HomeMy WebLinkAboutC-8482-10 - Community Development Block Grant (CDBG) Program MOU (Motel Voucher Program)CITY OF NEWPORT BEACH
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM /
70� CITY DEPARTMENT MEMORANDUM OF UNDERSTANDING
THIS MEMORANDUM OF UNDERSTANDING ("Memorandum") is entered into
U this 11th day of February, 2021, by and between the City of Newport Beach ("City") nd
the City of Newport Beach Police Department ("Department") to establish departm ntal
use of Community Development Block Grant funds for the Fiscal Year 2020-2021 City of
Newport Beach Motel Voucher Program. i
RECITALS
A. City has received Community Development Block Grant "CDBG" funds rom
p ("CDBG")
the United States Department of Housing and Urban Development ("HUD") pursuant to
Title I of the Housing and Community Development Act of 1974, as amended (hereinafter
referred to as the "Act").
B. The Community Development Department, a City Department ("Agency"), is
charged with distributing and administering CDBG funds for eligible activities and
programs ("Eligible Activities") pursuant to that Annual Action Plan approved by City
Council each fiscal year via Resolution Nos. 2020-51 and 2020-69.
C. As a recipient of CDBG funds, City wishes to authorize Department to utilize
CDBG funds to carry out the Eligible Activities set forth in the attached Exhibit "A" ("Scope
of Services") incorporated herein by reference, for the Fiscal Year ("FY") 2020-2021 City
of Newport Beach Motel Voucher Program ("Program") pursuant to this Memorandum.
D. This Memorandum sets forth the obligations of Department regarding the
Eligible Activities, the expenditure of CDBG funds for the Program, as set forth in the
attached Scope of Services, and Department's compliance with City's FY 2020-21 Action
Plan, the Act and its implementing regulations.
NOW, THEREFORE, in consideration of the above recitals and the mutual
covenants hereinafter contained and for good and valuable consideration, the receipt of
which is hereby acknowledged, City and Department agree as follows:
1. OVERSIGHT AND ADMINISTRATION. Agency shall administer and
ensure Department's compliance with this Memorandum, utilization of
Program Funds, and compliance with all applicable laws and regulations
related to the CDBG program.
2. SCOPE OF SERVICES. Department hereby agrees to perform all work
necessary to complete the services set forth in the Scope of Services. All
services shall be performed to the satisfaction of the Community
Development Department Director or his or her designee (the "Director").
MOU — City of Newport Beach Police Department Page 1
3. TIME OF PERFORMANCE. The services of Department shall commence
as of July 1, 2020, and shall be completed on or before June 30, 2021.
4. DEPARTMENT'S CONDITIONAL GRANT. The City hereby awards
Department a portion of the CDBG funds allocated to City from City's FY
2020-2021 CDBG funds received from HUD for the Program ("Department's
Compensation") subject to the limitations set forth in this Memorandum. Any
Department Compensation disbursed to Department's FY 2020-2021
budget shall be subject to availability and approval by HUD, in an amount
not to exceed TEN THOUSAND NINE HUNDRED TWENTY-FOUR
DOLLARS and 00/1000 ($10,924.00). The sum shall include all related
costs in accordance with the limitations and funding requirements set forth
in the Scope of Services.
ENVIRONMENTAL REVIEW. The Department shall not commit, incur or
expend any CDBG funds for the Eligible Activities until:
i. Agency completes the public notification process;
ii. Agency has conducted an environmental review;
iii. HUD approves a certification of compliance with federal
environmental laws (if the Agency determines that the Eligible
Activities are not exempt activities); and
iv. HUD approves a request for release of funds from
environmental conditions (if the Agency determines that the
Eligible Activities are not exempt activities).
Program Funds in the amount stipulated in this Section 4 of the
Memorandum will not be transferred to the Department's FY 2020-2021
budget until all the foregoing conditions have been met. To implement the
requirements of this Section, prior to the executing this MOU, Agency will
conduct the environmental review and provide written documentation of its
findings to Department upon Agency's completion.
5. CHANGES AND BUDGET MODIFICATION. The Director or his or her
designee may make changes in the funding or the Scope of Services to be
performed hereunder, as applicable, and will so notify Department in writing.
Any change made pursuant to this Section shall be in strict compliance with
Resolution 2020-51.
6. MAINTENANCE AND AVAILABILITY OF RECORDS. Department must
establish and maintain, on an ongoing basis, Program records, data, files
and an adequate accounting system (collectively "Program Records") in
accordance with generally accepted accounting principles and standards
and applicable Uniform Administrative Requirements, Cost Principles, and
Audit Requirements for Federal Awards pursuant to 2 Code of Federal
Regulations ("CFR") 200. Department shall retain all Program Records for
at least five (5) years after the termination of this Memorandum.
MOU — City of Newport Beach Police Department Page 2
In addition to the reporting requirements set forth in the below Section 8,
Department shall make available for inspection, its performance, financial,
and all other records pertaining to the performance of this Memorandum, to
authorized Agency and HUD personnel, and allow those personnel to
inspect and monitor its facilities and Program operations, including
interviewing Department's staff and Program participants as required to
enable Agency and HUD officials to fulfill their obligations to ensure
compliance with all applicable laws and regulations.
7. NON -EXPENDABLE PROPERTY. A record shall be maintained by
Department for each item of non -expendable property acquired under this
Memorandum. This record shall be made available to Agency personnel
upon request. The term "Non -expendable property" shall include tangible
personal property (including but not limited to office equipment), real
property and any interest in such real property, including any mortgage,
trust deed, or other encumbrance of real property, and the funds received
from the sale of any interest in real property. Any utilization of funds from
the disposition, including sale, of non -expendable property must have
approval of Agency and HUD and otherwise comply with HUD or other
Federal laws and regulations. In the event of termination of this
Memorandum, Agency reserves the right to determine the final disposition
of said non -expendable property, including funds and/or any other assets
derived therefrom. The disposition may include Agency taking possession
of said non -expendable property. The term "Non -expendable property" shall
also include leased and purchased tangible personal property having a
useful life of more than two (2) years and an acquisition cost of $1,000 or
more per unit.
8. PROGRAM REPORTS.
A. Monthly Timesheets. Department shall maintain copies of all
timesheets containing the signature(s) of Department's employee(s)
and his/her/their supervisor(s) ("Monthly Timesheets") and submit to
Agency on a monthly basis. The completed and signed timesheet(s)
shall clearly indicate the hours and the percentage of time spent
working on the Program, and the effective amount of compensation
to be expensed to the Program. Monthly Timesheets shall be on a
form approved by Agency and delivered to Agency no later than the
10th of the month following the month being reported.
B. Quarterly Performance Reports. Department shall provide Agency
quarterly program reports ("Quarterly Performance Reports") on the
status of the Scope of Services, and evidence of compliance with
HUD regulations. Quarterly Performance Reports shall also include
accounting records of Program Funds. Quarterly Performance
Reports shall be on a form approved by Agency similar to the
attached Exhibit "B" ("Quarterly Performance Report Form")
MOU — City of Newport Beach Police Department Page 3
incorporated herein by reference, and delivered to Agency no later
than the 10th of the month following the end of each quarter.
C. Annual Evaluation and Performance Report. Department shall
compile and maintain, as part of its Program Records,
documentation that verifies Program recipients, clients and/or
beneficiaries have met all applicable Program eligibility requirements
pursuant to 24 CFR Part 570.506 ("Annual Evaluation and
Performance Report") to provide to Agency. The Annual Evaluation
and Performance Report shall include information for the previous
twelve (12) calendar months ending June 30, and shall be submitted
to Agency in a timely manner in order for Agency to meet the required
annual submission to HUD in August of each calendar year, or at any
other interval as required, and on a form approved by Agency and in
compliance with HUD requirements. Additionally, Department shall
make available such information to Agency as may be reasonably
required for periodically reporting to HUD, City Council, and other
citizen committees.
D. Biennial Audit. Agency reserves the right to complete a biennial audit
of all Department's Program Records and Program Funds for the
Program, which Department shall provide to Agency in writing and in
a in a form approved by Agency.
E. Quarterly Program Income Statements. Department shall file a
quarterly Program Income Statement with Agency regarding the
monthly amount of Program Income generated by Department, in
accordance with Section 22 of this Memorandum. Quarterly Program
Income Statements shall be submitted to Agency in writing no later
than the 10th of the month following the end of each quarter.
9. COMPLIANCE WITH FEDERAL AND STATE LAW AND
CERTIFICATION AND ASSURANCES. Department acknowledges and
understands that the Program Funds permitted under this Memorandum are
originally provided by HUD and that, consequently, the expenditure of the
Program Funds is subject to specific requirements set forth in various
federal regulations and agreements between the City and HUD. In
particular, this Memorandum is subject to requirements contained in 24
CFR Part 570, and the Act. Department agrees to ensure compliance with
all federal requirements in all sub -contracts or sub -grants entered into
pursuant to this Memorandum.
10. USE OF FUNDS FOR ENTERTAINMENT, MEALS OR GIFTS
PROHIBITED. Department will not use Program Funds provided through
this Memorandum to pay for entertainment, meals or gifts, or any service or
goods not otherwise explicitly permitted under this Memorandum.
MOU — City of Newport Beach Police Department Page 4
11. NOTICES. All notices to Agency, requested in writing, shall be sent to:
If to City or Agency:
City of Newport Beach
Community Development Director
100 Civic Center Drive
Newport Beach, CA 92660
If to Department:
City of Newport Beach
Police Department
870 Santa Barbara Drive
Newport Beach, CA 92660
12. REQUEST FOR FINAL PAYMENT. If applicable, Agency reserves the right
to withhold ten percent (10%) of any Department budget allocation
authorized by this Memorandum on a completed Program until Agency
receives a copy of a "Certificate of Completion" in writing for each such
completed Program, as executed by Department.
13. BUDGET MODIFICATIONS. The Director or his or her designee is
authorized to modify Department's budget for the Eligible Activities in the
form of a written amendment to this Memorandum for the movement of
funds within the budget categories identified in the Scope of Services, when
such modifications:
A. Are at least ten percent (10%) of the total Memorandum amount;
B. Do not alter the total amount of compensation under this
Memorandum;
C. Will not change the Program goals or Scope of Services;
D. Are in the best interests of the City, HUD, and/or Department in
performing the Scope of Services under this Memorandum; and
E. If related to salaries, are in accordance with any applicable salary
ordinances or laws.
14. TIME OF PERFORMANCE MODIFICATIONS. The Director or his or her
designee may grant time of performance modifications to this Memorandum
when such modifications:
A. In the aggregate, do not exceed twelve (12) calendar months;
MOU — City of Newport Beach Police Department Page 5
B. Are specifically requested by Department in writing;
C. Will not change the Program goals or Scope of Services;
D. Are in the best interests of the City, HUD and/or the Department in
performing the Scope of Services under this Memorandum;
E. Do not alter the total amount of compensation or Program Funds
under this Memorandum; and
F. Is memorialized by written amendment hereto signed by the parties.
15. ASSIGNMENT, TERMINATION, OR SUSPENSION.
A. Assignment by Agency. This Memorandum may be immediately
assigned by Agency at any time. Pursuant to this Section 15(A),
Agency may, at its sole discretion, assign the permissions granted
under this Memorandum to a different Department ("Successor
Department"), which Successor Department shall assume all
permissions, duties and obligations under this Memorandum as if it
were the original signing Department.
B. Termination by City. The authorization granted by the Memorandum
may be terminated by City at any time. The City may, from time to
time, make changes in the Scope of Services to be performed
hereunder, and will so notify Department in writing. City reserves the
right to reduce funding allocations contained in this Memorandum at
any time, and for any reason.
C. Termination by Either Party. This Memorandum may be terminated
by either party by providing thirty (30) calendar days' prior written
notice to the other party. In the event of such termination,
Department shall only be entitled to prorated reimbursement for any
approved Program expenses incurred up to the effective date of
termination.
Termination for Noncompliance. This Memorandum may be
terminated by Agency upon five (5) calendar days' prior written notice
to Department for any noncompliance, including: i) violation by
Department of any federal, state or municipal laws governing the use
of CDBG funds; ii) misconduct by Department of any City policies
governing the use of Program Funds or the Program. In the event of
such termination, the Department shall only be entitled to
reimbursement for approved expenses incurred up to the effective
date of termination. Suspension. In accordance with 24 CFR 85.43,
suspension may occur if Department materially fails to comply with
any term of the City's CDBG allocation from HUD. This Memorandum
may also be terminated in writing for convenience in accordance with
MOU — City of Newport Beach Police Department Page 6
24 CFR 85.44. In the event of such suspension, Department shall
only be entitled to prorated reimbursement for any approved
Program expenses incurred up to the effective date of suspension.
16. REIMBURSEMENT. In the event that City is required to reimburse the
federal, state or local government as a result of a determination, after audit,
that Department has misused Program Funds, Department shall remit back
to City all disallowed sums within thirty (30) calendar days after the receipt
of notice to Department of the amount due.
17. DAVIS-BACON ACT. Department shall comply fully with the requirements
of the Act, and other applicable state and federal laws which include Section
110 of the Act covering Davis -Bacon, as amended, (40 USC 276a — 276a-
7) and related acts; the Contract Work Hours and Safety Act (40 USC 327-
333); the Copeland Act (40 USC 276(c)); and U.S. Secretary of Labor
Regulations (20 CFR Parts 3 and 5). Davis -Bacon and related acts will be
enforced, and, if the state and federal wage rates are applicable, then the
higher of the two will be used. Any contractor or sub -contractor working on
a federally assisted project must be eligible to participate in the award of
that contract.
18. SUSPENSION OF FUNDING. Agency may suspend any Program budget
transfer to Department prior to termination of this Memorandum in whole or
in part for cause. Cause shall include the following.-
A.
ollowing:
A. Department's failure to comply with any of the permissions,
conditions and obligations set forth in this Memorandum.
B. Department's Program Records submitted to Agency which are
incorrect or incomplete in any substantial and material respect.
C. Termination or suspension of the grant of the CDBG funds to City
from HUD for the Program.
Agency may also withhold payment of any unused portion of the Program
Funds authorized under this Memorandum if Department is unable or
unwilling to accept any additional conditions that may be required by law,
by executive order, by regulation, or by other policy announced by HUD at
any time. Upon the suspension of Program Funds, Department agrees not
to expend any Program Funds related to or connected with any area of
conflict concerning which Agency has determined that suspension of
Program Funds is necessary.
19. DISALLOWED COSTS. Department hereby covenants and agrees that it
has full responsibility to ensure the proper expenditure of Program Funds
transferred to it under this Memorandum. Any Program Funds expended by
Department under this Memorandum which are later determined by HUD,
MOU — City of Newport Beach Police Department Page 7
the Agency, or representatives thereof, not to have been allowable, must
be immediately returned to the Agency.
If Department fails to refund any disallowed cost, Agency may, in its sole
discretion, terminate any and all contracts or agreements (including this
Memorandum) with Department effective immediately thereon.
20. FINANCIAL CLOSE-OUT PERIOD. Department agrees to complete all
necessary financial close-out procedures required by Agency in a form
approved by Agency, within a period of not more than ten (10) calendar
days from the expiration date of this Memorandum or any earlier termination
hereof. This time period will be referred to as the Financial Close-out Period.
Agency shall not be held liable to provide reimbursement for any expenses
or costs associated with the financial close-out, if such costs or expenses
will result in total Program expenditures exceeding the total amount of the
Program Funds. After the expiration of the Financial Close-out Period, those
Program Funds not paid to Department under this Memorandum, if any,
shall be immediately reprogrammed by Agency into other eligible activities
in the City. Agency may request a final written financial audit for Program
activities performed under this Memorandum at the expiration of the final
close-out period.
21. USE OF FUNDS. All Program Funds approved under this Memorandum
shall be used solely for costs, expenses and reimbursements approved in
the Program budget as set forth in the Scope of Services. Separate financial
records shall be kept for each funding source.
22. PROGRAM INCOME.
A. "Program Income," as defined at 24 CFR 570.500(a), and means
gross income received by Department directly generated from the
use of Program Funds, and further, means gross income received by
Department directly generated from the use of Program Funds.
When such Program Income is generated by an activity that is only
partially assisted with Program Funds, the Program Income shall be
prorated to reflect the percentage of Program Funds used.
Program Income includes, but not limited to the following:
(a) Proceeds from the disposition by sale or long-term lease
of real property purchased or improved with Program
Funds;
(b) Proceeds from the disposition of equipment purchased
with Program Funds;
MOU — City of Newport Beach Police Department Page 8
(c) Gross income from the use or rental of real or personal
property acquired by Department with Program Funds,
less costs incidental to the generation of such income;
(d) Gross income from the use or rental of real property owned
by Department that was constructed or improved with
Program Funds, less costs incidental to the generation of
such income;
(e) Payments of principal and interest on loans made using
Program Funds.
(f) Proceeds from the sale of loans made with Program
Funds;
(g) Proceeds from the sale of obligations secured by loans;
(h) Interest earned on Program Income pending disposition of
such income,
(i) Monies or fees collected through special assessments
made against properties owned and occupied by
households not of low and moderate income, where such
assessment are used to recover all or part of the Program
Fund's portion of a public improvement.
Program Income does not include interest earned (except for
interest described in 24 CFR 570.513) on cash advances from
the U.S. Treasury. Such interest shall be remitted to HUD for
transmittal to the U.S. Treasury and will not be reallocated
under Section 106(c) or (d) of the Act. Examples of other
receipts that are not considered Program Income are proceeds
from fund raising activities carried out by Department receiving
Program Funds; monies or fees collected through special
assessments used to recover the non -Program Funds portion
of a public improvement; and proceeds from the disposition of
real property acquired or improved with Program Funds when
such disposition occurs after the applicable time period
specified in 24 CFR 570.503(b) (3).
B. Any Program Income received by Department shall be immediately
returned to Agency.
MOU — City of Newport Beach Police Department Page 9
23. CLOSE-OUT PROCEDURES. As applicable, this Memorandum shall be
fulfilled when:
A. All costs to be paid for by Program Funds have been incurred, with
the exception of close-out costs and costs associated with contingent
liabilities as set forth in 24 CFR 570.509(i);
B. Any rehabilitation activities to private property have actually been
completed; and
C. Other responsibilities of Department under this Memorandum have
been completed. Upon close-out and after written demand by
Agency, Department shall provide City with:
A full and complete listing of all outstanding loans;
ii. Original loan documents and any and all original security
instruments for all loans generated with Program Funds;
iii. Document assigning the loan from Department to City.
24. UNIFORM ADMINISTRATIVE REQUIREMENTS. To the extent applicable,
Department shall comply with the requirements and standards of OMB
Circular No. A-87, "Cost Principles for State, Local, and Indian Tribal
Governments", as applicable, OMB Circular No. A-128, "Audits of States,
Local Government" and 24 C.F.R. 85 "Uniform Administrative
Requirements for Grants and Cooperative Agreements to State and Local
Governments."
25. INTERPRETATION.
Order of Precedence. In the event there are inconsistencies or conflicts in this
Memorandum or any exhibits or attachments hereto, the inconsistencies shall be resolved
by giving precedence in the following order:
A. Title I of the Housing and Community Development Act of 1974, as
amended;
B. The Regulations as approved by the Secretary of the U.S. HUD;
and any additional regulations codified in the CFR applicable to the
CDBG program;
C. The provisions of this Memorandum and exhibits and attachments
thereto.
D. In case of conflict between the terms of this Memorandum and the
terms contained in any document attached as an exhibit, the terms of
the Memorandum will strictly prevail unless said terms are in conflict
MOU — City of Newport Beach Police Department Page 10
with federal, state or local law, in which case said law shall strictly
prevail.
[SIGNATURES ON THE FOLLOWING PAGE]
MOU — City of Newport Beach Police Department Page 11
IN WITNESS WHEREOF, the representatives of the parties hereto have executed
this Memorandum as of the date first above written
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date:
CITY OF NEWPORT BEACH,
a California municipal corporation
Date: %4%j
By: By:
Aaron C. rp Grace eung
City Atto n y City M ager
ATTEST:
Date: 3 �' Pd1
r
Leilani . Brown
City Clerk
Terms and conditions understood and accepted:
CITY OF NEWPORT BEACH POLICE
DEPARTMENT
Date: 5, Z" 2,
JWF
4, f z
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Attachments: Exhibit A: Scope of Services
Exhibit B: Quarterly Performance Report Form
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MOU — City of Newport Beach Police Department Page 12
Exhibit "A"
Scope of Services
Q_WP0
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
c'<, rnnN-
Program: City Motel Voucher Program
Subrecipient: City of Newport Beach Police Department
Description: The City of Newport Beach Motel Voucher program provides homeless Newport Beach
residents with financial assistance to stay in a motel.
Eligibility:
Budget:
12 People
05Z
07/01/2020
End Date:
HUD Matrix Code:
Other Public Services
Personnel Costs:
$0
Help persons with HIV / AIDS? No
Not Listed in 03T and
Help persons with Special Needs? No
Deputy Director
05A -05Y
Eligibility Citation:
570.201(e)
Non -Personnel Costs:
$10,924
National Objective:
Low Mod Clientele
Total CDBG:
$10,924
570.208(a)(2)(i)(A)
Accomplishment Goals:
Implementation Schedule:
12 People
Start Date:
07/01/2020
End Date:
06/30/2021
Location / Service Area / Beneficiaries:
Administered By:
City of Newport Beach Police Department
Available to beneficiaries throughout the City? Yes
870 Santa Barbara Drive
Newport Beach, CA 92660
Help the homeless? Yes
Help persons with HIV / AIDS? No
Jonathan Stafford
Help persons with Special Needs? No
Deputy Director
MOU — City of Newport Beach Police Department Exhibit A-1
I Provisions
National Objective - Low- and Moderate -Income Limited Clientele - Presumed Groups:
Pursuant to 570.208(a)(2)(i)(A), the Program benefits a clientele who are generally presumed to be principally
low and moderate income persons. Activities that exclusively serve a group of persons in any one or a
combination of the following categories may be presumed to benefit persons, 51 percent of whom are low- and
moderate -income: abused children, battered spouses, elderly persons, adults meeting the Bureau of the Census'
Current Population Reports definition of "severely disabled," homeless persons, illiterate adults, persons living
with AIDS, and migrant farm workers. Supporting documentation must be collected for each client served by an
activity under the presumed group designation. The documentation required to be maintained as part of the client
file for each respective presumed group includes:
Abused children: Certification of abuse from client
Battered spouses: Certification of abuse from client
Elderly persons: Copy of government issued I.D. with date of birth
Disabled adults: Certification of disability from client
Homeless persons: Certification of homelessness from client
Illiterate adults: Determination of illiteracy by Subrecipient
Persons with AIDS: Certification from client
Migrant workers: Certification from client
Personnel Costs:
Personnel Costs shall be supported by appropriate payroll and time attendance records signed by the employee
and approved by the supervisor. Time distribution records must reflect total work time on a daily basis by program
and/or funding source, as applicable.
Non -Personnel Costs:
Non -Personnel Costs shall be supported by appropriate procurement in accordance with 2 CFR § 200.320. For
purchases other than supplies or equipment, contracts must contain the applicable provisions described in
Appendix II to Part 200—Contract Provisions for non -Federal Entity Contracts Under Federal Awards.
Retention of Financial Records:
The Subrecipient shall maintain during the term of this Contract and for a period of five (5) years after the
expiration of the contract complete and adequate financial records and accounts as considered necessary by
the City to assure proper accounting for all program funds and to support all program expenditures. These
records and accounts shall include, but not be limited to, the following: 1) A double -entry General Ledger that
supports the costs charged to the CDBG Program; 2) Records documenting procurement of goods and services;
3) Contracts for goods or services; 4) Lease or Rental Agreements; 5) Invoices; 6) Billing Statements; 7)
Cancelled Checks; 8) Timecards signed by employees and supervisors; 9) Personnel Authorization Records;
10) Payroll Registers; 11) Payroll Tax Records; 12) Bank Statements; 13) Bank Reconciliations; and 14)
Documentation to support the allocation of costs.
Certification:
By signing below, 1 acknowledge that I have read and understand all of the special conditions listed above.
Furthermore, i acknowledge that failure to comply with the conditions listed may require the repayment of the
funds received;97
future Community Development Block Grant (CDBG) funds.
Z
Jon is Date
Po' Chief
MOU - City of Newport Beach Police Department Exhibit A-2
Exhibit "B"
Quarterly Performance Report Form
NEWPORT BEACH
SUBRECIPIENT
QUARTERLY PERFORMANCE REPORT (QPR)
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
FY 2020-2021
Submission of Quarterly Performance Report and Quarterly Reimbursement Request
City of Newport Beach CDBG-funded Subrecipients are required to complete and return this Quarterly Performance
Report (QPR) form and the Subrecipient's Quarterly Reimbursement Request within 10 days after the end of each
quarter.
Submission Email Address:
Submission Mailing Address:
prisciladhRyahoo.com
Priscila Davila & Associates
34 Plaza Square, Suite 206
Orange, California 92866
(562) 673-3388
Indicate by checking the appropriate box below, which quarter you are reporting on.
GENERAL SUBRECIPIENT CURRENT CONTACT INFORMATION
Subrecipient Information
Subrecipient;
Project/Program Title:
Contact Person / Title:
Address:
City, State, Zip:
Phone / Fax:
Email Address:
Project Location (if different from business address):
Exhibit B-1 of 6 1
SCOPE OF SERVICES
Describe the activity(s) to be undertaken by your CDBG-funded activity and include what products or services are to be
performed, where they are to be provided, for whom they are to be provided, and how they are to be provided.
Activity #1
Activity #2
Activity #3
Activity #4
Performance Measurements
What is the objective of your CDBG-funded program?
❑ Create a suitable living environment
❑ Create/provide decent affordable housing
❑ Create economic opportunities
What is the desired outcome of your CDBG-funded activity?
❑ Availability/accessibility
❑ Affordability
❑ Sustainability
How many persons, housing units, jobs, etc. do you expect to assist or create
this fiscal year?
Exhibit B-2 of 6 1
Year -
Of the persons assisted, select 1 category below and enter
1 n
2nd
3rd
4th
to -
the number that:
Quarter
Quarter
Quarter
Quarter
Date
Total
Now have new access to this service or benefit (new access to a
service includes a service offered for the first time or a service
that continues to be provided in subsequent years):
Now have improved access to this service or benefit (improved
access to a service refers to a previously offered service that now
is expanded in terms of size, capacity, or location):
Now receive a service or benefit that is no longer substandard
(this is in reference to a public service activity used to meet a
quality standard or measurably improved quality):
Exhibit B-2 of 6 1
BENEFICIARY ACCOMPLISHMENT DETAILS
Total number of unduplicated persons, households, etc. served this quarter:
Total number of unduplicated persons, households, etc. served year-to-date:
Of the total number of persons served, how many are female -headed households?
Accomplishment Narrative
Describe project accomplishments for the reporting period, including the type of service provided and the unit(s) of
measurement for describing the accomplishment, e.g. number of calls received, number of persons or households assisted,
number of housing units assisted, etc.
Implementation Status
Identify the status of any portion of the contract that is not complete. Indicate any challenges and describe the schedule you
anticipate for fully completing that contract area.
Exhibit B-3 of 6 1 P a g e
BENEFICIARY ACCOMPLISHMENT DETAILS (CONTINUED)
Beneficiary Income Levels
Using the HUD Income Limits table below, determine the total number of persons served each quarter that were Extremely
Low Income (<30% Area Median Income); Very Low Income (<50% of Area Median Income); Low Income (<80% of Area
Median Income); and Above Low Income (>80% of Area Median Income). This table should be completed for only those
activities that fall under the Low/Moderate Limited Clientele Benefit (LMC) as described in 24 CFR 570.208(a)(2), except when
qualifying the beneficiary based on Presumed Benefit. Persons presumed to be low income are: battered spouses; elderly
persons; severely disabled persons; homeless persons; abused/neglected children and youth; illiterate adults; migrant farm
workers; and persons living with HIV/AIDS. In addition, HUD has indicated that persons who use food banks or meals
programs may be presumed to be eligible low-income clients.
2020 HUD Income Limits (Effective April 2, 2020)*
Number of Persons in
Household
Extremely Low
<30% AMI
Very -Low Income
<50% AMI
Low Income
<80% AMI
Above Low Income
>80% AMI
1
$26,950 & below
$26,951- $44,850
$44,851 - $71,750
$71,751 & above
2
$30,800 & below
$30,801 - $51,250
$51,251 - $82,000
$82,001 & above
3
$34,650 & below
$34,651 - $57,650
$57,651 - $92,250
$92,251 & above
4
$38,450 & below
$38,451 - $64,050
$64,051 - $102,450
$102,451 & above
5
$41,550 & below
$41,551 - $69,200
$69,201 - $110,650
$110,651 & above
6
$44,650 & below
$44,651 - $74,300
$74,301 - $118,850
$118,851 & above
* These incomes limits are subject to change and the most current HUD published income limits shall used.
Exhibit B-4 of 6 1
Beneficiary Income Levels
Reporting
Period
Extremely Low
<30% AMI
Very -Low Income
<50% AMI
Low Income
<80% AMI
Above Low Income
>80% AMI
Total
1St Quarter
2nd Quarter
3,d Quarter
4th Quarter
Total
Exhibit B-4 of 6 1
BENEFICIARY ACCOMPLISHMENT DETAILS (CONTINUED)
Race/Ethnicity
Under OMB 1997 standards, "Hispanic" is not a race category, but an ethnic category that cuts across all races. Those who
are American Indian, Asian, Black, Pacific Islander, White, or of a multi -race may also be counted as being of Hispanic
ethnicity. Therefore, for each quarter, you must FIRST indicate how many persons from each racial category were served
(first column), then indicate how many of those can also be considered of Latino/Hispanic ethnicity (second column). This is
consistent with the 2000 census and HUD funding requirements. If they decline to identify one of the racial categories, please
select a racial category based on your best guess.
Race/Ethnicity Data
1st Quarter
2nd Quarter
3rd Quarter
4th Quarter
Year -to Date Total
Of Total,
Of Total,
Of Total,
Of Total,
Of Total,
how
how
how
how
how
Race
Total
many are
Total
many are
Total
many are
Total
many are
Total
many are
Categories
Served
Hispanic?
Served
Hispanic?
Served
Hispanic?
Served
Hispanic?
Served
Hispanic?
White
Black/African
American
Asian
American
Indian/Alaskan
Native
Native
Hawaiian/Other
Pacific
Islander
American
Indian/Alaskan
Native & White
Asian & White
Black/African
American &
White
American
Indian/Alaskan
Native &
Black/African
American
Other Multi -
Racial
Totals
Exhibit B-5 of 6 1 -
REPORT SUBMISSION AND REVIEW CERTIFICATION
Subrecipient
I certify that the above information is true and accurate, and that source documentation, both for financial and performance
tracking, is available for review by the City of Newport Beach and the U,S. Department of Housing and Urban Development.
Name/Title:
Signature:
Submittal Date:
Phone Number:
City
As the assigned representative for the City of Newport Beach, Housing Department, I have reviewed this Subgrantee
Performance Report relative to the executed FY 2020-21 Subrecipient Agreement. I find the project -related information and
the reporting accomplishments acceptable and am authorizing reimbursement.
Reviewer:
Signature:
Review Date:
Exhibit B-6 of 61 P a g e