HomeMy WebLinkAboutC-8281-1A - Community Programs Grant Agreement FY 17-18GRANT AGREEMENT
BETWEEN THE CITY OF NEWPORT BEACH AND
OUR LADY QUEEN OF ANGELS CHURCH — HELPING HANDS
This Grant Agreement ("Agreement") is entered into this 2nd day of January, 2018
("Effective Date"), by and between the City of Newport Beach, a California municipal
corporation and Charter City ("City"), and OUR LADY QUEEN OF ANNGELS CHURCH
— HELPING HANDS, a Corporation sole, located at 2046 Mar Vista Drive, Newport
Beach, California 92660 ("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 the residents' quality of life.
B. Grantee requested a grant from the City to assist homeless or low-income
residents with gift cards, backpacks, sleeping bags, to expand the Day of Rest
program for the homeless, and to expand the Special Request program for
overdue utility and DMV fees ("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 Eight Thousand Five
Hundred Dollars and 00/100 ($8,500.00) ("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 Eight Thousand Five
Hundred Dollars and 00/100 ($8,500.00) 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.
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2. TERM
The term of this Agreement shall commence on the Effective Date and shall
continue in full force and effect until June 30, 2018, unless terminated earlier as provided
herein.
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
OUR LADY QUEEN OF ANGELS CHURCH — HELPING HANDS Page 2
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).
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.
udget-
to-actuaI-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 and with the ordinary degree of skill and care that would be used
by other reasonably competent practitioners of the same discipline under similar
circumstances.
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.
OUR LADY QUEEN OF ANGELS CHURCH — HELPING HANDS Page 3
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
5.1. 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 not expended by or before June 30, 2018, Grantee shall notify the City in writing,
and shall be obligated to return the Grant Funds to City within thirty (30) days.
5.2. The City's grant contribution shall only be used for non -secular purposes.
Grantees shall not use the City's grant contribution, or any portion thereof, for any purpose
that violates local, state, or federal law, including, but not limited to, the Establishment
Clause.
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
OUR LADY QUEEN OF ANGELS CHURCH — HELPING HANDS Page 4
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.
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: Patrick Lauder
Our Lady Queen of Angels Church — Helping Hands
2046 Mar Vista Drive
Newport Beach, CA 92660
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.
OUR LADY QUEEN OF ANGELS CHURCH — HELPING HANDS Page 5
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.
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.
OUR LADY QUEEN OF ANGELS CHURCH — HELPING HANDS Page 6
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.
[SIGNATURES ON NEXT PAGE]
OUR LADY QUEEN OF ANGELS CHURCH — HELPING HANDS Page 7
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: i.v_zj j i,
By: ( 4
Aaron C. Ha
City Attorney
ATTEST: �1
Date:y, .t1
By: Ak�
Leilani I. Brown
City Clerk
Attachment: Exhibit A: Grant Proposal
CITY OF NEWPORT BEACH,
A California municipal corporation
Date: `1A 2 SS) �N'
BY:
Dave i
City Manager
GRANTEE: OUR LADY QUEEN OF
ANGELS CHURCH — HELPING HANDS,
a Corpor ion sole
Date:
By:
Kerry Beaulieu
Pastor
Date:
BY✓�,e '-��' A� -
Kathleen D. Jensen
Secretary
[END OF SIGNATURES]
OUR LADY QUEEN OF ANGELS CHURCH — HELPING HANDS Page 8
Exhibit A
Grant Funds shall be expended solely to assist homeless or low-income residents with
gift cards, backpacks, sleeping bags, to expand the Day of Rest program for the
homeless, and to expand the Special Request program for overdue utility and DMV fees.
No Grant Funds may be used to fund any political activities.
OUR LADY QUEEN OF ANGELS CHURCH — HELPING HANDS Page A-1
��.r .. a i� s ®• i. � —
a
Applicant Information
Name of Applicant Organization: Helping Hands Ministry of Our Lady Queprrpf Aitg`el _ 1Sr1
I
Applicant Representative Contact Information:
Fist Name Patrick Last Name Lauder
Title/Affiliation: Director
Full Address of Organization: 2046 Mar Vista Drive Newport Beach, Calif. 92660
t
Phone 949-903-0849Email
cplauder@cox.net
Type of Entity (indicate one):
Nonprofit (List type) Financial and referrals Community / Neighborhood School
support for homeless and low income Individuals and families.
Other?
Entity Address (if 'different from `applicant) 2100 Mar Vista Drive Newport Beach, Calif. 92660
Name of Program or Service: Helping Hands
Type of Program or Service offered to Newport Beach residents: l-Refenalsfor job placements.ahelters,food, and
clothing. 2-$10-$25 in gift cards for food, bus passes, department store, gasoline. 3-2-3 days of rest In a local natal. 4 -payment of overdue utility or DMV charges.
5- dothing,backpacks, sleeping bags, boots, and toiletries.
Have you previously received City support for this or a similar program or activity?
YES Yes NO
If yes, please list the programs(s), year(s) and amount(s)
2016-$7100
Number of Newport Beach residents participating or receiving services within past year. (Specify
numbers by type of service.) Referrals & gift cards --700
Days of Rest --20 - -
Overdue utility and DMV charges --15 -
Percentage of this program devoted or utilized' by Newport Beach residents:
20%
Total annual fundraising/donations/sponsorships received by your organization:
2016-$41,000
2017-$53,000
Brief description of program or activity for which you are seeking a grant: volunteers meet with clients
Monday -Wednesday $ Friday from 9:00 AM to 2 PM. We see over. 3500people per year. Our primary goal is to connect the needy with organizations
that provide meals, housing solutions, legal aid, addiction treatment,health care, and job resources. Using donated funds, volunteers
also provide emergency aid by of bus passes food gift cards, medical vouchers, socks, backpacks, sleeping bags, rain gear,
underwear, by iene packs etc' Depending on funds available, we may also provide. l or 2 nights in a motel for the homeless or help
with overdue utility bills or MV fees.
Explain how your program or activity serves, involves or engages Newport Beach residents (150 -
word maximum): 1 we evaluate and counsel each client to determine need and what has been tried to date. This is one on one and private.
2 We offer resource materials for shelters,food job placements, and to other agencies.
3 We offer clothing, sleeping bags, backpacks, and toilitnes as available.
o We provide water and snacks during the Interview.
5 We generally provide $10-$25 in food gift cards, bus passes, 99 cent cards, target cards, and gas cards if living in their car.
6 We offer to ad as liaison for free Optometrist exam and one pair of free glasses in partnership with Lenscrafters.
7 We provide two nights at a local motel for those beaten down by being on the streets (Day of Rest program).
8 We will help provide payment for special requests such as utility bills,-0MV car registration, and limited toher requests by check
directly to the provider..
9 We will pay for steel toed work boots when that is a requirement for obtaining employment
10 We coordinate with"Fresh Beginnings" in Costa -
Mesa to provide for Thanksgiving and Christmas meals and gifts for families in need that come to see us.
The request for City of Newport Beach support must include a list of other
Yes
No
City entities, groups or programs (e.g., CDBG, Discretionary Funds,
Special Event grants, etc.) from which the applicant is seeking financial
support. Are you seeking support from other City entities?
X
If you answered yes above, please list the entities or groups and the amount of financial support
requested from each:
Amount of financial assistance received last year (FY 16-17) from the City of Newport Beach
(if any): $ $7100
Amount of financial assistance requested FY 17-18: $ $15,000
A detailed description of how the FY 17-18 grant money would be spent:
$6000- To meet the shortfall in gift cards, backpacks, and sleeping bags purchased.
$4000- To expand the Day of Rest program for the homeless.
$5000- To expand the Special Request program for overdue utility and DMV fees.
As your organization's representative, please check the box below and type your name in the line
below.
Ei I acknowledge that submission of this application does not guarantee that my organization
will receive City support.
Name: /" ¢L[dP L
Attach event budget and submit the completed application no later than Monday, November 13,
2017 at 12 p.m.
PROPOSED BUDGET FOR HELPING HANDS -2017-2018
CREDITS-- 1) Earmarked Donations -- $4000 per month
2) Portion of OLQA Church outreach collection -- $ 1000 — 2000 per month (variable)
DEBITS -- 1) Gift Cards -- $5500 per month
2) Special Requests ( i.e., utility bills, car registration) -- $800 per month
3) Days of Rest ( 2 days in motel for homeless in distress) -- $700 per month
4) Sleeping Bags & Backpacks - $500 per month
DEFICIT -- $2000 per month