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HomeMy WebLinkAboutC-8281-1D - Community Programs Grant Agreement FY 20-21GRANT AGREEMENT BETWEEN THE CITY OF NEWPORT BEACH AND OUR LADY QUEEN OF ANGELS CHURCH This Grant Agreement ("Agreement") is entered into this 9th day of September, 2020 ("Effective Date"), by and between the City of Newport Beach, a California municipal corporation and Charter City ("City"), and Our Lady Queen of Angels Church, a Corporation Sole located at 2046 Mar Vista Drive, Newport Beach, CA 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 individuals in need with gift cards, backpacks, sleeping bags, to expand the Day of Rest program for the homeless, to expand the Special Request program for overdue utility, storage, and DMV fees, and help with rent subsidies for homeless women through its Helping Hands Ministry Program ("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 Twelve Thousand Five Hundred Dollars and 00/100 ($12,500.00) ("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 Twelve Thousand Five Hundred Dollars and 00/100 ($12,500.00) 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- ® At the time of execution of this Agreement. C 11:4 J,l The term of this Agreement shall commence on the Effective Date and shall continue in full force and effect until June 30, 2021, unless terminated earlier as provided herein. Our Lady Queen of Angels Church Page 1 3. RESTRICTIONS ON USE OF FUNDS AND OTHER REQUIREMENTS RELATED TO THE RECEIPT OF GRANT 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. 3.3. Grantee shall conduct background checks for all of its volunteers and employees who work with minor children in relation to any project described in Grantee's Grant Proposal. To the extent applicable, Grantee shall provide the City certification that it has complied with this requirement prior to the receipt of Grant Funds. 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. Grantee shall make available to City such Books and Records upon City's request. 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 Our Lady Queen of Angels Church Page 2 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). 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 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 Our Lady Queen of Angels Church Page 3 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 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, 2021, 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 Our Lady Queen of Angels Church Page 4 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. 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 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 Our Lady Queen of Angels Church Page 5 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. 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 Our Lady Queen of Angels Church Page 6 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. [SIGNATURES ON NEXT PAGE] Our Lady Queen of Angels Church 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: Aaron C. Harp n City Attorney ATTEST- Date:. TTEST:Date: By:, wjk"� Leilani I. Brown City Clerk U ©jFORN% Attachment: Exhibit A: Grant Proposal CITY OF NEWPORT BEACH, A California municipal corporation Date: OCT 21 2020 By: Gr Vanager C' GRANTEE: Our Lady Queen of Angels Church, a Corporation Sole Date: By // d"' 'uoy Rev. Steve allot Pastor Date: 1 /2- 2a 2 C7 By: Monique Lai Secretary [END OF SIGNATURES] Our Lady Queen of Angels Church Page 8 Exhibit A Our Lady Queen of Angels Church Page A-1 Community Grant Application Reference # Status Login Username Login Email By entering my name below, I acknowledge I have read and understand the overview, criteria and requirements regarding this grant (listed above). I hereby accept the terms and conditions in regards to the City of Newport Beach Community Programs Grant. Name of Applicant Organization: First Name Last Name Title I Affiliation: Full Mailing Address of Organization Phone Number Email Address Type of Entity (indicate one): If a Nonprofit Entity, please list type: Entity Address (if different from applicant) Name of Program or Service: 11312354 Complete Patrick Lauder Helping Hands Ministry of Our Lady Queen of Angels Church Patrick Lauder Director 2046 Mar Vista Drive Newport Beach, Calif. 92660 •s •1 1:=• cplauder@cox.net Nonprofit Support for Homeless 2100 Mar Vista Drive NB 926600 Helping Hands Type of Program or Service offered to Newport Beach residents: Have you previously received City support for this or a similar program or activity? If yes, please list the program(s), year(s) and amount(s): Number of Newport Beach residents participating or receiving services within the past year. (Please specify numbers by type of service). Percentage of this program devoted or utilized by Newport Beach residents: Total annual fundraising/donations/sponsorships received by your organization: 1 -Referrals for jobs, food, & clothing. 2-$10-25 in food, gas, and bus passes. 3 -Days of rest in a local motel. 4 -Pay overdue utility charges, storage charges, or DMV fees. 5 -Backpacks, sleeping bags, work boots, clothing, & toiletries. 6 -Referral to City Net for help to find temporary housing leading to permanent supportive housing. City Net has been on site one day/week since May, 2019. 7- Since the Covid-19 crisis began, one of our younger volunteers has been visiting the piers on the peninsula and the OC Transportation Center on a regular basis handing out sleeping bags, backpacks, food gift cards and bus passes to the homeless individuals he meets there. I have been receiving 5-10 phone calls per week, and either sending gift cards to those with an address or meeting them at the church. Yes 2016-$7100 2017-$8500 2018-$8500 2019410,000 Referrals and gift cards, and backpacks or sleeping bags=1100; Motel days of rest=110; Overdue utility, storage, and DMV fees= 15 25% 2016=$41,000 2017=$53,000 2018=$130,000 2019=$113.000 2020=$118.000 OLQA church will probably not be financial supporting us this year due to increased commitments and markedly decreased revenue. Brief description of the program or activity that serves, involves or engages Newport Beach residents (150 word maximum): The request for City of Newport Beach support must include a list of other 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? Amount of financial assistance received last cycle (FY 2019-20) from the City of Newport Beach (if any): Amount of financial assistance requested FY 2020-21: A detailed description of how the request FY 2020-21 grant money would be spent: Does your organization work with minor children? Volunteers meet with clients 4 days per week at the church. We continue to grow, and now serve 4600 people per year. Our primary mission 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 way of bus passes, food cards,gas cards for women living in their cars, clothing, backpacks, sleeping bags,rain gear,hygiene packs, etc. We will provide 2-3 nights in a motel for those in great need. We will provide transport out of the City if they have a relative they can live with there. We have helped 3 women living in cars in the OLQA parking lot find apartments with help from City Net. We continue to pay a portion of their rent. Two of these women were 67 & 97 years of age, and now have housing. M $10,000 $12,500 $7000 -To meet shortfall in gift cards, backpacks, and sleeping bags purchased. $2500 -To expand the Day of Rest program for the homeless. $1000 -To expand the Special Request program for overdue utility, storage, and DMV fees. $2000 -To help with rent subsidies for homeless women who we were able to place in a room or apartment. No Attach your Declaration of Grantee. Blank form provided below. Please select the form applicable to your organization (page 1 or page 2), fill out, save and then upload here. Attach a copy of the most recent annual financial report. Attach a copy of the proposed budget. Attach a current Statement of Information filed with the Secretary of State (see sample below): Attach a current W-9 (Blank W-9 provided below. Please fill out, save and then upload here): Declaration_of_Gran tee. tiff (1777k) Annual_Financial_Report.tif (7768k) proposed_budget_Helping_Hands_2020.docx (12k) SI-100_2019.docx (1274k) W-9_2019.docx (1499k) As your organization's representative, please verify the below by checking the corresponding boxes and then enter your name in the field below. Name: Signature (Use your mouse to sign) Last Update Start Time Finish Time IP • I acknowledge that, if awarded funding, my organization will have to enter into a grant agreement with the City. • I have read the City of Newport Beach Community Programs Grant Overview, including the eligibility, qualification and evaluation criteria. • I acknowledge that submission of this application does not guarantee my organization will receive City support. • I have attached a copy of the most recent annual financial report and proposed budget (attached above). Note: Your application will be deemed incomplete if a report and budget is not included with your application. • I have attached a current Statement of Information filed with the Secretary of State (attached above). Note: Your application will be deemed incomplete if this is not attached with your application. • I have attached a current W-9 (attached above). Note: Your application will be deemed incomplete if this is not attached with your application. • Grantee shall conduct background checks for all of its volunteers and employees who work with minor children in relation to any project described in Grantee's Grant Proposal. To the extent applicable; Grantee shall provide the City certification that it has complied with this requirement prior to the receipt of Grant Funds. Patrick Lauder 2020-05-13 21:37:40 2020-05-13 20:55:42 2020-05-13 21.37:40 Browser OS F i refox Windows Referrer https://fs23.formsite.com/res/formLoginReturn