Loading...
HomeMy WebLinkAboutC-8281-3 - Community Programs Grant Agreement FY 16-17GRANT AGREEMENT BETWEEN THE CITY OF NEWPORT BEACH AND SHARE OUR SELVES (SOS) This Grant Agreement ("Agreement") is entered into this 131' day of March, 2017 ("Effective Date"), by and between the City of Newport Beach, a California municipal corporation and Charter City ("City"), and SHARE OUR SELVES (SOS), a California non-profit corporation located at 1550 Superior Avenue, Costa Mesa, California, 92627 ("Grantee"). City and Grantee are at times individually referred to as "Party" and collectively as "Parties" herein. RECITALS A. It is the policy of the City Council that the City's budget specifically allows the City Council to direct revenue towards non-profit agencies, community groups, community events, or enhancement projects with worthy projects or programs which the City Council deems beneficial to residents' quality of life. B. Grantee requested a grant from the City for ongoing operational support ("Grant Proposal"). C. The City Council determined the Grant Proposal is for a worthy project that will benefit the City's residents' quality of life. D. The City Council approved a grant in the amount of Five Thousand and 00/100 Dollars ($5,000.00) ("Grant Funds") to Grantee pursuant to certain conditions regarding expenditure, reporting, and accounting requirements. NOW, THEREFORE, the Parties agree as follows: 1. GRANT 1.1. City awards to Grantee Grant Funds in the amount of Five Thousand and 00/100 Dollars ($5,000.00) as requested by Grantee in the Grant Proposal attached hereto as Exhibit A and incorporated herein by reference, or such other amount as authorized by the City Council. 1.2. Grant Funds shall be disbursed by City to Grantee as follows (select one): ® At the time of execution of this Agreement. 2. TERM The term of this Agreement shall commence on the Effective Date and shall continue in full force and effect until June 30, 2017, unless terminated earlier as provided herein. Share Our Selves (SOS) Page 1 3. RESTRICTIONS ON USE OF FUNDS 3.1. The Grant Funds are subject to the following expenditure conditions ("Approved Uses"): 3.1.1. The Grant Funds shall be expended solely for the purposes provided in Exhibit A; 3.1.2. The Grant Funds shall not be used for any activity that would violate City, state or federal statutory or decisional law such as regulations affecting non-profit or tax exempt organizations exempt from taxation pursuant to Section 501(c)(3) of the Internal Revenue Code; and 3.2. Grantee further warrants to City that the Grant Funds will be spent solely for the Approved Uses and the Grant Funds shall be used by Grantee during this Agreement's term otherwise the Grant Funds shall be returned to City, as provided in Section 5 below. 4. REPORTING AND ACCOUNTING REQUIREMENTS 4.1. At all times during the term of this Agreement, Grantee shall maintain true, proper, and complete books, records, and accounts (collectively, "Books and Records") in which shall be entered fully and accurately all transactions taken with respect to the operations of Grantee under the Grant Proposal and the expenditure of the Grant Funds. Grantee shall maintain the Books and Records in accordance with Generally Accepted Accounting Principles. 4.2. If the Grantee has been audited by an independent auditor or has been the subject of a compliance audit/examination by a grantee or regulatory agency during the past three years, audit reports and management letters indicating compliance violations, fraud, illegal acts, material weaknesses in internal control structure or reportable conditions, in connection with such audits shall be delivered to the City thirty (30) days prior to the effective date of this agreement. If no audits or events as described above have occurred during this period, the Grantee shall provide City a written assertion that no audits or similar examinations have occurred during the three (3) year period and an assertion that the Grantee is not aware of any events or conditions, described above, or other information that might reasonable impact City's decision to fund the grant as requested. 4.3. City reserves the right to designate its own employee representative(s) or its contracted representative(s) with a Certified Public Accounting firm who shall have the right to audit Grantee's accounting procedures and internal controls of Grantee's financial systems as they relate to the Grant Proposal and to examine any cost, revenue, payment, claim, other records or supporting documentation resulting from any items set forth in this Agreement. Any such audit(s) shall be undertaken by City or its representative(s) at mutually agreed upon reasonable times and in conformance with generally accepted auditing standards. Grantee agrees to fully cooperate with any such audit(s). Share Our Selves (SOS) Page 2 4.4. This right to audit shall extend during the length of this Agreement and for a period of three (3) years or longer, if required by law, following the date of any Grant Funds tendered under this Agreement. Grantee agrees to retain all necessary records/documentation for the entire length of this audit period. 4.5. Grantee shall, upon conclusion of the event, furnish the City with a Balance Sheet and Income Statement describing the receipt and disbursement activities of Grantee with respect to the Grant Funds. In its sole and absolute discretion, the City may also require Grantee to submit: (i) quarterly check registers and descriptions of each disbursement; (ii) budget -to -actual -results; and (iii) a statement of position describing the assets and liabilities associated with the Grant event. All reports, including a post -event evaluation, shall be due to the City no later than forty-five (45) days following the conclusion of the event. In the event that an independent audit is conducted, Grantee shall forward a copy of the audited report to the City for review, including any Management Letter, Report on Internal Controls, or Reportable Conditions letter generated during the course of the audit. 4.6. Grantee agrees to exercise prudent financial management processes including proper oversight of all assets, budget preparation, and timely reporting including budget -to -actual -comparisons. 4.7. All Approved Uses shall be performed by Grantee or under Grantee's supervision. Grantee represents that it possesses the professional and technical skills required to perform the services required by this Agreement, and that it will perform all services with a standard of care and in a manner commensurate with the community professional standards. 4.8. If Grantee has supported Political Action Committees(s) (PACs) during the past three (3) years, the Grantee shall hire an independent auditor to perform limited, agreed-upon testwork procedures to provide City assurance that City sponsored event profits did not subsidize the funding of Political Action Committees (PACs) and event proceeds were adequately segregated from funds used to support PACs. Agreed upon procedures may include a review of a detail list of the past three (3) years of PAC contributions and expenditures, including: a. An identifying donor number, date and amount of each reported contribution; and b. A detail of expenditures sufficient enough to determine that the expenditures were solely for PAC -related expenses; and c. Any retained earnings or fund balance at the end of each fiscal year. Substantive documentation for the contribution and expenditure should be available upon request. City shall approve the agreed-upon testwork procedures prior to the commencement of fieldwork. 5. USE OF GRANT FUNDS The Grant Funds shall be used solely by Grantee for the Approved Uses and for no other use. In the event that the Grant Funds are not used for the Approved Uses or are Share Our Selves (SOS) Page 3 not expended by or before June 30, 2017, Grantee shall notify the City in writing, and shall be obligated to return the Grant Funds to City within thirty (30) days. 6. INDEMNIFICATION 6.1. To the fullest extent permitted by law, Grantee shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, agents, volunteers, and employees (collectively, the "Indemnified Parties") from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims"), which may arise from or in any manner relate (directly or indirectly) to this Agreement (including the negligent and/or willful acts, errors and/or omissions of Grantee, its principals, officers, agents, employees, vendors, suppliers, consultants, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable or any or all of them). 6.2. Notwithstanding the foregoing, nothing herein shall be construed to require Grantee to indemnify the Indemnified Parties from any Claim arising from the sole negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorney's fees in any action on or to enforce the terms of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Grantee. 7. GRANTEE INDEPENDENCE In the performance of this Agreement, the Grantee, and the agents and employees of Grantee, shall act in an independent capacity and are not officers, employees or agents of the City. The manner and means of performing the Approved Uses are under the control of Grantee, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to constitute approval for Grantee or any of Grantee's employees or agents, to be the agents or employees of City. Grantee shall have the responsibility for and control over the means of performing the Approved Uses, provided that Grantee is in compliance with the terms of this Agreement. Anything in this Agreement that may appear to give City the right to direct Grantee as to the details of the performance or to exercise a measure of control over Grantee shall mean only that Grantee shall follow the desires of City with respect to the results of the Approved Uses. 8. PROHIBITION AGAINST TRANSFERS Grantee shall not assign, sublease, hypothecate or transfer this Agreement or any of the services to be performed under this Agreement, directly or indirectly, by operation of law or otherwise without prior written consent of City. Any attempt to do so without written consent of City shall be null and void. Share Our Selves (SOS) Page 4 9. NOTICES 9.1. All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the third business day after the deposit thereof in the United States mail, postage prepaid, first class mail, addressed as hereinafter provided. 9.2. All notices, demands, requests or approvals from Grantee to City shall be addressed to the City at: Attn: City Manager City of Newport Beach 100 Civic Center Drive P.O. Box 1768 Newport Beach, CA 92658-8915 9.3. All notices, demands, requests or approvals from City to Grantee shall be addressed to Grantee at: Attn: Kathleen Bruski Share Our Selves (SOS) 1550 Superior Avenue Costa Mesa, CA 92627 10.TERMINATION 10.1. Termination for Cause. Grantee shall be in default if Grantee fails or refuses to perform any duty required by the Agreement or performs in a manner inconsistent with the terms, conditions and restrictions in this Agreement. In such event, City shall give Grantee, thirty (30) days written notice to cure, if the default can be cured and City shall be entitled to terminate this Agreement if Grantee has not cured the default within the thirty (30) day cure period. City shall be entitled to immediately terminate this Agreement if the default cannot be cured through corrective action. If terminated for cause, Grant Funds shall be returned to the City pursuant to Section 5. This Agreement is made on an annual basis, and as such is subject to non -renewal at its termination. 10.2. Termination without Cause. City may terminate this Agreement at any time with or without cause upon seven (7) days written notice to Grantee, any remaining Grant Funds in Grantee's possession at the time of termination shall be returned to City pursuant to Section 5. 10.3. Specific Performance. Grantee agrees that the City has the legal right, and all necessary conditions have been satisfied, to specifically enforce Grantee's obligations pursuant to this Agreement. 11. STANDARD PROVISIONS 11.1. Recitals. City and Grantee acknowledge that the above Recitals are true and correct and are hereby incorporated by reference into this Agreement. Share Our Selves (SOS) Page 5 11.2. Compliance With all Laws. Grantee shall at its own cost and expense comply with all statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or hereinafter enacted. 11.3. Waiver. A waiver by either Party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein, whether of the same or a different character. 11.4. Integrated Contract. This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions herein. 11.5. Conflicts or Inconsistencies. In the event there are any conflicts or inconsistencies between this Agreement and the Grant Proposal or any other attachments attached hereto, the terms of this Agreement shall govern. 11.6. Interpretation. The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of the Agreement or any other rule of construction which might otherwise apply. 11.7. Amendments. This Agreement may be modified or amended only by a written document executed by both Grantee and City and approved as to form by the City Attorney. 11.8. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 11.9. Controlling Law And Venue. The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange, State of California. 11.10. Equal Opportunity Employment. Grantee represents that it is an equal opportunity employer and it shall not discriminate against any contractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age or any other impermissible basis under law. 11.11. No Attorney's Fees. In the event of any dispute or legal action arising under this Agreement, the prevailing party shall not be entitled to attorney's fees. 11.12. Counterparts. This Agreement may be executed in two (2) or more counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same instrument. Share Our Selves (SOS) Page 6 IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed on the dates written below. APPROVED AS TO FORM: CITY ATTOR EY'S OFFICE Date: -I- By: Aaron C p City o ney ATTEST: r I Date: /�f( By: \ < NW�'-- Leila i I. Brown City Clerk Attachment: Exhibit A: Grant Proposal CITY OF NEWPORT BEACH, A California municipal corporation Date: Ljj� J') ► [a By: G._ It -."l DvaeK'f City Manager GRANTEE: SHARE OUR SELVES (SOS), a California nonprofit corporation Date: S - 30 - "oi% By: CGt,tu Karen Mc inn Chief Exec tive Officer Date: .3.0 ,amu/ 7 Chief Financi [END OF SIGNATURES] Share Our Selves (SOS) Page 7 EXHIBIT A GRANT PROPOSAL Share Our Selves (SOS) Page A-1 - m 7 ' O@ j 70M OCT 0 Applicant Information Name of Applicant Organization: Share Our Selves Corporation (SOS) TC 0= TI -"t Ci Ty "t . CITY Ci N' -,_,�,d — Applicant Representative Contact Information: First Name: Kathleen Last Name: Bruski Title / Affiliation: Grants & Programs Manager Full Address of Organization: 1550 Superior Avenue, Costa Mesa, CA 92627 Phone: (949) 270-2132 Email: kbruski@shareourselves.org Type of Entity (indicate one): Nonprofit (List type): 501C3 Community Neighborhood School Other? ! Entity Address (if different from applicant): N/A Name of Program or Service: SOS Food Pantry Type of. Program or Service offered to Newport Beach residents: Food / Grocery Items Have you previously received City support for this or a similar program or activity? YES NQ If yes, please list the Programs(s), year(s) and amount(s): N/A Number of Newport Beach residents participating or receiving services within past year. (Specify numbers by type of service.) In the last 12 calendar months, the SOS Food Pantry fed 10,133 duplicated residents accounting for 2,684 food bags; 239 unduplicated households have accessed emergency financial aid accounting for 328 distributions; 510 unduplicated residents accessed healthcare services. Percent of all services (for the program they are applying for grant money or their entire operation?) devoted to Newport Beach residents: City of Newport Beach residents are the &' largest group accessing the SOS Food Pantry, accounting for 8% of overall utilization; 58,000 food bags were distributed in last 12 calendar months. The City of Costa Mesa, Santa Ana, and the Homeless are respectively the top three users of the food pantry. Total Annual Fundraising/Donations/Sponsorships Received by your organization: The current organization -wide annual budget is $21,345,453; the Social Service Department accounts for $3,279,200 of which the Food Pantry is a program within and allocated an operational budget of $1,500,000. Brief Description of Program or Activity: The SOS Food Pantry (Pantry) is located on the main campus of SOS in Costa Mesa, steps from the City of Newport Beach, and is a founding program now in its 46th year. The goal of the Pantry is to provide access to nutritious food to individuals and/or families residing in Newport Beach and Orange County (OC) who face hunger or food insecurity. Explain How Your Program or Activity Serves, Involves or Engages Newport Beach residents (150 - word maximum): Newport Beach residents have access to the Pantry, Monday to Friday, 8am-5pm. The only requirement to access is to provide a photo ID identifying as an OC resident. Weekly the Pantry distributes over 7,000 pounds of proteins and dairy plus 500 pounds of fresh seasonal fruits and vegetable -- this is in addition to the food secured through the SOS Fresh Rescue Program (FRP). The FRP is a network of OC food vendors who donate daily food that has not reached its expiration date however would have been thrown away. Together, these program resources provided for the distribution of 58,829 food bags feeding 240,672 duplicated OC residents in 2015; 59% adults / 41% children. Approximately 8% of pantry users were Newport Beach residents. The cost of a food bag to SOS is $5.30 - valued at over $25. CalFresh enrollment is also provided daily on-site at all SOS sites. The request for City support must include a list of other. City entities or Yes N� groups (e.g., CDBG, Discretionary Funds, Special Events etc.) from which the applicant is seeking financial support. Are you seeking support from other City entities? I If you answered yes above, please list the entities or groups and the amount of financial support requested from each: N/A. I Amount of financial assistance received last year (FY 15-16) from the City of Newport Beach (if any): N/A Amount of financial assistance SOS generously requests grant funding in the amount of $8,000 to benefit the SOS Food Pantry. A detailed description of how the grant money would be spent: Grant funding received from the City of Newport Beach will solely benefit Newport Beach residents accessing the SOS Food Pantry. Specifically, grant funding will be utilized on the purchase of food to include meats, eggs, milk, yogurt, cheese, and fresh fruits & vegetables. The cost of a food bag to SOS is $5.30 as such the City of Newport Beach grant funding in the amount of $8,000 will provide for 1,509 emergency food bags to its residents or approximately 55% of Newport Beach resident utilization. Note, the food bag is valued at a minimum of $25 each. AS your below. check the box below and type your name V, acknowledge that submission of this application does not guarantee that my organization will receive City support. Name: Attach event budget and submit the completed application no later than Monday, October 7, 2016 at 4 p.m.