HomeMy WebLinkAbout2021-02-23 - Agendas - SpecialCity of Fayetteville, Arkansas
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
City Council Special Meeting Agenda
Tuesday, February 23, 2021
4:30 PM
City Hall Room 219
City Council Members
Council Member Sonia Gutierrez Ward I
Council Member D'Andre Jones Ward I
Council Member Mark Kinion Ward 2
Council Member Matthew Petty Ward 2
Council Member Sloan Scroggin Ward 3
Council Member Sarah Bunch Ward 3
Council Member Teresa Turk Ward 4
Council Member Holly Hertzberg Ward 4
Mayor Lioneld Jordan
City Attorney Kit Williams
City Clerk Kara Paxton
City Council Special Meeting Special Meeting Agenda February 23, 2021
Call To Order
Roll Call
Pledge of Allegiance
Mayor's Announcements, Proclamations and Recognitions
City Council Meeting Presentations, Reports and Discussion Items
Agenda Additions
A. New Business
A.1 2021-0125
7HILLS HOMELESS CENTER SUB -RECIPIENT GRANT AGREEMENT:
A RESOLUTION TO AUTHORIZE MAYOR JORDAN TO SIGN A SUB -RECIPIENT
GRANT AGREEMENT WITH 7HILLS HOMELESS CENTER TO PROVIDE UP TO
$50,000.00 IN FINANCIAL SUPPORT FOR THE COVID-19 COLD WEATHER
RESPONSE PLAN, AND TO APPROVE A BUDGET ADJUSTMENT
B. Announcements
C. Adjournment
NOTICE TO MEMBERS OF THE AUDIENCE
City of Fayetteville, Arkansas Page 2 Printed on 211912021
City Council Special Meeting Special Meeting Agenda February 23, 2021
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City Council Special Meeting Special Meeting Agenda February 23, 2021
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City of Fayetteville, Arkansas Page 4 Printed on 211912021
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Text File
File Number: 2021-0125
Agenda Date: 2/23/2021 Version: 1 Status: Agenda Ready
In Control: City Council Special Meeting File Type: Resolution
Agenda Number: A.1
7HILLS HOMELESS CENTER SUB -RECIPIENT GRANT AGREEMENT:
A RESOLUTION TO AUTHORIZE MAYOR JORDAN TO SIGN A SUB -RECIPIENT GRANT
AGREEMENT WITH 7HILLS HOMELESS CENTER TO PROVIDE UP TO $50,000.00IN
FINANCIAL SUPPORT FOR THE COVID-19 COLD WEATHER RESPONSE PLAN, AND TO
APPROVE A BUDGET ADJUSTMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign
a sub -recipient grant agreement with 7Hills Homeless Center to provide up to $50,000.00 in financial support
for the COVID-19 Cold Weather Response Plan.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a
copy of which is attached to this Resolution.
City of Fayetteville, Arkansas Page 1 Printed on 211912021
Yolanda Fields
Submitted By
City of Fayetteville Staff Review Form
2021-0125
Legistar File ID
2/23/2021
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
2/11/2021
Submitted Date
Action Recommendation:
COMMUNITY RESOURCES (642)
Division / Department
Staff rPcemmPnds the approval of a budget adjustment to reflect the reallocation of 2020 CDBG funds and
authority for the mayor to sign the Subrecipient Grant Agreement.
2180.642.4940-5315.00
2180.642.4970-5390.40
Account Number
N/A
Project Number
Budgeted Item? NA
Does item have a cost? NA
Budget Adjustment Attached? Yes
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
Budget Impact:
Community Development
Fund
N/A
Project Title
Current Budget $
Funds Obligated $
Current Balance
Item Cost
Budget Adjustment $ 50,000.00
Remaining Budget 50,000.00
Previous Ordinance or Resolution #
Approval Date:
V20180321
CITY OF
_ FAYETTEVILLE
f y ARKANSAS
MEETING OF FEBRUARY 23, 2021
TO: Mayor and City Council
THRU: Susan Norton, Chief of Staff
FROM: Yolanda Fields, Community Resources Direct
DATE: February 11, 2021
CITY COUNCIL MEMO
SUBJECT: Approval of a budget adjustment and the reallocation of 2020 CDBG funds and
authority for mayor to sign the Subrecipient Grant Agreement.
RECOMMENDATION:
Staff recommends the approval of a budget adjustment to reflect the reallocation of 2020 CDBG
funds and authority for the mayor to sign the Subrecipient Grant Agreement.
BACKGROUND:
Resolution #242-20 approved the 2020 Action Plan. Based on community needs reallocation of
$50,000 to 7hills Homeless Center to implement the COVID-19 Cold Weather Response Plan
was approved by HUD.
DISCUSSION:
7hills Homeless Center programs are designed to meet the changing needs of the homeless
community in Northwest Arkansas. They provide basic needs, housing, and support services to
people experiencing homelessness. The funding reallocated will support the 7hills Homeless
Center's COVID-19 Cold Weather Response Plan.
BUDGET/STAFF IMPACT:
$50,000 will be reallocated from Housing Contract Services (2180.642.4940-5315.00) to CDBG
Projects — 7hills Day Center (2180.642.4970-5390.40) on the attached Budget Adjustment.
Attachments:
7hills Homeless Center Agreement
Budget Adjustment
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
CITY OF
FAYETTEVILLE
ARKANSAS
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
GRANT YEAR 2021
PUBLIC SERVICES SUBRECIPIENT GRANT AGREEMENT
This Agreement is entered into on this day of February 2021, between the City of
Fayetteville, hereinafter known as the City, and 7hills Homeless Center, hereinafter known as the
"Subrecipient".
WHEREAS the City has received funding under Title I of the Housing and Community Development
Act of 1974, hereunder known as the "Act", through the United States Department of Housing and
Urban Development (HUD) Community Development Block Grant (CDBG) from the Entitlement
Cities program established under the Act as amended, and the rules, regulations, policy
memoranda, and other authority; and,
WHEREAS the Act contains certain requirements regarding the use of CDBG funds to fulfill a
National Objective as defined in the Act; and,
WHEREAS the Act prohibits discrimination under any program or activity funded with CDBG
monies on the basis of race, color, national origin, sex, age or handicap; and,
NOW, THEREFORE, in consideration of the mutual covenants contained herein, the City and the
Subrecipient agree as follows:
1. TERM OF AGREEMENT: The funding for this Agreement shall begin on the date first written
above and expire on December 31, 2021; any funds not reimbursed prior to this date will revert
back to the City. The final date reimbursement requests will be accepted is December 7, 2021
at noon.
2. COMPLIANCE WITH APPROVED PROGRAM: The City hereby designates and the
Subrecipient hereby agrees to receive the City's CDBG Subrecipient Grant and to administer
such grant in accordance with this agreement, and the Act; and the Subrecipient certifies that
the activities carried out with funds provided under this Agreement will meet at least one of the
CDBG Program's National Objectives set forth by HUD as indicated in Attachment A (National
Objective).
3. LIMITATION ON FUNDING: It is expressly agreed and understood that upon execution of the
Agreement, the City agrees to allocate no more than the amount of Fifty Thousand Dollars
and Zero Cents ($50,000.00) for the full and complete satisfactory performance of this
Agreement. Drawdowns for the payment of eligible expenses shall be made against the line -
item budgets specified in Attachment B (Project Budget) and in accordance with performance.
4. AMENDMENTS: Any revision to this Agreement, including Attachments, shall only be made by
a written amendment, approved by the City, to this Agreement.
5. SCOPE OF PROJECT: The Subrecipient shall perform all services according to the Statement
of Work as indicated in Attachment C (Project Description). Any deviation from the
provisions detailed in the Statement of Work shall be prohibited unless approved by the City and
made an amendment to the Agreement.
6. FISCAL AND ADMINISTRATIVE RESPONSIBILITIES: The Subrecipient agrees to comply with
the provisions of 24 CFR 570.502 Applicability of Uniform Administrative Requirements, as
applicable, and all requirements and standards which include but are not limited to the following:
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COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
A. Allowable and Allocable Costs: Costs must be necessary, reasonable and directly related to
the scope of the project in this agreement. In addition, costs must be legal and proper. The
budget included in Attachment B (Project Budget) shall control amounts of allowable
expenditures within budget categories.
B. Timeliness Requirement: Seventy-five percent of the current grant allocation must be
disbursed to the Subrecipient by September 20th of the current grant year.
C. Disbursement of Funds: The Subrecipient shall render to the City a request for
reimbursement of project expenditures.
D. Procurement: All contracts for services and procurement for materials shall be carried out in
compliance with 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles,
and Audit Requirements for Federal Awards and all other applicable federal, state, and
local rules and regulations, including regulations and policies from the City's Purchasing
Division.
E. Documentation of Costs: The Subrecipient shall maintain records on materials purchased,
services performed, individuals and families served. All costs shall be supported by
evidencing in proper detail the nature and propriety of charges. All checks, payrolls,
invoices, contracts, vouchers, orders or other accounting documents pertaining in whole or
in part to this Agreement shall be clearly identified and readily accessible.
F. Records and Reports: The Subrecipient shall, at a minimum, submit the following reports to
the City:
1) Monthly beneficiary reports shall be submitted to the City fifteen days after month end.
Monthly beneficiary reports shall be submitted on the City provided form and will provide
demographic information, income level information (verifying majority of clients fall within
HUD LMI limits) and outline CDBG funded activities undertaken during each month for
the duration of the project. It will include a description of progress in meeting the
prescribed CDBG National Objective as indicated in Attachment A. Failure to provide
the required documentation and information will affect the funding in this agreement and
future requests for funding.
2) Financial statements shall be submitted in order to receive reimbursement. Financial
statements shall utilize the City provided reimbursement form and shall outline all
expenses applicable to the CDBG assisted project that reimbursement is requested for.
3) A Final Summary Report due no later than January 31, 2022 shall include a summary
of all compiled information described in paragraphs 6(E) and 6(F) (1) (2) above.
4) The Subrecipient agrees to maintain records and reports related to the project for a
period of no less than five years following the term of this Agreement.
7. CDBG PROGRAM INCOME: Any income directly generated from the use of the CDBG grant
funds shall be returned to the City of Fayetteville Community Development Block Grant Program
in compliance with 24 CFR 570.504 (c) Program Income (Disposition of program income
received by subrecipients).
8. ACCESS TO RECORDS: At any time during normal business hours and as often as the City
deems necessary, the Subrecipient shall make available to the City for examination all of its
records with respect to all matters covered by this Agreement. Further, the Subrecipient shall
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CITY OF
FAYETTEVILLE
ARKANSAS
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
permit the City to make excerpts of transcripts from such records, make audits of all contracts,
invoices, materials, payrolls, records of personnel, conditions of employment and other data
relating to all matters covered by this Agreement.
9. MONITORING AND AUDITS: The City is required to ensure that federal CDBG program
requirements are met, that the funds are used for the purpose of the program, and the
Subrecipient complies with reporting and auditing requirements. The City will monitor and audit
the Subrecipient to assure the compliance of project progress as stated in Attachment D
(Project Schedule) along with all other attachments.
A. Remedies for Non -Compliance: If the Subrecipient fails to comply with any term in this
Agreement, the City may take one or more of the actions indicated in
2 CFR Part 200.338 Remedies for noncompliance.
10. PERFORMANCE TERM EXTENSION: The City may consider an extension of the term of
performance based on justifiable circumstances beyond the control of the Subrecipient. The
Subrecipient shall make application and submit documentation to the City regarding such
circumstances, and acceptance of a proposal for the new time frame constitutes an amendment
to the agreement. Any such request for extensions shall be subject to the written approval of
the City, acted upon by the City within fourteen (14) days of the receipt of the notice of request
for extension. The decision of the City shall be final and conclusive, provided that such
approval shall not be unreasonably withheld. No requests for extension will be accepted after
August 31 S`
11. PROGRAM CLOSE-OUT:
A. Termination of Agreement:
1) Termination by City: Notification shall be provided in the form of a written notice
specifying the effective date of termination. The City may terminate this Agreement in
whole or in part for cause, which shall include:
Failure, for any reason, of the Subrecipient to fulfill in a timely and proper manner its
obligations under this Agreement, including compliance with approved program and
Agreement conditions, and such statutes, executive orders and HUD directives as
may become applicable at any time,
Submission by the Subrecipient to the City of reports that are incorrect or incomplete
in any material respect,
Ineffective or improper use of funds provided under this Agreement,
Failure of the Subrecipient to supply the City with monthly reports and audits as
required by the City herein,
Failure of the Subrecipient to comply with the City's corrective action plan respective
to audits required by the City herein.
2) Termination by the Subrecipient: The Subrecipient may propose to terminate this
Agreement in whole or in part, for good cause only by giving at least thirty (30) days
written notice specifically stating the cause for such requested termination. Any such
request for termination shall be subject to the written approval of the City, acted upon by
the City within ten (10) days of the receipt of the notice of request to terminate. The
decision of the Recipient shall be final and conclusive, provided that such approval shall
not be unreasonably withheld.
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