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HomeMy WebLinkAboutSAND HILLS NEIGHBORHOOD $12,615.33 CONTRACT between AUGUST A, GEORGIA And SAND IDLLS NEIGHBORHOOD ASSOCIATION, INC. in the amount of $12,615.33 Twelve Thousand Six Hundred Fifteen Dollars & Thirty.,.three Cents for Fiscal Year 2005 Providing funding for HOME INVESTMENT P ARTNERSIDPS PROGRAM "Operating Expenses for the Sand Hills East Apartment Rehabilitation Project" ~AGREEMENT ("Contract"), is made and entered into as of the /& ~y of ~005, ("the effective date") by and between Augusta, Georgia - acting through the ousing and Economic Development Depa.rtri1ent (hereinafter referred to as "ARED") with principal offices located at 925 Laney-Walker Boulevard, 2nd Floor, Augusta, Georgia 30901, as. party of the first part, hereinafter called "Augusta", and the Sand Hills Neighborhood Association, a non-profit corporation, organized pursuant to the Laws of the State of Georgia, hereinafter called" SHNA" as party in the second part. WITNESSETH WHEREAS, Augusta is qualified by the.U. S. Department of Housing and Urban Development (hereinafter called HUD) as a HOME Program Participating Jurisdiction, and has received HOME Investment Partnerships Act (hereinafter called HOME or the HOME Program) funds from HUD for the purpose of providing and retaining affordable housing for HOME Program eligible families; as defined by HUD; and WHEREAS, Augusta wishes to increase homeownership opportunities and preserve and increase the stock of affordable housing for HOME Program eligible low and moderate income families through eligible uses of its HOME Program grant funds, as described in the Augusta-Richmond County Consolidated Plan 2005-2009, and the Year 2005 Annual Action Plan; and WHEREAS, Augusta may reserve up to five percent (5%) of its allocated as CRDO operating funds, and may provide these funds to be utilized to help pay operating expenses for a designated Community Housing Development Corporation (CRDO); and WHEREAS, it is in the best interest of Augusta to enter into a contractual agreement with Sand Hills Neighborhood Association for the administration of HOME eligible affordable housing development activities; and WHEREAS, this activity has been determined to be eligible HOME activity according to 24 CFR 92.504(c)(13), and will meet one or more ofthe national objectives and criteria outlined in Title 24 Code of Federal Regulations, Part 92 of the Housing and Urban Development regulations. WHEREAS, SHNA has agreed to provide services funded through this contract free from political activities, religious influences or requirements; and WHEREAS, SHNA has requested and Augusta has approved a total of $12,615.33 in grant funds to perform HOME eligible operating activities as described in Article I, below: NOW, THEREFORE, the parties of this agreement for the consideration set forth below, do here and now agree to the following terms and conditions: ARTICLE 1: SCOPE OF SERVICES SHNA shall perform the following tasks within the time specified in this Agreement and according to the practices, standards and methods generally accepted as proper by the U.S. Department of Housing and Urban Development and the City of Augusta: Task 1: Prepare development proformas and obtain financing necessary to construct and/or renovate at least ten (10) apartments to be used as rental property. Task 2: Monitor construction and/or renovation for contract compliance. Task 3: Recruit tenants to occupy rental units that are HOME eligible low- and moderate- Income. Task 4: Provide general oversight and reporting required by this Agreement. Task 5: Have an audit conducted in accordance with HUD requirements for CHDOs to ensure organizational compliance with regulations governing use of HUD HOME funds. The audit will take place in 2006 covering 2005. ARTICLE IT: RESPONSmILITIES OF THE CHDO A. RECORD KEEPING 1. SHNA shall maintain financial records in accordance with the requirements prescribed by the U.S. Department of Housing and Urban Development (hereinafter called HUD) and set forth in Part II to this Agreement. 2. SHNA shall maintain records on clients to whom s~rvices are provided under this Agreement in accordance with the requirements prescribed by HUD. Such records shall contain sufficient information to establish for each client his or her eligibility for services under the HOME program, and shall include, as a minimum, the number of persons in the client's household, the household income, the client's racial group and whether the client is a member of a 2 female-headed household. Records shall also include a description ofthe services received by each client. 3. SHNA shall maintain time sheets detailing the activities of all employees who perform work covered by this Agreement. If an employee=s time is split between HOME and another funding source, there must be time distribution records supporting the allocation of charges among the . sources. 4. All records pertaining to this Agreement shall be made available for inspection as described in Part II. B. PROGRAM INCOME All program income received by SHNA, as defined in Part II, shall be returned to the City immediately upon receipt. C. REPORTS AND MEETINGS 1. At such time and in such forms as HUD or the CITY may require, there shall be furnished to HUD or the CITY such statements, records, reports and information pertaining to matters covered by this Agreement as HOD or the CITY may request, including, but not limited to the following: a) Notification of any changes to the budget set out at Attachment A. b) Notification of all applications for and/or awards of grants or other funds that will support the services described in this agreement. c) A monthly statement of actual income and expenditures; d) A monthly statement of the services performed as part of Task-l through Task-3. e) An annual report on the number of clients served, categorized by income, race, whether from a female- headed household, and whether resident in Area C. f) An audited financial statement for the period covered by this Agreement, or for such other period as the CITY may agree. Such audit shall be performed by a qualified Certified Public Accountant in accordance with federal requirements set out in Part II to this Agreement, and shall be furnished to the City within six months of the end of the agreed period. g) Copies of all reports, brochures, advertisements, newsletters and other material published by SHNA and pertaining to services provided under this Agreement. 2. SHNA shall attend or hold such meetings as the CITY may require. D. ACKNOWLEDGMENT OF FUNDING SOURCE SHNA shall affix a sign in a prominent position inside or outside its premises including the following words: 3 "Supported by the City of Augusta and the U.S. Department of Housing and Urban Development". SHNA shall also acknowledge the support of the CITY and HUD in all published material as stated in Part II to this Agreement. E. CONSULTATION ON PUBLICITY EVENTS SHNA shall consult with and involve the City in the preparation of any press conference or public event that is directly related to the program supported with HOME funds. ARTICLE ill RESPONSmILITIES OF THE CITY A. COORDINATION The CITY will appoint one staff member as its representative. This person will coordinate the CITY's participation in the Agreement and will also be responsible for monitoring progress and coordinating required meetings. The CITY's representative is the Director, Department of Housing, or his/her designee. B. MONITORING AND PERFORMANCE REVIEW 1. The CITY may at any time inspect the progress of work, provided that it is, as far as possible, convenient to SHNA. Inspection shall include, but not be limited to, the following: a) The CITY shall review all written reports required by the Agreement. If a report is incomplete, incorrect or otherwise deficient, the CITY shall promptly notify SHNA of the deficiency in writing. b) The CITY shall monitor the progress of work al1d inspect records at Sffi'.JA premises as often as it shall deem necessary, and in any event not less than annually. 2. The City reserves the right to attend all or any meetings of the SHNA's Board of Directors, or other governing body, and its sub-committees. C. AVAILABILITY OF INFORMATION The CITY shall make available to SHNA such information pertaining to services provided under this Agreement as it deems necessary, including previous reports, government regulations and other materials. 4 ARTICLE IV TIME OF PERFORMANCE AND COMPENSATION A. TIME OF PERFORMANCE This Agreement shall be effective as ofthe date and year first written above and shall continue through October 31,2006. B. EXTENSION OF TIME The time of completion may be adjusted only by written agreement between the parties. C. COMPENSATION 1. The CITY shall reimburse SHNA an amount not to exceed a total of $ 759.61 per month for staff salary and benefits; bookkeeping services; and for stafflboard training and travel and consulting services when pre-approved by the City's Department of Housing. 2. The City may reimburse SHNA for up to $ 3500.00 of the cost of the required fmancial audit . covered by the Agreement. 3. Reimbursement will be made monthly, on receipt of a financial statement showing the costs incurred in providing services under this Agreement during the month, and other reports required under Article II above. Reimbursement will be made within fifteen working days after receipt of the fmancial statement, contingent upon satisfactory performance under the Agreement. 4. The financial statement must be supported by adequate documentation, including, but not necessarily limited to, payrolls, paid invoices or receipts and check stubs. 5. In no case will the CITY reimburse any portion of a.'y cost determined to be ineligible under this Agreement or under HOME regulations, regardless of any mistaken determination of eligibility at the time the costs were incurred, nor will the CITY reimburse any cost which has been or will be reimbursed from another source. 6. All requests for reimbursement of all expenditures under this agreement must be received by October 3151 of the following year. ARTICLE V CONDITIONS OF PERFORMANCE A. INDEMNITY AND HOLD HARMLESS The CHDO shall indemnify and hold harmless the CITY from all claims, damage, expense, costs and liability due to the activities of the CHDO, its sub-contractors, agents and employees in the performance of this Agreement. B. DISPUTES, DEF AUL T AND TERMINATION The CHDO agrees to the conditions relating to disputes, default and termination set outin Part II. 5 C. COMPLIANCE WITH ALL LAWS All services performed hereunder shall be in accordance with all federal, state, and local laws, ordinances, rules and regulations including, but not limited to, those laws, rules and regulations ' outlined in Part II of this Agreement (General Specifications and Conditions). ARTICLE VI NOTICES All notices given pursuant to this Agreement shall be mailed or delivered to the following addresses or such other address as a party may designate in writing: Notices to the CITY: Notices to the CHDO: Office of the Administrator Municipal Building 537 Green Street, Room 801 Augusta, Georgia 30901 Sand Hills Neighborhood Association P.O. Box 3151 Augusta, Georgia 309096 Copy to: Director Augusta Housing & Economic Development 925 Laney Walker Blvd, 2nd Floor Augusta, GA 30901 6 ARTICLE VII COUNTERPARTS This agreement is executed in two (2) counterparts, each of which shall be deemed an original and together shall constitute one and the same Agreement with one counterpart being delivered to each party hereto. IN WITNESS WHEREOF, the parties have set their hands and seals as of the date fIrst written above. ATTEST: AUGUSTA. GEORGIA rantor) SEAL ~ t ~tqJ~ ena Bonner Clerk of Commission ATTEST: SAND HILLS NEIGHBORHOOD ASSOCIATION SEAL 11 II BY~~kw ~.fe Ct/V1A;{ / yq fl?Oj}A / As Its Corporate Secretary " /l/-m ~ ~ (Plain Witness) 7