made by an amendment in writing and signed by both parties to this contract. C. Notwithstanding Subsection 8(8), Contractor may transfer funds between or among line items within or between the budget categories of Exhibit B without a written amendment to this contract, if: (1) the cumulative amount of the transfers between direct budget categories is not more than five percent (5%) of the contract total shown on Page 1 of Exhibit B; and (2) the transfer will not change the scope or objective of the programs funded under this contract. Page 3 of 8 Rev. 8-89/CSBG SECTION 9. DEPARTMENT ISSUANCES'' Department may issue policy directives which serve to interpret or clarify the terms of this contract. Such directives shall be issued by Department in the form of CSBG Issuances. Issuances shall not alter the terms of this contract so as to relieve Department of any obligation to reimburse an allowable cost incurred by Contractor prior to the effective date of the Issuance. All CSBG Issuances promulgated by Department prior to the commencement date of this contract shall govern the performance of this contract until specifically rescinded by Department. SECTION 10. TECHNICAL ASSISTANCE AND MONITORING Department or its designee may conduct periodic on -site monitoring and evaluation of the efficiency, economy, and effectiveness of Contractor's performance of this contract. Department will advise Contractor in writing of any deficiencies noted during such monitoring. Department may provide technical assistance to Contractor and may require or suggest changes in Contractor's program implementation or in Contractor's accounting, personnel, procurement, and management procedures in order to correct any deficiencies noted. Department may conduct follow-up visits to review and assess the efforts Contractor has made to correct previously noted deficiencies. Department may withhold funds, place Contractor on a reimbursement method of payment, suspend performance, terminate this contract, or invoke other remedies in the event monitoring or other reliable sources reveal material deficiencies in Contractor's performance or if Contractor fails to correct any deficiency within a reasonable period of time. SECTION 11. RETENTION AND ACCESSIBILITY OF RECORDS A. Contractor shall maintain fiscal records and supporting documentation for all expenditures made under this contract in accordance with the Uniform Grant Management Standards, A-102, Attachment C. B. All information collected, assembled, or maintained by Contractor shall be made available to the public, during normal business hours in compliance with the standard assurances of the Uniform Grant Management Standards, A-102, Attachment M, and the Texas Open Records Act, TEX. REV. CIV. STAT. ANN. article 6252-17a. C. Contractor shall give HHS, the Comptroller General of the United States, and Department, or their duly •authorized representatives, access to and the right to examine and copy, on or off of the premises of Contractor, all records pertaining to this contract. Contractor agrees to maintain such records in an accessible location and to cooperate with any examination conducted pursuant to this Subsection. Contractor shall include the requirements of this subsection in all subcontracts. SECTION 12. REPORTING REQUIREMENTS A. Contractor shall submit to Department no later than twenty (20) days after the end of each quarter of the Contract Period a Quarterly Performance Report of the activities performed during the previous quarter. The Quarterly Performance Report shall be in a format prescribed by Department. Page 4 of 8 Rev. 8-89/CSBG B. Contractor shall submit to Department no later than sixty (60) days after the termination of this contract, a final Financial Status Report (State TDCA Form 270-a) containing a full accounting of all funds expended under this contract. The failure of Contractor to provide a full accounting of funds expended under this contract shall be sufficient reason for Department to deny any future contracts to Contractor C. Contractor shall submit to Department no later than sixty (60) days after the termination . of this contract a cumulative inventory of all nonexpendable personal property (as such is defined in the Uniform Grant Management Standards, A-102, Attachment N) acquired in whole or in part with funds received under this or previous CSBG contracts. Upon the termination or non -renewal of this contract, Department may transfer title to any nonexpendable personal property so acquired to itself or to any other entity receiving funds under the CSBG Act. D. If Contractor fails to submit, in a timely and satisfactory manner, any report or response required by this contract, including responses to monitoring reports, Department may, in its sole discretion, withhold any payment otherwise due to or requested by Contractor hereunder until' such time as the delinquent report or response is received. If the delinquent report or response is not received within forty-five (45) days of its due date, Department may suspend or terminate this contract. If Contractor receives CSBG funds from Department over two or more contract periods, this contract may .be suspended or terminated for Contractor's failure to submit a report (including a report of audit) past due from a prior contract. SECTION 13. INDEPENDENT CONTRACTOR Contractor is an independent contractor. Contractor agrees to hold Department harmless and, to the extent allowed by law, indemnify it against any disallowed costs or other claims which may be asserted by any third party in connection with Contractor's performance of this contract. SECTION 14. SUBCONTRACTS Contractor may not subcontract the primary performance of this contract (as opposed to supportive services) unless Contractor's intention to subcontract is indicated on Exhibit A. Any such subcontractor will be subject to monitoring by Department, although Department is in no way liable to any subcontractor. SECTION 15. CONFLICT OF INTEREST/NEPOTISM A. Contractor covenants that neither it nor any member of its governing body has or shall acquire any interest, direct or indirect, which would conflict in any manner with the performance of this contract. No person having such interest shall be employed by Contractor or appointed as a member of Contractor's governing body. B. No officer, employee, or member of Contractor's governing. body shall vote for or confirm the employment of any person related within the second degree by affinity or third degree by consanguinity to any member of the governing body or to any other officer or employee authorized to employ or supervise such person. This prohibition shall not prohibit the continued employment of a person who has been continuously employed for a period of two years prior to the election or appointment of the officer, employee, or governing body member related to such person in the prohibited degree. Page 5 of 8 Rev. 8-89/CSBG C. No employee, officer,'or agent of Contractor shall participate in the selection, award, or administration of a subcontract supported by funds provided hereunder if a conflict of interest, real or apparent, would be involved. Such a conflict of interest would arise when: 1) the employee, officer, or agent; 2) any member of his or her immediate family; 3) his or her partner; or 4) any organization which employs or is about to employ, any of the above, has a financial or other interest in the firm or person selected to perform the subcontract. D. Contractor's employees, officers, and agents shall neither solicit nor accept gratuities, favors, or anything of monetary value from subcontractors, or potential subcontractors. SECTION 16. COMPLIANCE WITH LAW Contractor shall comply with the CSBG Act and with the rules and regulations promulgated thereunder, and with all federal, state, and local laws and regulations applicable to the performance of this contract. SECTION 17. PROGRAM INCOME Contractor shall account for and expend program income derived from activities financed in whole or in part with funds provided under this contract in accordance with the Uniform Grant Management Standards, A-102, Attachment E. SECTION 18. NON-DISCRIMINATION AND EQUAL OPPORTUNITY No person shall on the ground of race, color, religion, sex, national origin, age, handicap, political affiliation or belief be excluded from participation in, be denied the benefits of, be subjected to discrimination under, or be denied employment in the administration of or in connection with any program or activity funded in whole or in part with funds made available under this contract. . SECTION 19. LEGAL AUTHORITY A. Contractor represents that it possesses the legal authority to enter into this contract and to perform the services Contractor has obligated itself to perform hereunder. B. The person signing this contract on behalf of Contractor hereby warrants that he/she has been duly authorized by Contractor to execute this contract on behalf of Contractor and to bind Contractor to the terms herein set forth. SECTION 20. AUDIT A. Contractor shall arrange for the performance of a financial and compliance audit of the funds received under this contract. The audit shall be made in accordance with the Single Audit Act of 1984, 31 U.S.C. §§7501 et seq. (hereinafter the "Audit Act"), and OMB Circular No. A-128, "Audits of State and Local Governments", 50 Fed. Reg. 19,114 (May 6, 1985). The contract for audit services shall include a reference to the Audit Act and OMB Circular A-128. Contractor shall take such action to facilitate the performance of the audit(s) conducted pursuant to this Section as Department may require. Page 6 of 8 Rev. 8-89/CSBG B. Contractor shall submit three (3) copies of the report of such audit to Department no later than one hundred twenty (120) days after the end of the audit period. Audits performed under this Section are subject to review and resolution by Department or its authorized representative. Resolution of findings shall be made within six (6) months after receipt of the audit report by Department. C. Contractor shall take immediate appropriate corrective action after issuance of the audit report if any significant inadequacies are disclosed. Contractor is liable to Department for any costs disallowed pursuant to the audit. Reimbursement to Department of disallowed costs shall be paid by Contractor from funds which were not made available to Contractor under any contract with Department. SECTION 21. TRAVEL Allowable travel costs under this contract shall be determined in accordance with the Uniform Grant Management Standards and with Contractor's established written travel policy. Contractor's written travel policy shall delineate the rates which Contractor shall use in computing the travel and per diem expenses of its board members and employees. Contractor must submit to Department its travel policy and evidence that such policy has been approved by Contractor's governing body. If Contractor has no established written travel policy, the travel regulations applicable to Department employees shall apply. SECTION 22. POLITICAL ACTIVITY PROHIBITED Contractor shall not engage in any political activities in violation of 5 U.S.C. ch. 15. For purposes of Chapter 15, Contractor shall be deemed to be a state or local agency. Contractor shall not engage in any activities to provide voters and prospective voters with transportation to the polls or provide similar assistance in connection with an election or any voter registration activity. No funds received by Contractor hereunder shall be used for any political activity including, but not limited to, any activity undertaken to influence the outcome of any election or the passage or defeat of any legislative measure.. SECTION 23. SECTARIAN INVOLVEMENT PROHIBITED No funds received by Contractor hereunder shall be used, either directly or indirectly, to support any religious or anti -religious activity. SECTION 24. COPYRIGHT Contractor may copyright materials developed in the performance of this contract or with funds expended under this contract. Notwithstanding the foregoing, Department and HHS shall each have a royalty free nonexclusive and irrevocable right to reproduce, publish, or otherwise use, and to authorize others to use, the copyrighted work for government purposes. SECTION 25. PREVENTION OF FRAUD AND ABUSE A. Contractor shall establish, maintain, and utilize internal controls sufficient to provide for the proper and effective management of all program and fiscal activities funded under this contract. Contractor's internal controls and all transactions and other significant events are to be clearly documented and the documentation shall be readily available for monitoring by Department. Page 7 of 8 Rev. 8-89/CSBG B: Contractor shall give Department complete access to all of its records, employees, and agents for,the purpose_of.monitori,ng Qr,investigating the CSBG program. Contractor shall fully cooperate with Department's efforts to detect, investigate, and prevent waste, fraud, and abuse. C. Contractor shall not discriminate against any employee or other person who reports a violation of the terms of this contract or of any law or regulation to Department or to any appropriate law enforcement authority if the report is made in good faith. SECTION 26. MAINTENANCE OF EFFORT Funds provided to Contractor under this contract may not be substituted for funds or resources from any other source nor in any way serve to reduce the funds or resources which would have been available to or provided through Contractor had this contract never been executed. SECTION 27. NO WAIVER Any right or remedy given to Department by this contract shall not preclude the existence of any other right or remedy, nor shall any action taken in the exercise of any right or remedy be deemed a waiver of any other right or remedy. The failure of Department to exercise any right or remedy on any occasion shall not constitute a waiver of Department's right to exercise that or any other right or remedy at a later time. SECTION 28. SEYERABILITY If any portion of this contract is held to be invalid by a court or administrative tribunal of competent jurisdiction, the remainder shall remain valid and binding. SECTION 29. ORAL AND WRITTEN AGREEMENTS All oral and written agreements between the parties relating to the subject matter of this contract have been reduced to writing and are contained in this document and the exhibits attached hereto. SECTION 30. EXHIBITS The exhibits identified below are hereby made a part of this contract: A. Exhibit A, Performance Statement B. Exhibit B, Budget SIGNED this ?�_ day of p.e�.,,1F, 19 _. Approve for content: aug n endri Comm ity Relations Director CITY OF LUBBOCK COMMUNITY SERVICES DEPARTMENT e • By: .C. McMinn, Mayor Donald Vandiver First City Attorney TEXAS DEPARTMENT OF COMMUNITY AFFAIRS By: 2��- �Q4 , -Y, Willie L. Scott, Executive Director Rev. 8-89/CSBG Page 8 of 8 EXHIBIT A COMMUNITY SERVICES BLOCK GRANT PERFORMANCE STATEMENT 335C FFY 1990 Contractor Name: City of Lubbock COMMUNITY SERVICES BLOCK GRANT Performance Statement Service Area: Lubbock County JACTIVITIES DESCRIPTION S/A Code: Contract Period: 10/1/89 - 9/30/90 Contractor shall: 1. Comply with 42 U.S.C. Section 9904(c)(3) and maintain a governing board which shall be so constituted that: • 1/3 of the members are elected public officials currently holding office or their representatives. • at least 1/3 of the members are chosen in accordance with democratic selection procedures adequate to assure they are representatives of the poor in the area served. • the remainder of the members are officials or members of business, industry, labor, religious, welfare, education, or other major community groups and interests. 2. The contractor shall coordinate at least 7 neighborhood meetings in the community. 3. Conduct quarterly meetings with social services providers in order to identify gaps within community resources. 4. Conduct quarterly Homeless providers meetings to coordinate efforts to meet the Homeless needs. 5. In cooperation with community organizations and churches, provide 250 tracking services to assist in tracking clients to avoid duplicating services to clients and give agencies the ability to extend limited resources. 6. In cooperation with the Association of Government, attend monthly meetings to discuss cases where resources are limited or non-existent. Exhibit A Page 1 of 3 NAME: City of Lubbock Period: 10/1/89 - 9/30/90 S/A Code: Better Use of Available Income 3.5 7. Operate a Weatherization Assistance Program to provide weatherization services to 192 low-income persons. Housing and Homeless Aid 4.3B 8. Operate a city-wide Home Security Program to assist 120 low-income Elderly Home -Owners with security devices, including sensory lighting, door viewers, hard-core doors and smoke detectors. Emergency Services 5.2E 9. In cooperation with Project HELP, Inc., provide utility assistance to 150 families to benefit 450 low-income persons not assisted with other funding. 5.3A 10. Operate an Energy Crisis Program to serve 220 families with 660 low-income persons in order to assist in meeting urgent and immediate needs. 5.6 11. Provide services to 1,000 low-income needy clients with emergency assistance with transportation, food, medical aid or utility assistance. 5.6D .12. In cooperation with Citibus, provide bus passes to 2,000 low-income residents in need of transportation assistance. 5.76 13. Operate a county -wide Emergency Homeless Program to assist 112 families 112 families with 336 low-income persons on the verge of being evicted with rent/utility assistance. Nutrition 6.3 14. The contractor, in cooperation with the Texas Department of Human Services and the South Plains Food Bank provide emergency food assistance to 150 families with 450 low-income persons in the county through the use of two food pantries. Linkage With Other Programs 7.1 15. Provide and operate a HELP Line -Information and Referral component for 9,000 low-income individuals so as to assist them with effective use of services/programs. 7.2A 16. Provide Case Management services to 120 low-income persons in need of such services. Exhibit A Page 2 of 3 NAME: Citv of Lubbock Period: 10/1/89 - 9/ S/A Code: 7.5A 17. In cooperation with Proiect HELP, Inc., provide 50 oscillating fans and 50 blankets to 150 low-income elderly persons. 7.8 18. Sponsor the first annual Summer Fun Festival to benefit a minimum of 400 low-income youngsters and their parents on summer program information. 19. Update, publish and distribute 500 social services directories to assure the effective delivery of such services to low-income individuals. 20. Maintain in its files supporting documentation to Department of activities conducted pursuant to this Exhibit A. Exhibit A Page 3 of 3 EXHIBIT B COMMUNITY SERVICES BLOCK GRANT BUDGET TEXAS DEPARTMENT OF COMMUNITY AFFAIRS Contractor Name: City of Lubbock Contract #: 610048 Contract Period: 10/l/89 - 9/30/90 1X1 Original �_) Amendment # _ EXHIBIT B COMMUNITY SERVICES BLOCK GRANT FFY '90 BUDGET BUDGET CATEGORIES AMOUNT 1. Personnel ............................ $ 107,260 (Detailed on Budget Support Sheet B.1) 2. Fringe Benefits ...................... $ 10,709 3. Travel ............................... $ 1,000 4. Equipment ............................ $ 2,892 (Detailed on Budget Support SheetB.4) 5. Supplies ............................. $ 7,867 6. Contractual ...... .. ... ... ........ $ 3,272 (Detailed on Budget Support Sheet B.6) 7. Other ... ..... ............. .... ... $ 15,215 (Detailed on Budget Support Sheet B.7) 8. Indirect Costs ... .......... ........ $ 25,599 (Based on currently approved plan) 21.70% Base of $117,969 TOTALS $ 173,814— Department's prior written approval for purchase or lease of equipment with acquisition cost of $300 and over is required. Approval of this budget does not constitute prior approval. EXHIBIT B COMMUNITY SERVICES BLOCK GRANT BUDGET SUPPORT SHEET B.1 NAME OF CONTRACTOR: City of Lubbock Personnel No. Mos. % of CSBG Participa- tion AMOUNT Community Services Supervisor 12 100 $ 34,095 Information & Referral Coordinator 12 70 17,337 Information & Referral Specialist 12 -0- -0- Outreach Worker II (Weath. Coord.) 12 82.50 17,472 Outreach Worker II (Homeless Coord.) 12 77.50. 13,384 Outreach Worker II (Utility Coord.) 12 93.75 13,759 Secretary 12 90 11,213 PAGE TOTAL $107 260 Texas Department of Community Affairs EXHIBIT B COMMUNITY SERVICES BLOCK GRANT BUDGET SUPPORT SHEET B.4 NAME OF CONTRACTOR: City of Lubbock Equipment DESCRIPTION BRAND AND MODEL UNIT COST TOTAL % of Dept. Participation PURCHASES LEASES Vehicle 1989 Mid -size Car 2,892 2,892 100 PAGE TOTAL $2 892 Texas Department of Community Affairs EXHIUL1 6 COMMUNITY SERVICES BLOCK GRANT BUDGET SUPPORT SHEET B.6 NAME OF CONTRACTOR: City of Lubbock Contractual BUDGET CATEGORIES AMOUNT Annual Audit $2 000 Tri-A reement between Texas Dept. of Human Services & South 1,200 Plains Food Bank to provide emergency food Contract for counseling services to city employees 72 PAGE TOTAL $3 272 Texas Department of Community Affairs EXHIBIT B COMMUNITY SERVICES BLOCK GRANT BUDGET SUPPORT SHEET B.7 NAME OF CONTRACTOR: City of Lubbock Other BUDGET CATEGORIES AMOUNT Special Projects: Human Services Directory $ 2,500 Transportation 1,600 Emergency Assistance 1,048 Advertising and Promotion 1,500 Data Processing Services 1,595 Telephone 4,500 Postage 1,407 Maintenance Motor Vechicle 868 Liability Insurance 197' PAGE TOTAL $15 215 Texas Department of Community Affairs CITY OF LUBBOCK MEMORANDUM TO: Nabar Martinez, Assistant City Manager for Management Service FROM: Vaughn Hendrie, Director of Community Relations SUBJECT: Agenda Comments for August 24, 1989 Council Meeting DATE: August 11, 1989 ITEM Consider a resolution authorizing the Mayor to sign a grant application and related documents for Community Services Block Grant from the Texas Department of Community Affairs. The Community Services Block Grant for fiscal year 1989-90 is in the amount of $173,814. This application, if approved, will allow our Community's Services Department to maintain their current level of programming to assist low income families and individuals. The Community Services program includes the Information and Referral section which responds to telephone requests for information concerning community resources. It also publishes annually, an updated directory of human services which is used by employees and hundreds of agencies in the community, tracking clients that requested services from a variety of agencies is another service. This information has been valuable to churches and many other agencies providing food and other assistance to determine needs and to avoid duplication of services by community agencies. The Community Services Department will also continue to provide bus passes to individuals needing transportation for medical or employment purposes. The First Annual Summer Fair will bring together all summer programs and inform the Community on the services available. The grant provides 80 percent of the program cost. Twenty percent of the program cost must be provided by the City of Lubbock. The City's share is more than covered by allocating the indirect cost reimbursement through the City back into Community Services programming. In addition, the City provides the salary and benefits for the Information and Referral Specialist and a portion of the salary of the Information and Referral Coordinator for services with the Committee for Women. Vaughn Hendrie Director of Community Relations EXHIBIT B COMMNITY SERVICES BLOCK GRANT BUDGET TEXAS DEPARTMENT OF COMMUNITY AFFAIRS Contractor Name City of Lubbock Contract # Contract Period 10-1-89 to 9-30-90 lj Original �_� Amendment # _ EXHIBIT B COMMUNITY SERVICES BLOCK GRANT FFY '89 BUDGET BUDGET CATEGORIES AMOUNT 1. Personnel ......... ....... ..... .. $ 107,260 (Detailed on Budget �Support �Sheet �B.l) 2. Fringe Benefits ...................... $ 10,709 3. Travel ............................... $ 1,000 4. ........... .... Equipment ............� $ 2,892 (Detailed on BudgetSupport SheetB.4) 5. Supplies ............................. $ 7. 867 6. Contractual .......................... $ 3,272 (Detailed on Budget Support Sheet B.6) 7. Other ................................ $ 15,215 8. Indirect Costs ....................... $ -2 5,599 (Based on currently approved plan) 21. 70 % Base of 1 1 7 - 969 $ TOTALS $ 173,814 Department's prior written approval for purchase or lease of equipment with acquisition cost of $300 and over is required. Approval of this budget does not constitute prior approval. EXHIBIT B COMMUNITY SERVICES BLOCK GRANT BUDGET SUPPORT SHEET B.1 NAME OF CONTRACTOR City of Lubbock Personnel No. Nos. % of CSBG Participa- ti on AMOUNT community Services Supervisor 12 100 34,095 Information & Referral Coordinator 12 70 17,337 Information & Referral Specialist 12 0- -0- h Worker II Weath. Coord.) 12 82.50 17,472 Outreach Worker II Homeless Coord.) 12 77.50 13,384 Outreach Worker II(Utility Coord.) 12 93.75 13,759 Secretary12 90 11,213 Subtotal this Page 107,260 GRAND TOTAL 107,260 Texas Department of Community Affairs EXHIBIT B COMMUNITY SERVICES BLOCK GRANT BUDGET SUPPORT SHEET B.4 NAME OF CONTRACTOR City of Lubbock Eau i nt DESCRIPTION BRAND AND MODEL UNIT COST -TOTAL - % of Dept. -Participation PURCHASES LEASES Vehicle 1989 Mid -size 2,892 2,892 100 Car Subtotal this Page 2,892 GRAND TOTAL 2,892 Texas Department of Community Affairs LA"AuL 1 O COMMUNITY SERVICES BLOCK GRANT BUDGET SUPPORT SHEET B.6 NAME OF CONTRACTOR: City of Lubbock Contractual BUDGET CATEGORIES AMOUNT Annual Audit 2,000 Tri-A reement between Texas Dept. of Human Sery & 1,200 South Plains Food Bank to provide emergency food Contract for counseling service's -to city employees 72 Subtotal This Page 3,272 GRAND TOTAL 3,727 Texas Department of Community Affairs COMMUNITY SERVICES BLOCK GRANT BUDGET SUPPORT SHEET B.7 NAME OF CONTRACTOR: City of Lubbock Other BUDGET CATEGORIES AMOUNT Snecial Pro"ects: Human Services Directory 2,500 Transportation 1,600 Emergency Assistance 1,048 Advertising & Promotion 1,500 Data Processing Services 1,595 Telephone 4,500 Postage 1,407 Maintenance Motor Vehicle 868 Liability Insurance 197 Subtotal This Page 15,215 GRAND TOTAL 15,215 Texas Department of Community Affairs CITY OF LUBBOCK Grant Proposal Evaluation 1. State, as clearly as possible the goals and objectives of the proposed project. This grant is made available through the state agency; Texas Department of Community Affairs (T.D.C.A.). The primary usage of this grant is for the department's operation, as well as, a variety of special projects. The mission of the department is to assist families and individuals to help themselves, by providing information, training and supportive services. The above is being accomplished through a variety of services: including emergency assistance, transportation (bus passes), outreach services housed at the Health Department, sponsoring the first annual Summer Information Fair, information and referral services, as well as, a human services directory which lists all available social service agencies within the community. The grant also provides funds for a tri-way agreement between the Community Service Department, Texas Department of Human Services (T.D.H.S.) and South Plains Food Bank. This agreement provides funds to T.D.H.S. to have food available for their two (2) emergency food pantries. The food is purchased from the South Plains Food Bank by T.D.H.S. Other projects include Tracking which assist agencies in providing information on services provided to clients. The Case Management Services which develop a comprehensive case management approach in providing social services at the outreach offices, as well as, coordinate with the health department. Through other grants the department also provides home repairs, utility assistance, Homeless Services, and Home Security for the elderly. A. Is this the fulfillment of an identifiable community goals? As per the 2005 Goals, the City of Lubbock is charged with the responsibility of protecting the health, safety and welfare of its citizens. Economic hardships manifest themselves in many ways, including the lack of basic needs: food, clothing and housing; therefore, the department attempts to meet these needs within the community. 2. State indicators by which the staff and the City Council might be able to evaluate the program in order to determine that it has reached the state coals and objectives. Internal controls have been implemented within the department to provide an on -going assessment of the services provided. Activity performance standards have been developed and are monitored on a quarterly bases by the City and State. The other grants also require a specific reporting of services (i.e. how many homes weatherized). Reporting is also completed on a weekly and monthly basis. The state grant requires an annual state monitoring visit to the department. 3. Will this project benefit the community as a whole? If not, please provide a detailed profile of the group receiving the benefit of the .program. This grant is to benefit low-income individuals from Lubbock County. In particular, the grant stipulates that the "persons to be served are those whose income is equal to or less than 100% of Federal Poverty Income Guidelines required by Section 652 and 673(2) of the Omnibus Budget Reconciliation Act of 1981. The State of Texas estimates that 2,920,896 or 17.4% of the Texas population will qualify as eligible recipients during the period of this program year. All recipients of direct CSBG services must provide proof of income; proof of income is to be maintained in the client files". Priority shall be given to eligible households with persons sixty (60) years or older and/or with handicapped persons, as well as, families with small children (pre- school) . 4. Are other agencies available to handle this protect? No other agency has been authorized to administer the Community Services Block Grant funds within Lubbock County. While a variety of other private and governmental agencies provide services to some of the same clients, special efforts are made to identify unmet needs. 5. Is the activity by this grant required by state or federal law or as a condition of other on -going state or federal programs. No, however; funds are made available to provide services within every county in Texas. 6. Does the grant require any local match? If so, is the match in the form of cash or an in -kind contribution? Yes, the Community Service Block Grant is designed to provide 80 percent of the funds necessary to carry out the program. The 20 percent local share may be provided by cash and/or in -kind. As with the current year's program, a portion of the grant is being used to offset indirect costs incurred by the city to support the project. In the up -coming year, the rate of the indirect costs have been calculated (Finance Department) at 21.70% based on total salaries ($141,919.) The total indirect cost is $24,348. These funds are to be used by the City towards its 20 percent contribution which is $43,454. This included in - kind from office space and vehicles. 7. Is the grant for capital or operating program? This program is conditionally set upon the availability of funds and it is an operating program. NAME: rity of Lubbock Period: 10/1/89 to 9/30/90 CERTIFICATION Proposed activities as described above are in accordance with the Community Services Block Grant Act and have been reviewed and approved as indicated herein. I, Mayor "Peck" McMinn have reviewed this document with a quorum (Typed -- Board Chairperson) of the applicant's governing board. The board has voted to authorize the applicant's Executive Director to proceed with necessary negotiations with the Texas Department of Community Affairs. X/, • /L� c /i� ......... 8-24-89 (Signature) (Date) City of Lubbock (Agency Name) I, Sylvia A. Martinez have reviewed this application document with (Typed -- Executive Director) the applicant's governing board and have been authorized to negotiate an accompanying b d et with he Texas De artment of Community Affairs. I-'-1 (Sig ature) (Date) Exhibit A Page _ of — FFY 89-90 Contractor Name: City of Lubbock COMMUNITY SERVICES BLOCK GRANT Performance Statement Contract Period: 10-1-89 to 9-30-90 Service Area: Lubbock County ACTIVITIES DESCRIPTION Contractor shall: 1. Comply with 42 U.S.C. Section 9904(c)(3) and maintain a governing board which shall be so constituted that: • 1/3 of the members are elected public officials currently holding office or their -representatives. • at least 1/3 of the members are chosen in accordance with democratic selection procedures adequate to assure they are representatives of the poor in the area served. • the remainder of the members are officials or members of business, industry, labor, religious, welfare, education, or other major community groups and interests. Education/Employment Activities/Better Use of Available Income 2. Contractor shall provide Case Management services to 120 clients in need of such.services in Lubbock County S/A Code: Housing and Homeless Aid 3. Contractor shall operate a county -wide Weatherization Assistance Program to service 220 households S/A Code: 4. Contractor shall operate a City-wide Home Security Program to assist 120 Elderly Home -Owners with security devices, including sensory lighting, door viewers, hard-core doors and smoke detectors. S/A. Code: 5. Contractor shall operate a county -wide Emergency Homeless Program to assist 112 families on the verge of being evicted with rent/ utility assistance. S/A Code: Exhibit A Page 1 of _ KAME: City of Lubobck Period: 10-1-89 to 9-30-90 Emergency Services 6. The contractor, in cooperation with Citibus, shall provide bus passes to 2,000 low-income residents in need of transportation assistance S/A Code: 7. The contractor, in cooperation with the Texas Department of Human Services and the South Plains Food Bank provide emergency food assistance to 150 families in the county through the use of two food pantries. S/A Code: 8. The contractor shall provide services to 1,100 needy clients of Lubbock County with emergency assistance from transportation, food, medical aid or utility assistance. S/A Code: 9. Operate an Energy Crisis Program to serve 220 families in the county in order to assist them in meeting urgent and immediate needs. S/A Code: 10. The contractor, in cooperation with Project HELP, Inc., will provide utility assistance to 150 families in the county falling through the cracks of other funding S/A Code: 11. The contractor, in cooperation with Project HELP, Inc., will provide 50 oscillating fans and 50 blankets to the elderly S/A Code: Linkage with Other Programs 12. The contractor shall sponsor the first annual Summer Fun Festival to benefit a minimum of 400 youngsters and their parents on summer program information S/A Code: 13. The contractor shall coordinate at least 7 neighborhood meetings in the community. S/A Code: 14. The contractor shall provide and operate a HELP line -Information and Referral component to 9,000 individuals so as to assist them with make effective use of services/programs S/A Code: 15. The contractor shall conduct quarterly meetings with.social services providers in order to identify gaps within community resources. S/A Code: 16. The contractor will conduct quarterly Homeless providers meeting to coordinate efforts to meet the Homeless needs. S/A Code: 17. The contractor shall update, publish and distribute 300 social services directories to assure the effective delivery of such services to low-income individuals S/A Code: Exhibit A Page 2 of ____ HARE: Citv of Lubbock Period: 10-1-89 to 9-30-90 18. The contractor, in cooperation with -community organizations and church, shall provide 250 tracking services to assist in.tracking clients to avoid duplicating services to clients and give agencies the ability to extend limited resources S/A code: 19. The contractor, in cooperation with the Association of Government attend monthly meetings to discuss cases where resources are limited or non-existent. S/A Code:. M Exhibit A Page 2 of _